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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

  1. 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

  2. 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

  3. Cha pte r 40.14 RCW All public r e c or ds sha ll be a nd r e ma in the pr ope 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.

  4. Wha t I s a Pub lic Re c o rd? F o 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 o r public disc losure , re fe r to c ha pte r 42.56 RCW.

  5. 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

  6. RCW 40.16.020 – I njury to a nd Misa ppro pria tio n o 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 , o 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.

  7. 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 oc 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)

  8. Whic h Sc he dule Do I Use ? Visit sos.wa.gov/ Archives >> Go to “Local Governments Tab” >> Select Fire/Emergency Medical Service Departments/Districts L oc a l Gove rnme nt Common Re c ords F ire / E me rg e nc y Me dic a l Se rvic e Re te ntion Sc he dule (CORE ) De pa rtme nts / Distric ts F o r re c o rds tha t a re c o mmo nly F o r re c o rds tha t a re spe c ific o r c re a te d/ re c e ive d b y mo st uniq ue to fire a nd e me rg e nc y g o ve rnme nt a g e nc ie s, i.e . - me dic a l se rvic e s, i.e . –  Bo a rd me e ting s  F ire inve stig a tio ns  Co ntra c ts a nd a g re e me nts  Me dic a l inc ide nt re po rts  F  I a c ilitie s ma na g e me nt nspe c tio ns a nd pe rmits

  9. Re c o rds Re te ntio n Sc he dule Emergency Communications (911) Records Retention Schedule, Version 1.0 (November 2012) Fire and Emergency Medical Records Retention Schedule, Version 1.0 (November 2012) Rule of Thumb: Never destroy a record unless you can point to a “DAN” authorizing you to do so.

  10. KEEP PUBLIC RECORDS for MINIMUM RETENTION then DESTROY TRANSFER

  11. 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)

  12. “Bo rn Dig ita l” Re c o rds • E le c tr onic r e c or ds must be r e taine d in mat …fo r the le ng th o f the e le c tr onic for 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)

  13. F ire & E MS Re c o rds F AQ’ s Note the se “Big Buc ke t”  Da ily Re c o rd o r L o g o f F ire a nd DAN’s in the E me rg e nc y Me dic a l Se rvic e s, F ir e & E MS DAN F M53-04-09 Re v. 0 Sc he dule .  Me dic a l I nc ide nt Re po rts, You will DAN F M53-04-20 Re v. 0 pr obably use the se ofte n.

  14. 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?

  15. F ire & E MS Re c o rds F AQ’ s Ar e the r e any  I nspe c to r’ s te st o f fire fig hting DAN’s in the e q uipme nt F ir e & E MS Sc he dule that  Ve hic le se rvic e re c o rds take  Vo lunte e r fire fig hte r re mitta nc e pr e c e de nc e ove r DAN’s in file s the CORE ?

  16. 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 How long ar e  Re spira to r F Re spir ator y it T e sts, DAN GS51-05D-07 Re v. 1 Pr ote c tion  Oc c upa tio na l He a lth a nd Sa fe ty r e c or ds ke pt? Pro g ra m – Administra tio n, DAN GS2017-016 Re v. 0

  17. 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 How long ar e Ma te ria ls Ha ndling , DAN GS2012-029 Re v. 0 tr aining r e c or ds  Ag e nc y-Pro vide d T ke pt? 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

  18. 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 We want to  F he ar fr om you. e de ra l a nd sta te re q uire me nts If not, ple ase le t us know!

  19. 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

  20. F REE C ONSULTATION , T RAINING , AND A DVICE 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

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