F ir e and E me r ge nc y Me dic al Re c or ds Wa shing to n - - PowerPoint PPT Presentation

Basic s of Managing

F ir e and E me r ge nc y Me dic al

Re c or ds

Wa shing to n Sta te Arc hive s re c o rdsma na g e me nt@ so s.wa .g o v (360) 586-4901

1

Be ne fits o f Ma na g ing Re c o rds

E

na b le s the a g e nc y to fulfill its missio n

Pro mo te s c o st-e ffe c tive use o f a g e nc y

re so urc e s

Pro mo te s o pe n a nd a c c o unta b le

g o ve rnme nt

Cha pte r 40.14 RCW

All public r e c or ds sha ll be a nd r e ma in the pr

• pe r

ty of the sta te of Wa shing ton. (RCW 40.14.020)

T he y sha ll b e de live re d b y o utg o ing o ffic ia ls a nd e mplo ye e s to the ir suc c e sso rs a nd sha ll b e pre se rve d, sto re d, tra nsfe rre d, de stro ye d o r dispo se d o f, a nd o the rwise ma na g e d, o nly in a c c o rda nc e with the pro visio ns o f this c ha pte r.

Wha t I s a Pub lic Re c o rd?

F

• r the purpo se s o f re te ntion a nd de struc tion:

Anything ma de or re c e ive d in c onne c tion with the tra nsa c tion of public busine ss r e gar dle ss o f fo r mat

(RCW 40.14.010)

• F
• r public disc losure, re fe r to c ha pte r 42.56

RCW.

My de vic e / a c c o unt = my re c o rds?

I t ma y b e yo ur pe rso na l de vic e o r a c c o unt, b ut if it’ s b e ing use d fo r a g e nc y b usine ss, ke e p in mind tha t yo u a re a c c e ssing (a nd so me time s c re a ting ) pub lic re c o rds

RCW 40.16.020 – I njury to a nd Misa ppro pria tio n

• f Re c o rd

E ve ry o ffic e r who sha ll mutila te , de stro y, c o nc e a l, e ra se ,

• b lite ra te , o r fa lsify a ny re c o rd o r pa pe r a ppe rta ining to

the o ffic e r's o ffic e …is g uilty o f a c lass B fe lony a nd sha ll b e punishe d b y impr

isonme nt in a state c or r e c tional fac ility fo r no t mo re tha n te n ye a rs, o r b y a fine o f no t

mo re tha n five thousand dollar

s, o r b y b o th.

Ho w Do I K no w Wha t to K e e p?

Distric ts a re g ra nte d o ng o ing le g al autho rity to dispo sitio n (g e t rid o f re c o rds) thro ug h le g a l do c ume nts c a lle d

r e c or ds r e te ntion sc he dule s

Re c o rds re te ntio n sc he dule s fo r F ire a nd E me rg e nc y Me dic a l Se rvic e a re a ppro ve d b y the

L

• c al Re c or

ds Committe e

(RCW 40.14.060 a nd 40.14.070; c ha pte rs 434-624 a nd 434-630 WAC)

Whic h Sc he dule Do I Use ?

F ire / E me rg e nc y Me dic a l Se rvic e De pa rtme nts / Distric ts

F

• r re c o rds tha t a re spe c ific o r

uniq ue to fire a nd e me rg e nc y me dic a l se rvic e s, i.e . –

• F

ire inve stig a tio ns

• Me dic a l inc ide nt re po rts
• I

nspe c tio ns a nd pe rmits F

• r re c o rds tha t a re c o mmo nly

c re a te d/ re c e ive d b y mo st g o ve rnme nt a g e nc ie s, i.e . -

• Bo a rd me e ting s
• Co ntra c ts a nd a g re e me nts
• F

a c ilitie s ma na g e me nt

L

• c a l Gove rnme nt Common Re c ords

Re te ntion Sc he dule (CORE )

Visit sos.wa.gov/Archives >> Go to “Local Governments Tab” >> Select Fire/Emergency Medical Service Departments/Districts

Re c o rds Re te ntio n Sc he dule

Rule of Thumb: Never destroy a record unless you can point to a

“DAN” authorizing you to do so.

Fire and Emergency Medical Records Retention Schedule, Version 1.0 (November 2012) Emergency Communications (911) Records Retention Schedule, Version 1.0 (November 2012)

KEEPPUBLIC RECORDS for

MINIMUM RETENTION

then

DESTROY TRANSFER

HOL D I T !

T he re a re time s whe n yo u must ha ng o n to re c o rds e ve n if the ir re te ntio n re q uire me nts ha ve b e e n me t:

• L

itig a tio n ho lds (must ke e p until ho ld lifte d)

• Ope n pub lic re c o rds re q ue sts (must

ke e p re la te d re spo nsive do c ume nts until re q ue st fulfille d/ c lo se d)

“Bo rn Dig ita l” Re c o rds

• E

le c tr

• nic r

e c or ds must be r e taine d in e le c tr

• nic for

mat…fo r the le ng th o f the

de sig na te d re te ntio n pe rio d.

• Pr

inting and r e taining a har d c opy is not a substitute fo r the e le c tro nic

ve rsio n.

(WAC 434-662-040)

F ire & E MS Re c o rds F AQ’ s

• Da ily Re c o rd o r L
• g o f F

ire a nd E me rg e nc y Me dic a l Se rvic e s,

DAN F M53-04-09 Re v. 0

• Me dic a l I

nc ide nt Re po rts,

DAN F M53-04-20 Re v. 0

Note the se “Big Buc ke t” DAN’s in the F ir e & E MS Sc he dule . You will pr

• bably use

the se ofte n.

F ire & E MS Re c o rds F AQ’ s

How long should I ke e p Me dic al Inc ide nt Re por ts?

F ire & E MS Re c o rds F AQ’ s

• I

nspe c to r’ s te st o f fire fig hting e q uipme nt

• Ve hic le se rvic e re c o rds
• Vo lunte e r fire fig hte r re mitta nc e

file s

Ar e the r e any DAN’s in the F ir e & E MS Sc he dule that take pr e c e de nc e

• ve r

DAN’s in the CORE ?

F ire & E MS Re c o rds F AQ’ s

• E

mplo ye e Me dic a l a nd E xpo sure Re c o rds, DAN GS50-04B-30 Re v. 2

• Re spira to r F

it T e sts, DAN GS51-05D-07 Re v. 1

• Oc c upa tio na l He a lth a nd Sa fe ty

Pro g ra m – Administra tio n,

DAN GS2017-016 Re v. 0

How long ar e Re spir ator y Pr

• te c tion

r e c or ds ke pt?

F ire & E MS Re c o rds F AQ’ s

• Ag e nc y-Pro vide d T

ra ining – Ce rtific a te d, Ho urs/ Cre dits E a rne d, o r Ma nda to ry, DAN GS2011-180 Re v. 1

• Ag e nc y-Pro vide d T

ra ining – Ha za rdo us Ma te ria ls Ha ndling , DAN GS2012-029 Re v. 0

• Ag e nc y-Pro vide d T

ra ining – Ge ne ra l,

DAN GS2011-181 Re v. 1

• E

mplo ye e Wo rk Histo ry, DAN GS50-04B-06 Re v. 4

How long ar e tr aining r e c or ds ke pt?

F ire & E MS Re c o rds F AQ’ s

• L

a ng ua g e a nd te rmino lo g y

• Ne w re c o rds se rie s
• Ob so le te re c o rds se rie s
• F

e de ra l a nd sta te re q uire me nts

If not, ple ase le t us know!

We want to he ar fr

• m you.

Re c o rds Ma na g e me nt Re so urc e s

• We b site : so s.wa .g o v/ a rc hive s

– T

ra ining – o nline a nd in-pe rso n

– Ho w-to vide o s – Re te ntio n sc he dule s – Advic e she e ts

FREE CONSULTATION, TRAINING, AND ADVICE

Wa shing ton Sta te Ar c hive s

re c o rdsma na g e me nt@ so s.wa .g o v www.so s.wa .g o v/ a rc hive s Pho ne : (360) 586-4901

20