Your District’s Email Is A Public Record
Retention-configured email, searchable archives, accessible websites and managed IT for fire protection and EMS districts — hosted in the United States.
The Short Answer
A fire protection district is a public body, which means district email is a public record subject to your state’s retention schedule and to records requests. Most districts are running that correspondence through personal accounts with no retention and no way to search it. We provide official addresses on your district domain from $1.95 per user a month, retention configured to your state’s schedule, and archives you can actually search when a request arrives.
Retention And Records Requests
Your state sets the schedule, not your vendor
States publish retention schedules specifically for fire districts, and they are not identical. We configure retention and archiving to the one that applies to your district rather than to a default nobody chose.
A request should be a search, not a week
Searchable archives with defensible export mean responding is a query and a file, not a clerk opening individual mailboxes one at a time while the clock runs.
Get district business out of personal accounts
Chiefs, officers, commissioners and administrative staff on official addresses on the district domain. Public business conducted from a personal account is both a records problem and, in many states, a legal one.
The day a request arrives is the wrong day to find out how your email is stored.
- Accessibility is a deadline, not an aspiration Public entity websites are subject to the DOJ’s Title II rule, which sets WCAG 2.1 Level AA as the standard. Special district governments have until 26 April 2028. Scanned PDF minutes and board packets are the usual blocker.
- The pages the public and the board actually open Board meeting agendas and minutes, budget documents, burn permits, inspection requests, station locations, recruitment and the emergency banner that matters twice a year.
- Recruitment and retention Volunteer recruitment, application forms and training schedules. For most districts this is the single highest-value thing the website could be doing and almost never is.
The District Website
Behind The Station Doors
Your records system stays where it is
Keep the incident reporting and records management software you already use. We handle the network, the email, the archiving, the website and the backups around it.
Station networking and backups
Station and administrative networks, firewall, workstation management and backups that have been restored rather than assumed. CodeGuard from $2.09 a month.
Where patient care data is involved
If your district runs EMS transport, some of your systems touch protected health information and some do not. We will tell you plainly where that boundary sits before designing around it rather than after.
- Quotes for a board packet Written quotes, scope documents and references formatted for your commissioners, your purchasing policy or an RFP response.
- Budget years, not sales quarters A project approved in spring may not be funded until the levy cycle. Phasing across fiscal years is normal and we plan it that way.
- Small districts are the point A two-station district with one administrative assistant gets the same infrastructure as a county department, scoped and priced for what it is.
Bought The Way A District Buys
- Liberation Email from $1.95 per user/mo; Mail Pro $7.95 per user/mo with retention configured to your state schedule
- Hub for Teams $7.49 per user/mo for shared documents, SOPs and training records
- Website Builder $10.99/mo at the budget end, or an accessible built site priced as a project
- CodeGuard encrypted off-site backups from $2.09/mo
- SiteLock from $14.99/mo
- Station networking, workstation management and IT support scoped per district
What It Costs
Fire Protection & EMS Districts FAQs
How long do we have to keep district email?
That is set by your state’s records retention schedule, and several states publish one specifically for fire districts. We configure retention to the schedule that applies to you rather than a generic default.
Our chief uses a personal email address. Is that a problem?
In most states, yes — public business conducted from a personal account is still a public record, but it is far harder to retain, search or produce. Moving to official addresses on the district domain is usually the first thing we do.
When does our website have to meet the accessibility rule?
Special district governments have until 26 April 2028 under the DOJ’s Title II rule, at WCAG 2.1 Level AA. Larger public entities are earlier. Scanned PDF board packets are usually the biggest single item of work.
Do we have to replace our records management system?
No. Keep it. We host and support everything around it — email, archiving, website, network and backups.
We are a volunteer company, not a taxing district. Can you still help?
Sometimes, but be aware the budget shape is very different and there are inexpensive website vendors aimed squarely at volunteer companies. If that is genuinely all you need, we will say so.
Can you give us something for the board packet?
Yes. Written quotes, scope, references and sole-source justification formatted for your purchasing policy are a normal part of the process.
Start With A Records And Accessibility Review
We will look at where district email currently lives, check your site against WCAG 2.1 AA, and give you a written scope your commissioners can approve.
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