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Public Safety: General

Public Safety

Public Safety: General
Title Major Revision Previous Schedules Schedule Item
Accreditation records for law enforcement, fire fighting or prevention or emergency medical services agency or unit


2020 (♦)
 CO2 572; MU1 534; MI1 471 1185

a: Assessment reports, annual compliance surveys (compliance reports), standard compliance reports, and other correspondence:
RETENTION: 10 years

b: Contents of file folders used to demonstrate compliance with the program, provided they are copies:
RETENTION: 0 after accreditation period ends or is renewed
Emergency vehicle, apparatus and equipment records


NOTES: Items covering purchase, warranty, repair, fuel use, and replacement are found in the Public Property and Equipment section.

 CO2 926; MU1 792; MI1 800 1186

a: Vehicle upkeep and use records, including records of incidents where vehicle responded and equipment was used:
RETENTION: 3 years

b: Vehicle readiness checklist, or equivalent record, for any emergency vehicle, needed to ensure that necessary equipment and material is in place and in proper order:
RETENTION: 3 years

c: Record of equipment (other than firearms) issued to public safety personnel:
RETENTION: 1 year after equipment returned or otherwise disposed of
Training records for law-enforcement officers, E-911, dispatch or fire-fighting personnel,

but excluding emergency medical personnel

 2020 (♦)
 CO2 535; MU1 498; MI1 435 1187

a: Individual's record of courses attended and/or completed, including basic information on course content:
RETENTION: 6 years after individual leaves service
NOTES: Local officials may wish to keep these records longer, possibly for the career of the individual, if the records are consulted throughout that period.

b: Training materials, which address core law enforcement, firefighting, or dispatch activities:
RETENTION: 40 years

c: Training materials, which address general public safety issues or non-core law enforcement activities:
RETENTION: 1 year

d: Division of Criminal Justice Services training materials:
RETENTION: 0 after no longer needed

e: Attendance lists:
RETENTION: 1 year
Alarm records


CO2 927; MU1 793; MI1 801 1188

a: Permit files for connecting fire, water or burglar alarm to public safety agency emergency telephone system, including applications, copies of permits, inspection reports and related records:
RETENTION: 6 years after denial, expiration or renewal

b: Alarm or fire alarm box call record containing basic information on each alarm transmitted:
RETENTION: 3 years

c: False alarm records, including but not limited to lists of false alarms, notices sent to property owners and records of assessing and collecting fines for responses to false alarms:
RETENTION: 6 years

d: Alarm location records, including maps and listing and descriptions of alarms:
RETENTION: 3 years after superseded or obsolete
Public safety personnel service data file

or equivalent record, including incident and activity attendance information showing names of personnel present at fire or other emergency, including attendance at training, drills, meetings and other official activities
NOTES: This item does not cover the personnel records of officer, employee or volunteer. See the Personnel/Civil Service section of this schedule.

 CO2 928; MU1 794; MI1 802 1189

a: Summary data on an individual:
RETENTION: 3 years

b: Detailed data on an individual, when posted to or listed on summary data file or other record:
RETENTION: 1 year

c: Detailed data on an individual, when not posted to or listed on summary data file or other record:
RETENTION: 3 years
Public safety real property data file,

containing basic and detailed information on land and structures, including hazards, property inspections, and individuals associated with properties

 CO2 929; MU1 795; MI1 803 1190

a: Basic or "history file" data:
RETENTION: Maintain as updated perpetual data file, for as long as system remains in use and property covered comes under service area
NOTES: Local governments should consider permanent retention of the basic data elements of these property "history" files for all parcels of property, or the creation and permanent retention of "snapshots" of this data. This information may be useful for long-range planning purposes, and for community, urban planning, public safety issues, and other research. Contact the State Archives for additional advice.

b: Detailed data, including plans and computer-assisted design records:
RETENTION: 0 after superseded or obsolete

c: Records of updates and corrections to property data:
RETENTION: 3 years after update or correction made
Documentation of macros, queries, and reports


CO2 930; MU1 796; MI1 804 1192

a: Relating to specific case investigation or subject file:
RETENTION: Retain as long as the case investigation or subject file for which the documentation is created is retained

b: Not relating to specific case investigation or subject file:
RETENTION: 0 after no longer needed
NOTES: Depending on the results obtained from generating these macros, queries and reports, local officials may wish to retain these records for potential legal and other uses.
Hazardous materials records


CO2 931; MU1 797; MI1 805 1193

a: Hazardous materials location report or exemption filed with fire department or district, or equivalent record:
RETENTION: 3 years after hazardous materials no longer stored at site
NOTES: Local officials may wish to retain these records longer, possibly as long as 40 years, if the hazardous materials listed on this record include substances listed in Subpart Z, 29 CFR (federal O.S.H.A. Regulations).

b: Textual reference information containing medical, chemical or other information used to assist dispatchers and responding personnel, and maps of agency/service coverages:
RETENTION: 3 years after superseded or obsolete

c: Reports on hazardous materials found in the service area in its entirety, or at specific locations:
RETENTION: 3 years after hazardous materials listed in report are no longer present at listed sites
NOTES: Local officials may wish to retain these records longer, possibly as long as 40 years, if the hazardous materials listed on this record include substances listed in Subpart Z, 29 CFR (federal O.S.H.A. Regulations). In addition, if these reports document the presence of hazardous materials in a community at a given time, they should be appraised for historical significance. These records may have immediate significance for fire fighting and disaster prevention and long-term research value in situations where the hazardous materials found in the area had a significant impact on the community. Contact the State Archives for additional advice.
Standard Operating Procedures

for call receipt and dispatch, including codes, abbreviations and authority file data:
RETENTION: PERMANENT
NOTES: Detailed routine procedures are covered by item no. 52 in the General section.

 CO2 932; MU1 798; MI1 806 1194
Reference files on municipalities, districts and volunteer entities

in service or neighboring areas:
RETENTION: 0 after superseded or obsolete
NOTES: Appraise these records for historical significance prior to disposition. These records may have long-term historical value in documenting emergency services in a given area. Contact the State Archives for additional advice.

 CO2 933; MU1 799; MI1 807 1195
Wild animal notification records,

consisting of annual notifications as defined pursuant to Section 209-cc of General Municipal Law

 CO2 1061; MU1 919 1191

a: Notifications received by municipal clerks from persons owning, harboring, or possessing wild animals:
RETENTION: 4 years

b: Notifications sent from municipal clerks to public safety agencies:
RETENTION: 1 year or when superseded
Community outreach and education program records,

including but not limited to those for drug and alcohol prevention, citizen/youth police academy, neighborhood watch and other crime prevention, and youths. Records include official copy of publications, recordings, or informational literature prepared for public distribution, training materials, participant applications and supporting documentation:
RETENTION: 6 years

 2020 (♦)
 1196
Ride-along program records,

including applications to participate, waivers of liability, and criminal background check results:
RETENTION: 3 years

 2020 (♦)
 1197