Fire records shall be maintained as follows:

1. (1) Annual fire loss records. Retain these records permanently if not part of annual report.
2. (2) Certification of service by paid and volunteer firefighters (submitted to the Office of the Auditor General). Retain current report plus two prior audit cycles.
3. (3) Daily operations blotters and activity logs. Retain these records as long as of administrative value.
4. (4) Drill reports. Retain these records 7 years.
5. (5) Duty officer’s fire/incident reports. Retain these records 7 years if not part of investigation file.

6. (6) Equipment records.

   1. (i) Issued to firefighters. Retain these records as long as of administrative value.
   2. (ii) Loaned to other companies. Retain these records until satisfactory return of equipment.
7. (7) Fire codes and ordinances. Retain these records permanently.

8. (8) Firesafety inspection records.

   1. (i) Automated sprinkler system records. Retain these records until superseded or obsolete.
   2. (ii) Building surveys and inspection records. Retain these records 10 years after superseded or obsolete.
   3. (iii) New construction reports and inspection forms. Retain these records 10 years after superseded or obsolete.
   4. (iv) Notifications of violations or defects. Retain these records 5 years after subsequent inspection reveals defect or violation has been corrected.

9. (9) Hydrant records.

   1. (i) Location listings and maps. Retain these records until superseded or obsolete.
   2. (ii) Major maintenance/testing records. Retain these records 2 years after hydrant is removed or replaced.

10. (10) Investigation case files.

    1. (i) Arson/fires resulting in death or injury, or both. Retain these records 15 years after case is closed.
    2. (ii) Other fires. Retain these records 10 years after cause is determined.

11. (11) Maintenance records.

    1. (i) Apparatus inspection reports. Retain these records 2 years after retirement of apparatus or transfer with vehicle, if appropriate.
    2. (ii) Equipment and maintenance logs. Retain these records for life of equipment.
    3. (iii) Fire alarm box test records. Retain these records 2 years after box is removed or replaced.
12. (12) Permits and related applications, including permits for blasting, fireworks display, open burning and other hazardous operations. Retain these records 3 years after expiration/revocation.

Source

The provisions of this § 15.60 adopted February 18, 1994, effective February 19, 1994, 24 Pa.B. 993.

Cross References

This section cited in 46 Pa. Code § 15.51 (relating to general provisions); and 46 Pa. Code § 15.52 (relating to applicability).