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DEPARTMENT OF GENERAL SERVICES

RECORDS MANAGEMENT DIVISION

RECORDS RETENTION AND DISPOSAL SCHEDULE

Schedule No. C-1190 Page 1 of 3

Agency:

Howard County Government Fire & Rescue Services

DivisionNnit: Office of Emergency Management

Item No.

Description

Retention

1 After Action Reports/Improvement Plans: This information is from real 5 years, then destroy. world incidents, to include strengths and weaknesses of the County's response to an incident. This information is from all the County departments that have a role in the incident, whether in the Emergency Operations Center, Department Operations Center or the Call Center. All information is vetted through the Emergency Management Operations Group and subsequently the Emergency Management Advisory Group to finalize the plan. After final approval is received, those departments that have a role in the Improvement Plan are obligated to meet the recommendations in the time frame determined by the responsible department.

2

Emergency Plans: These documents state how the County will respond 3 years, then destroy.

to an emergency that affects a large portion of the county. These

documents include, but are not limited to: the Emergency Operations

Plan, Standard Operating Procedures,.Continuity of.Operations Plans and

other similar documents. These documents are created in the County

Department that is responsible for the Emergency Support Function.

These documents, once finalized, become part of the Emergency

Operations Plan that is housed in OEM.

Schedule Approved by Department, Agency, or Division Representative.

Typed Name William Anuszewski Title Assistant Chief, Administrative Services

<;l;\&Dy~ Schedule Authorized by State Archivist

Date 1-18-1 Signature

DGS 550-1 (Rev. 04/08)

Schedule Approved by County Records Management Representative.

DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION

RECORDS RETENTION AND DISPOSAL SCHEDULE (Continuation Sheet)

Schedule No. C-1190 Page 2 of 3

Agency

Item No.

3

Howard County Government Fire & Rescue.Services

DivisionIUnit Office of Emergency Management

Description

Retention

GEOICAST and NXT: This is the notification system utilized prior to NotljjMeHoward to send emergency alerts to both the public and internal employees. The data includes, but is not limited to: names, email addresses and phone numbers.

1 year, then destroy.

4

Incident Documentation: This will include documentation

5 years, then destroy.

from the incidents that lead to the Emergency Operations

Center being open from a Level 1 through a Level 4. These

documents include, but are not limited to: WebEOC logs,

notification system alerts (NXT System from Dialogic

Communications Corp. and NotzjSIMeHowardSystemfrom

Dialogic Communications Corp.) and situational reports. This

information is collected by the Emergency 0peration.Center

(EOC) manager, EOC technician and the other department

representatives.

5

Key Officials List: This document lists all the key officials in 1 year, then destroy.

the County, to include name, department, title and phone

numbers (work, home and cell if available). ,

6

Meeting Records: These documents include meeting minutes, Retain for 5 years, then

notes, sign in sheets, documents discussed at meetings and so transfer to the Maryland

forth. They will include the Emergency Management

State Archives.

Advisory Group, the Emergency Management Operations

Group, the Emergency Planning for Functional Needs

Advisory Committee, the NotzjSIMeHowardpolicy and

workgroup meetings, the National Hazard Mitigation Steering

Committee and other similar groups that OEM organizes to

focus on emergency management issues.

DGS 550-1A

-

".

: ?

DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION

RECORDS RETENTION AND DISPOSAL SCHEDULE (Continuation Sheet)

Schedule No. C-1190 Page 3 of 3

Agency Howard County Government DivisionlUnit Office of Emergency Management

Item

Fire & Rescue Services Description

I I

Retention

No.

7

NotifiMeHoward: This data includes all information on the 1 year, then destroy.

notification system, NotlJLMeHoward. This information

includes, but is not limited to names, addresses, email address,

both personal and work, and phone numbers, to include

cellular phones, home phones and work phones.

8

Social Media: This data will consist of information posted by 3 years, then destroy.

OEM on a variety of social media websites, to include, but not

limited to: facebook, Twitter, YouTube. All of this information is backup on the County's server.

~

9

Training and Exercise Documentation: These will include all 3 years, then destroy.

documentation required to be stored by OEM for training

purposes. This will include all documentation for the

Community Emergency Readiness Program ("CERT") and

other similar programs that may be created. This does not

include certain courses taught by OEM through FEMA, such

as the Incident Command System classes as that information

is kept by FEMA.

10

Fire Department Weekly Briefings: These documents

articulate the highlights of OEM's activities during each

week, to include meetings attended and the outcomes,

incidents that occurred, and other major activities.

3 years, then destroy.

11

Contracts: These are the contracts specific for the Office of Retain for three years after

Emergency Management to include contracts for consultants expiration of contract, then

I ~

for a variety of projects and vendor contracts for equipment destroy.

and services purchased by Howard County, to include the

notification system and other similar systems.

Note: Purchasing retains official record

I

DGS 550-1A

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