Volume 5 Flashcards
No addition to or elimination of Department records, forms, books, files, etc. will be made without the approval of the
Administrative Office.
The F-225 (red letterhead with boxes) is used for __-_______correspondence, which is routed “through channels.”
intra-departmental
The F-223 (red letterhead without boxes) is used for intra-departmental correspondence, including correspondence with the Board of Fire Commissioners, when routing “through channels” is _____ or _____
not desired or required
The ______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.
F-228 BLACK LETTERHEAD
Reports and records shall be:
typewritten unless specifically exempted by Bureau policy. An example of an accepted exemption could be an employee resignation letter.
Exception:
with the permission of the ______, ______, ________, or _____ Commanders, reports utilized within their specific area of responsibility may be hand-printed. All carbon copies must be legible.
DIVISION, BATTALLION, SECTION, UMIT COMMANDERS
Reports and records shall be:
A:___ on form provided.
B:____
C: limited to___
D:
forwarded
typewritten
one subject
single-spaced (double spaced between paragraphs)
Reports shall contain truthful and accurate statements, with no attempt to ___ or _____ facts
glorify or conceal
For the purpose of uniformity, names in reports shall be written as follows:
A. Unless otherwise specified in 9/7-00.00, member’s name shall be entered by ____, _____, _____
B. In a long list of names, arrange names _____
last, First, and initial if any
ALPHABETICALLY
Erasures may be made as necessary during the preparation of reports and records with the exception of the
JOURNAL
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 ____or ____ the margin. The person making the correction shall ______ it in ink.
above or in
initial
Unless otherwise specifically designated or provided, the following provisions shall apply with respect to signatures on intra-departmental reports:
Members below the rank of Battalion Chief shall use full____ _____ _____
civil service name
Unless otherwise specifically designated or provided, the following provisions shall apply with respect to signatures on intra-departmental reports:
Multiple-copy reports may be signed through _____, provided all copies are legible.
carbon
Unless otherwise specifically designated or provided, the following provisions shall apply with respect to signatures on intra-departmental reports:
Use of rubber stamp signatures by officers for official communications requires approval of ____
fire chief
Unless otherwise specified, reports and records shall be forwarded in ____ copy, either flat or loosely rolled. They shall be forwarded, _____ _____, without unnecessary delay.
single
through channels
The overall responsibility for the control and maintenance of Department forms rests with the _____ _____ Officer, who is the Management Analyst II in the _____ and ____ Unit.
forms control
manuals and orders
______is a medium of communication that is a printed, typed or reproducible document on which information is to be entered or where data appears for information. Some of the items covered by this definition are letterheads, cards, tags, records, labels, requisitions, etc.
A form
___ ____ _____is a form with an “F” prefix preceding a number….which are helpful in simplifying reports, gathering statistical information, keeping records, controlling receipts, issues, etc.
permanent department forms
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.
Temp
The test period of a “Temp” form will be___ months or less.
If form is to become permanent the “___” will be removed. If form is not to be continued, notice to discard the form will be made by the ____ ____ Officer.
6
temp
forms control officer
Some forms may be designated as “____”, i.e., their use is left to the discretion of individual officers.
optional
Upon determining the need for a new form or a revision of an existing form:
A. Immediately notify the _____ _____l Officer, who is the Management Analyst II in the Manuals and Orders Unit, through channels, and apprise him/her of the need.
B. Prepare a ___ ___ of the proposed form or revision of a form.
C. The Forms Control Officer shall submit the new or revised form, through channels, for approval as a ____ ____. When approved the Forms Control Officer will assign a ____ ____ and print the desired stock and distribute as necessary.
forms control officer
rough sketch
permanent form
form number
Entries in Personal Record Books shall be ____ or neatly printed in ink. Some entries, as indicated, are to be in ____ so they may be changed as necessary to bring the information up to date.
typewritten
pencil
PRB:
______ officers shall be responsible for the accuracy and completeness of information contained in books of subordinates under their command
commanding
PRB:
It shall be the subordinate’s responsibility to notify his commanding officer of those items affecting the information in his book which are usually reported ____.
VERBALLY
PRB:
Unless directed otherwise on the page itself, filled pages are to be ____ in the member’s book. When necessary to insert a new page, it will be placed in ___ of the filled pages
RETAINED
FRONT
Personal Record Books of members below the rank of captain shall be kept on file at their places of ______ and entries shall be made by the ______ officer.
ASSIGNMENT
COMMANDING
Upon notification of transfer, members shall “____ ____” their Personal Record Book, and any other pertinent documents to their new assignments, preferably before their ____ date.
HAND CARRY
REPORT
PRB:
On duty Station Commanders shall make a _____ ___ that the transferred member will “hand carry “documents to new place of assignment.
JOURNAL ENTRY
At time of separation from the Department, the officer having custody of the member’s Personal Record Book shall complete necessary entries and forward the book to____ ____ ___without delay
PERSONNEL SERVICES SECTION
At the time of ____, each member’s Personal Record Book will be presented to him as a permanent job record
RETIREMENT
F-392 Gasoline & Diesel Fuel Report are required when? and to who
5 Days after each month to Accounting
A separate folder for each member arranged by
platoon
Fire Prevention files are strictly ___
confidential.
Refer any questions by citizens concerning your Fire Prevention files to the _____ ___ ____.
The ____ _____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”.
Arson Investigation Unit
fire code
The Fire Code states that all fire prevention inspection records shall be maintained for a period of not less than____ years from the date of making such record. … after which they may be discarded if they have no further value to the Fire Department.
3
Each Fire Station is assigned fire prevention and pre-fire planning inspection responsibilities. One combined F-___ and F-___ filing system shall be maintained for each fire station.
F-173 and F-173A
(FIRE PREVENTION OCCUPANCY RECORD CARDS)
F-173A Cards for Fire Prevention Bureau Occupancies are retained by the responsible _____ Fire Station
first in
The Occupancy Record File is composed primarily of three sections:
Pending File
Occupancy Records
Brush Clearance Program
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.
PENDING FILE
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.
OCCUPANCY RECORDS
OCCUPANCY RECORDS
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 ___ ___ ___ or _____ ___
2. F-173 Cards for _____ ______. These cards shall be filed by map block numbers.
MAP BLOCK NUMBER OR STREET ADDRESS
DWELLING BLOCKS
F-173 and F-173A Cards shall be maintained as follows:
1. One F-173 for each ______ Occupancy.
2. One F-173A for each ____ ____ _____ Occupancy.
3. One F-173 for each block that contains one or more ______ Occupancies. All notices and other material pertinent to all Dwelling Occupancies for the block shall be filed in the F-173 folder.
GENERAL
FIRE PREVENTION BUREAU
DWELLING
BRUSH CLEARANCE PROGRAM
A separate “Hazardous Vegetation/ Refuse File” shall be maintained in the cardboard box provided. The ______ copies of the NOTICE OF NONCOMPLIANCE F-____ shall be filed by Map Book and Page number in numerical order within this file.
GOLDENROD
1308
The “Brush Clearance Program” portion of the file shall contain only _______, _______ ______, _____, etc., which pertain to the “Brush Clearance Program”.
COMPLAINTS, LEGAL DESCRIPTIONS, NOTICES
The Pre-Fire Planning file is composed of two principal sections in the following order:
1.______
2. ______ outside a Station’s first-in district.
MAPS
INSPECTIONS
NOTE
For practical reasons and ready reference, maps may be placed on a board or wall, however, the first section of the ______ ______ file shall continue to be reserved for, and identified as, the location place of the maps.
PRE-FIRE PLANNING
MAP BLOCK NUMBERS - Every block or area in a station’s first-in district shall be identified numerically, in sequence, starting with Number ____This shall be known as the “___ _____ ____ “
NUMBER 1
MAP BLOCK NO
Multiple company fire stations shall use only ____ map block number system. When large areas are later sub-divided, assign additional numbers to them by the use of the _____ system.
ONE
DECIMAL
When the “Map Block No.” is used for identification on folders, records, correspondence, etc., it shall be _____ by the _____ designation,
FOLLOWED
STATION
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 ______ in ______.
NUMERICALLY IN SEQUENCE
The _____ _____ _____ Book shall contain those forms necessary for the maintenance of hydrants
HYDRANT TEST RECORD
____messages which are pertinent to the station shall be retained as long as needed.
TELETYPE
used to record a daily history of pertinent information relative to the operation of the command.
JOURNAL F-2
_____or other responsible persons shall be responsible for the correct entries in journals of all orders, directions, and other information having general application to the operation of their command, and apprise their reliefs of occurrences and happenings incidental to their tours of duty.
Officers
F- 2 JOURNAL FORMAT:
COLOR OF INK:
The following entries shall be made in red ink:
1.
2.
3.
All other entries shall be in ____ or ____ ink
Date
move up as a result of an alarm
alarm information (emergency or non emergency
blue or black
F- 2 JOURNAL FORMAT:
Payroll Symbols:
For ease of identification, the payroll symbols entered in the____ margin for members assigned shall be in ____ ink. For members not assigned, payroll symbols shall be in ____ or _____ ink.
Left
green ink
blue or black ink
F- 2 JOURNAL FORMAT:
MARGINS:
To facilitate ease of reference, appropriate headings should be entered in the margin, i.e. - incident numbers - headings such as relief, platoon, structure, auto, etc.). Where the time is important, it should be listed immediately after the _____.
heading
F- 2 JOURNAL FORMAT:
CORRECTIONS:
Eradications or erasures are prohibited. Where a correction is necessary,___ and _____
line out and initial
This form was was developed to document when a member has been or is suspected of being exposed to a hazardous substance
F-3
The F-3 is available on the _____ _____ ______ (SASY).
station administration system
This form(___) is designed to provide basic staffing/hiring information in a standardized form and location. While some of the uses and entries are explicit, other areas are left to the needs and discretion of the individual ____
F-5
BATTALION
F-5:
Unless otherwise designated or color-coded, entries should be made in____ for ease of change and/or correction.
PENCIL
WHO IS THE F-5 INITIATED BY
HOW MANY COPIES OF THE F-5?
AND HOW LONG IS IT RETAINED?
FORWARD?
BATTALION
1
90 DAYS AFTER CALENDER YEAR
DAILY (VERBALLY) AND AS REQUIRED BY APPROVED SPECIAL REQUEST
HOW MANY COPIES FOR THE F-2?
HOW LONG IS IT RETAINED?
HOW IS IT FOWARED?
1
ONE YEAR AFTER LAST ENTRY DATE AT POINT OF ORIGIN
FORWARDED TO MANUALS AND ORDERS UNIT
WHO IS THE F-3 INIATED BY?
HOW MANY COPIES?
HOW LONG IS IT RETAINED
CONCERNED MEMBER
2
ORIGINAL- PERMANENTLY BY MLU (DUPLICATE TO MEMBER)
The _____is used as a basis for notifying the City Controller of changes in Payroll Division numbers, Platoon assignment or work location, addition or deletion of pay designation title, and/or salary bonuses for premium pay, and the effective date of such changes.
F-18
THE F-18 IS INITIATED BY?
HOW MANY COPIES
PERIOD RETAINED?
BATTALION, SECTION, DISTRICT, OR HIGHER COMMANDER AT ASSINMNET EMPLOYEE IS LEAVING
1
PSS, INDEFINITLY
REQUEST FOR TRANSFER IS A ___
F-18A
F-18A IS INITIATED BY?
HOW MANY COPIES?
RETAINED?
MEMBER CONCERNED
2
By Bureau of Fire Suppression and Rescue and member until end of current calendar year.
A REQUEST FOR TRANSFER PRIMARY VACANCIES IS?
F-18B
F18B IS INITIATED BY?
HOW MANY COPIES?
RETAINED?
FORWARD To member’s immediate supervisor no later than ____hours on the ___ day after publication.
MEMBER CONCERENED
2
By Bureau of Fire Suppression and Rescue and member until vacancy is filled
1600
5TH
THIS Form is carried by Chief Officers and EMS Supervisors. Used during evacuations as directed by the Incident Commander. Completed by Evacuation Team Members as specified by the Evacuation Group Supervisor. One form per household.
F-20 EVACUATION NOTICE
F-20B (ESPANOL)
L.A.F.D. EMERGENCY OVERTIME REPORT
F-23
F-23 IS INITIATED BY?
NUMBER OF COPIES?
RETAINED?
STATION OR UNIT COMMANDER
3
Original - Bureau Office until usefulness is past.
Duplicate - Accounting Services Section until usefulness is past.
Triplicate - Station or unit file - 2 years.
MEDICAL EXAMINATION SCHEDULE
F-25
F-25 INIIATED BY?
NUMBER OF COPIES?
RETAINED?
DIVIDION OFFICE
2
ONE YEAR
REPORTS OF ADMINISTRATIVE OVERTIME (AOD)
F-26
F-26 NUMBER OF COPIES?
RETAINED?
3
Triplicate: By requesting member until duplicate copy is received from Bureau Commander concerned.
Duplicate: By station or unit of member concerned until end of calendar year. (Maintain in member’s individual folder.) Forward to member’s new assignment when transferred
RECORD OF OPERATION - DAILY - FOOD SERVICE
F-28
F-28 INITIATED BY?
NUMBER OF COPIES
PERIOD RETAINED
Company member
One
Indefinitely
F-28
A. GENERAL: This form shall be used for the uniform recording of daily operational information. This form shall be kept in ____
BOOK 55
RECOMMENDED REVISION
F-41
INTRA-DEPARTMENTAL MEMORANDUM
F-44
F-44 INITIATED BY?
NUMBER OF COPIES?
PERIOD RETAINED
Field Officers and Bureau of Fire Prevention and Public Safety
Three
Original - Three years
Duplicate - Three years
