9/3 Files - Los Angeles Fire Department Library PDF

9/3 FILES - Los Angeles Fire Department Library Page 1 of 7 „ Log in or create an account Go „ LAFD Department Library „ Information Portal „ LAFD Homepage „ Fire Prevention „ Manual of Operations „ Rece...

9/3 FILES - Los Angeles Fire Department Library Page 1 of 7 „ Log in or create an account Go „ LAFD Department Library „ Information Portal „ LAFD Homepage „ Fire Prevention „ Manual of Operations „ Recent changes „ Reference Material „ Rules and Regulations „ Library Help „ Send a Comment „ Quick Start Guide 9/3 FILES From Los Angeles Fire Department Library Department Library > Manual of Operation > Volume 5 Contents „ 1 9/3-01.00 REPORTS & RECORDS/FILES „ 1.1 -01. BATTALION AND SECTION FILES „ 1.1.1.01 GENERAL „ 1.2 -07. STATION FILES „ 1.2.1.01 GENERAL „ 1.2.2.15 INDIVIDUAL FOLDERS „ 1.2.3.25 DIVIDER FOR COMBINED FILE - A, B & C PLATOONS „ 1.2.4.50 PLATOON DIVIDER „ 1.2.5.75 STATIONERY „ 1.3 -17. FIRE PREVENTION (F-173 & F-173A) OCCUPANCY RECORD CARDS „ 1.3.1.01 GENERAL „ 1.3.2.17 RESPONSIBILITIES „ 1.3.3.34 ORGANIZATION „ 1.3.4.51 PENDING FILE „ 1.3.5.68 OCCUPANCY RECORDS „ 1.4 -18. BRUSH CLEARANCE PROGRAM „ 1.4.1.01 GENERAL „ 1.5 -34. PRE-FIRE PLANNING INSPECTIONS „ 1.5.1.01 GENERAL „ 1.5.2.25 MAPS „ 1.5.3.50 OUTSIDE FIRST-IN DISTRICT - INSPECTIONS „ 1.6 -51. RECALL FILE „ 1.6.1.01 LOCATION „ 1.6.2.50 UPDATES http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 2 of 7 „ 1.7 -68. RECORD BOOKS „ 1.7.1.01 COMPANY RECORDS - BOOK #55 „ 1.7.2.25 PERSONAL RECORD BOOK „ 1.7.3.50 LOG BOOKS „ 1.7.4.75 HYDRANT TEST RECORD BOOK „ 1.8 -85. TELETYPE „ 1.8.1.01 TELETYPE MESSAGES 9/3-01.00 REPORTS & RECORDS/FILES A 11-82 -01. BATTALION AND SECTION FILES.01 GENERAL Battalion and Section Commanders shall maintain a Personnel File. This file shall contain the following: A. Roster of personnel assigned. Form F-9, "Roster Card" shall be used for this purpose. Refer to Vol. 5, 9/7, F-9. B. Medical examinations, Form F-10 "Medical Exams" shall be used for this purpose. Refer to Vol. 5, 9/7, F-10. Battalion Commanders shall use a single metal file box for all platoons. File dividers shall be used to indicate sections - "Roster" and "Medical". These dividers shall be colored to indicate Platoon as follows: Red - "A" Blue - "B" Green - "C" Station dividers shall be used in the "Roster" section. Section Commanders may establish this file in the most appropriate manner for their particular needs. C. Recall Cards (Refer to 9/3-51.01) -07. STATION FILES.01 GENERAL Station Commanders shall adhere to the format set forth in this section when establishing and maintaining station files..15 INDIVIDUAL FOLDERS A separate folder for each member arranged by platoon. Folders shall contain: F-23, F-26, Gen. 166, F-351, F-351A, F-360, F-361, F-1150, and other pertinent information concerning http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 3 of 7 the member..25 DIVIDER FOR COMBINED FILE - A, B & C PLATOONS Behind this divider arrange folders in the following manner: FOLDER F-44 Intra-Departmental Memo 3rd copy, Supply Requisition F-225, Red Letterhead (one per station for all platoons) F-315, Special Permit Budget - Retain as long as of value. Certified Deputy Voter Registrars - Retain and update as needed. CAL OSHA - Retain for 5 hrs. From end of calendar year. Fire Prevention - Retain as long as of value. Fire Service Day - Retain as long as of value. Fire Station Information - (Various information regarding the fire station, i.e., locations of keys, boiler information, etc.) - Retain indefinitely. Fuel Information - For gasoline and diesel fuel information - Retain as long as of value. Hydrants - Completed F-70 Miscellaneous - Retain as long as of value. Position Descriptions School Visitation Roster.50 PLATOON DIVIDER A divider card and separate manila folder will be used, as indicated, for each platoon. FOLDER F-225, red letterhead Captain's meeting and verbal orders - retain as long as of value. Company Commander Folders - retain as long as of value. http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 4 of 7 Pending - Retain as long as of value. Miscellaneous - Retain as long as of value..75 STATIONERY Space permitting, stationery supplies may be kept in the metal file. The number of folders used for such purpose will be permitted to vary depending on the desires of the Officers concerned. REPORTS & RECORDS/FILES A 1-91 -17. FIRE PREVENTION (F-173 & F-173A) OCCUPANCY RECORD CARDS.01 GENERAL Fire Prevention files are strictly confidential. Refer any questions by citizens concerning your Fire Prevention files to the Arson Investigation Unit. The Fire Code requires that "such records shall be open to the inspection of the Mayor, City Council, Board (Fire) and other governmental agencies having a valid reason for inspection of such records". The Fire Code states that all fire prevention inspection records shall be maintained for a period of not less than three years from the date of making such record. In other words, fire prevention inspection records which are older than three years may be discarded if they have no further value to the Fire Department..17 RESPONSIBILITIES Each Fire Station is assigned fire prevention and pre-fire planning inspection responsibilities. One combined F-173 and F-173A filing system shall be maintained for each fire station. The file will be maintained by station members under the supervision of the Station Commander. F-173A Cards for Fire Prevention Bureau Occupancies are retained by the responsible first-in Fire Station. F-173 Cards for General Occupancies and Dwelling Blocks are retained by the Station that has been assigned the inspection responsibility of the occupancy or Dwelling Block..34 ORGANIZATION The Occupancy Record File is composed primarily of three sections: „ Pending File „ Occupancy Records „ Brush Clearance Program.51 PENDING FILE This section is divided for "A", "B", and "C" Platoons. It contains information for future fire prevention activities, i.e., complaints, investigations, notices for inspection, correspondence, and any other pertinent material..68 OCCUPANCY RECORDS http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 5 of 7 This section of the file contains the F-173 and F-173A Cards, completed notices, and other material pertinent to the occupancy or Dwelling Block. These cards are a permanent record of inspections made. A. This section is divided into two parts: 1. F-173 and F-173A Cards for General and Fire Prevention Bureau Occupancies. These cards shall be filed either by map block number or by street address. 2. F-173 Cards for Dwelling Blocks. These cards shall be filed by map block numbers. Refer to Vol. 5, 9/3-34.25. B. F-173 and F-173A Cards shall be maintained as follows: 1. One F-173 for each General Occupancy. 2. One F-173A for each Fire Prevention Bureau Occupancy. 3. One F-173 for each block that contains one or more Dwelling Occupancies. All notices and other material pertinent to all Dwelling Occupancies for the block shall be filed in the F-173 folder. -18. BRUSH CLEARANCE PROGRAM.01 GENERAL This section of the file need be maintained only by stations which have occupancies and lots that are included within the scope of the "Brush Clearance Program" and shall be used as follows: A. A separate "Hazardous Vegetation/ Refuse File" shall be maintained in the cardboard box provided. The goldenrod copies of the NOTICE OF NONCOMPLIANCE F-1308 shall be filed by Map Book and Page number in numerical order within this file. B. The "Brush Clearance Program" portion of the file shall contain only complaints, legal descriptions, notices, etc., which pertain to the "Brush Clearance Program". -34. PRE-FIRE PLANNING INSPECTIONS.01 GENERAL The Pre-Fire Planning file is composed of two principal sections in the following order: 1. Maps 2. Inspections outside a Station's first-in district..25 MAPS All maps used for prefire planning shall be Department issue and labeled as to the purpose and station identity. The identification and purpose shall appear in the legend box of the map or in one of the corners of the map. STATION FIRST-IN DISTRICT MAP - A map of the station's first-in district showing the map block numbers shall be filed in the map portion of the file. If the Station's inspection responsibility is not located in their own first-in district, additional maps shall be obtained showing the map block numbers and the identification number of the station in whose first-in district the blocks are located. http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 6 of 7 NOTE For practical reasons and ready reference, maps may be placed on a board or wall, however, the first section of the pre-fire planning file shall continue to be reserved for, and identified as, the location place of the maps. MAP BLOCK NUMBERS - Every block or area in a station's first-in district shall be identified numerically, in sequence, starting with Number 1. This shall be known as the "Map Block No." Multiple company fire stations shall use only one map block number system. When large areas are later sub- divided, assign additional numbers to them by the use of the decimal system. When the "Map Block No." is used for identification on folders, records, correspondence, etc., it shall be followed by the station designation, e.g., 10-FS1 means "MAP BLOCK NO." 10, Fire Station 1, first-in district - 1-FS10 means "MAP BLOCK NO." 1, Fire Station 10, First-In District..50 OUTSIDE FIRST-IN DISTRICT - INSPECTIONS The Second Portion of the Pre-Fire Planning Inspection file shall contain folders of occupancies inspected for pre-fire planning purposes which are outside of the Station's first-in district. They are to be identified by the Map Block number of the first-in station and filed numerically in sequence. 9/3-51.01 -51. RECALL FILE.01 LOCATION A recall printout shall be retained in the following locations: 1. All members - At Department Headquarters in the Master Recall File and at OCDS. 2. Battalion members - At respective Battalion Office. 3. Division and Battalion Commanders - At respective Division office. 4. Fire Prevention Bureau personnel - At Bureau Office. 5. EMS personnel - At District Office and Bureau Office..50 UPDATES Recall printout updates will be provided each quarter. Battalion Commanders shall update the current recall printout when members are transferred or F-8 information changes. EMS District Commanders shall adhere to the same procedures as above. -68. RECORD BOOKS.01 COMPANY RECORDS - BOOK #55 For the convenience of Company Commanders, a binder labeled "Company Records" (Book #55) is provided for the retention of records requiring frequent entries. In task force stations the contents of the binders may be arranged by company or category in the manner which will best fulfill the needs of the station as determined by the Station Commanders. http://10.1.240.117/library/index.php/9/3_FILES 11/20/2012 9/3 FILES - Los Angeles Fire Department Library Page 7 of 7.25 PERSONAL RECORD BOOK Personal Record Books shall be filed as shown in 9/1-50.50..50 LOG BOOKS Logs Books shall be retained as shown in 7/1-01.84..75 HYDRANT TEST RECORD BOOK The Hydrant Test Record Book shall contain those forms necessary for the maintenance of hydrants, i.e., F-70, F-95 & F-366. It is the responsibility of Station Commanders to properly maintain this book. -85. TELETYPE.01 TELETYPE MESSAGES Teletype messages which are pertinent to the station shall be retained as long as needed. For journal entry, refer to Vol. 2, 4/7-45.30. 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