Form
Form - PPE Retirement Record
Document FSSMS-FRM-20Stage 1Revision 5Version 0.3.3
Topic pages open on your jurisdiction, and requirements tables show its line. You can change this on any page.
Purpose. The closing entry in a garment’s record: why it was retired, who authorized it, how it was made unusable for emergency service, and where it went. Every element is retired no later than 10 years from its date of manufacture and earlier on condition (NFPA 1850, 2026, ch. 10). One form per element, or one line per element on the batch version below. (S1)
| Field | Entry |
|---|---|
| Serial number | |
| Element (coat / trousers / helmet / hood / gloves / boots / other) | |
| Manufacturer, model | |
| Date of manufacture | |
| Date retired | |
| Years in service (from date of manufacture) | |
| Last member issued to (ID) | |
| Reason (one): age, 10 years from manufacture / condition, findings category E (checksheet no.) / contamination that cannot be removed (cleaning log entry no.) / lost certification (label illegible, unauthorized alteration) / other (describe) | |
| Authorized by (role) and date | |
| Rendered unusable for emergency service: how (labels removed or defaced; shell cut; destroyed) and by whom | |
| Disposition (one): destroyed as general waste / destroyed as contaminated waste (contaminant, waste stream) / training only (register no., “TRAINING ONLY, NOT FOR LIVE FIRE” marked, label removed) | |
| Member’s issue record updated (date, by) | |
| Replacement element ordered or issued (serial, date) | |
| Entered in {{Records system}} (date, by) |
| Serial | Element | Date of manufacture | Date retired | Years | Reason | Authorized by | Rendered unusable (how) | Disposition | Replacement serial | Entered (date) |
|---|---|---|---|---|---|---|---|---|---|---|
| Register no. | Serial | Element | Marked and label removed (date, by) | Stored at | Rules acknowledged by training officer (initials) | Destroyed on |
|---|---|---|---|---|---|---|
| Field | Type | Required | Who completes |
|---|---|---|---|
| Serial, element, manufacturer, model, date of manufacture | Text, date | Yes | {{PPE Coordinator}} |
| Date retired, years in service | Date, number | Yes | {{PPE Coordinator}} |
| Last member | ID | Yes | {{PPE Coordinator}} |
| Reason and supporting reference | Choice, reference | Yes | {{PPE Coordinator}} |
| Authorized by | Role, date | Yes | {{PPE Coordinator}} or {{PPE Program Manager}} for category D decisions |
| Rendered unusable | Text, role | Yes | Technician |
| Disposition | Choice, references | Yes | Technician; {{PPE Coordinator}} |
| Issue record updated | Date, role | Yes | {{PPE Coordinator}} |
| Replacement | Serial, date | Yes, or “ordered” with date | {{PPE Coordinator}} |
| Training-only register | Text, dates, initials | For every element kept for training | {{PPE Coordinator}}; training officer |
- Run the 10-year forecast monthly; every element reaching 10 years from manufacture within 12 months is on the replacement plan before it is retired here.
- Retire on condition the day the decision is made; do not wait for the forecast.
- No retired element returns to emergency service, is sold, donated or given to a member for use at a fire. Elements kept for training are never used in live fire training.
- Contaminated elements are disposed of as the contaminant requires; asbestos-contaminated gear follows the asbestos rules of the applicable regulation (J21 WHMIS, Hazardous Materials and Asbestos).
- Keep this record with the garment’s record for the retention period in 05 Document Control and Records.
This chapter relies on the following legal requirements, which differ by province and territory. Check your jurisdiction’s section on each topic page before adopting it.
| Topic | What to check in your jurisdiction | Page |
|---|---|---|
| WHMIS, Hazardous Materials and Asbestos | How asbestos-contaminated gear and debris must be handled, packaged and disposed of, and any other disposal rule for contaminated equipment (instruction 4) | J21 WHMIS, Hazardous Materials and Asbestos |
National Fire Protection Association. (2026). NFPA 1850, Standard on selection, care, and maintenance of protective ensembles for structural and proximity firefighting and open-circuit self-contained breathing apparatus (SCBA) (consolidates NFPA 1851 and 1852). https://www.nfpa.org/codes-and-standards/nfpa-1850-standard-development/1850