Difference between revisions of "Records Retention"

Latest revision as of 07:17, 29 January 2025

Section 1 - ADMINISTRATIVE

110.32 Records Retention

PURPOSE:

To establish guidelines for the retention and destruction of records.

PROCEDURE:

• The Maitland Fire Rescue Department will follow the State of Florida General Records Schedule GS1-SL and the General Records Schedule for Fire Departments (Schedule GS8) for the retention and destruction of records.
• All records that fall under these guidelines will be stored at the main fire station (Station 45) located at 1776 Independence Lane, Maitland, FL, 32751.
• A record shall be maintained of all records destroyed (see page 2).
• Records shall be destroyed by one of the following methods:
  1. For paper records containing information that is confidential or exempt from disclosure, appropriate destruction methods include burning in an industrial incineration facility, pulping, pulverizing, shredding, or macerating. High wet strength paper, paper mylar, durable-medium paper substitute, or similar water repellent papers are not sufficiently destroyed by pulping and require other methods such as shredding or burning.
  2. For electronic records containing information that is confidential or exempt from disclosure, appropriate destruction methods include physical destruction of storage media such as by shredding, crushing, or incineration; high-level overwriting that renders the data unrecoverable; or degaussing/demagnetizing.
  3. For other non-paper media containing information that is confidential or exempt from disclosure, such as audio tape, video tape, microforms, photographic films, etc., appropriate destruction methods include pulverizing, shredding, and chemical decomposition/recycling.
  4. Confidential or exempt records shall not be burned since burning does not ensure complete destruction or unauthorized access.