Agency Schedule Detail

Authorization Number : 760-0978

Agency Series No. : Z08-07

Status : Active

Agency Web Link :

Agency : DHS

Confidential Description : Contains social security number and home addresses.

Division : DHSEMSV

Vital Description :

Section : DHSEMSV

Record Title : Applications for Firefighter/Fire Safety Inspector

Revision : 0

Record Description : In accordance with ORC 4765.55 the Division of Emergency Medical Services (EMS) issues a certificate to applicants who successfully complete an approved course of instruction. The certificate issued is a lifetime certificate and does not expire. The application includes personal information on the applicant, including home address and social security number, the level of training completed, and verification of training from an approved institution. Data collected from the applications is entered into a database and a certificate issued.

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain until applicant is deceased.	Records on microfiche are maintained since initial certifications were issued. Records are filmed or imaged in groups with other certification applications (not kept as separate files). Some records were transferred from other state agencies who issued certifications prior to EMS being placed by legislation in Dept of Public Safety.	Microform	Shred
Retain until applicant is deceased.	Electronic database of valid certifications maintained for life. All certifications held by an individual are maintained in a single database.	Electronic	Erase
Retain hard copy in active file for duration of calendar year or until converted to microfiche (records prior to 1999) or imaged (1999 to current) document. Hard copy sent to storage for remainder of 6 year period, then destroy. Microfiched or imaged document is maintained until applicant is deceased.	Applications for firefighter and fire safety inspector are life time certifications and are maintained in same files as other EMT certificates which are valid for three years (those records are maintained for 6 years - or two certification cycles). Applications may be used in disciplinary hearings against certificate holder and original signature of applicant is helpful in proving case.	Paper	Recycle

Approvals

Status	Name	Title	Date
Approved	Clinton Wallace	Records Coordinator	12/3/2003 3:23:00 PM
Approved	Scott George	Records Officer	9/17/2004 10:27:00 AM
Approved	Michael Hardenbrook	Record Administrator	9/27/2004 3:28:00 PM
Approved	Laurie Gemmill	State Archivist	9/29/2004 5:21:00 PM
Approved	Martin Meeks	State Auditor	9/29/2004 5:21:00 PM

Notes

Date	Reason	User