AgdaPkt 2019-09-23 Joint SA PFA - Laserfiche WebLink

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6.C. - Page 23 of 35 San Bruno Fire Department (SBFD) reported that records had not been kept in a single, central location but had been scattered across various locations, including fire officers' personal files.40 It was only after receiving a document request from the Grand Jury that SBFD's inspection reports were collected, reviewed, and stored centrally.41 Since it is likely that files had been misplaced or purged, SBFD does not have an accurate record of the number of inspections that were completed (2015 — 2018). SBFD has addressed these issues and is now confident that it is accounting for all completed inspections on spreadsheets that list the date each building was inspected and by whom. In 2019, the San Bruno City Council approved funds for a Records Management System which is being implemented. Once implemented, staff will use electronic tablets to document inspections which will improve tracking and accounting of inspections.42 The following three fire departments complete their inspection reports on paper but then enter the information into a computer database:43 • Central County Fire Department,44 • Redwood City Fire Department,45 and • South San Francisco Fire Department.46 Since field report data must be entered manually, there can be delays in accessing up-to-date information and human entry errors or omissions occur.47 In response to Grand Jury queries, all three fire departments reported that they have difficulty retrieving accurate information from their current database systems regarding inspections.48 Though Central County Fire Department (CCFD) plans to continue using its current database, CCFD will implement software for the system using iPads to input field inspection data directly into the database system in 2019.49 Redwood City Fire Department issued an RFP for a new database system and as of June 2019 was in the final phase of evaluating the responses The new database system will allow for an all - electronic process using iPads in the field.50 South San Francisco Fire Department is not investing in a new database. As of January 13, 2019, the fire departments of San Mateo, Belmont, and Foster City completed their five-year transition to a single department called the San Mateo Consolidated Fire Department. The three city fire departments had used different database systems, though field inspection reports were completed on paper. San Mateo Consolidated Fire Department has 40 Grand Jury interviews. 41 Grand Jury interviews. 42 Written correspondence. 43 Grand Jury interviews. 44 Grand Jury interviews. 45 Grand Jury interviews. 46 Grand Jury interviews. 47 Grand Jury interviews. 48 Grand Jury interviews. 49 Implementation of the iPad-based system has been delayed by the database company for two years. The department is hopeful that problems will be resolved soon. Grand Jury correspondence. 50 Grand Jury interviews and correspondence. 2018-2019 San Mateo County Civil Grand Jury 9 112