Vol 5 Flashcards
No addition to or elimination of Department records, forms, books, files, etc. will be made without the approval of ?
Administrative Office.
Unless otherwise specified, member’s name shall be entered by - Last Name, First Name, and Initial (if any). In a long list of names, arrange names how?
alphabetically by last name, first name, and initial (if any).
Erasures may be made as necessary during the preparation of reports and records with the exception of __________. When changes or corrections are made to final reports, records and journals, a line shall be drawn through the entry and the correction made in ink above or in the margin. The person making the correction shall initial it in ink.
the journal
Signatures, Members below the rank of __________ shall use full civil service name.
Battalion Chief
Signatures, multiple copy reports may be signed how?
through carbon, provided all are legible
Signature indicates approval unless otherwise noted.
In the case of recommended disapproval of an F-225 by an intermediate officer, the signature shall be preceded by the word “__________” and an F-225 cover letter explaining the reason for such recommendation shall be attached to the original copy of such report.
disapproved
Signature indicates approval unless otherwise noted. In the case of “non-concurrence” with the content of an F-225, intermediate officers shall type “_____________” in their signature block and attach an F-225 cover letter with additional information as appropriate.
See attached F-225
Use of rubber stamp signatures by officers for official communications requires approval of who?
Fire Chief.
A permanent Department form is a form with an ____ prefix preceding a number. These forms may have varied retention periods.
“F”
Occasionally it will be necessary to “field test” a form before a determination can be made to make it permanent. It will have _____ after the form number. The test period of form will be ____ or less. If form is to become permanent the “Temp” will be removed. If form is not to be continued, notice to discard the form will be made by the Forms Control Officer.
“Temp”, six months
At the time of retirement, each member’s Personal Record Book will be ?
Presented to him as a permanent job record
Upon notification of transfer, members shall ________ their Personal Record Book, and any other pertinent documents to their new assignments, preferably before their report date. On duty Station Commanders shall make a journal entry that the transferred member will do this with documents to new place of assignment.
“hand carry”
The F-225 (red letterhead with boxes) is used for?
intra-departmental correspondence, which is routed “through channels.”
The F-233 (red letterhead without boxes) is used for ?
intra-departmental correspondence, including correspondence with the Board of Fire Commissioners, when routing “through channels” is not desired or required.
F-228 (black letterhead) is to be used for?
correspondence directed to elected city officials (Mayor, Councilpersons, City Attorney, Controller); correspondence with other governmental agencies (county, state, federal); and the public
