Documente Academic
Documente Profesional
Documente Cultură
NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.
Sub-Department
/TR/AO/
Administrative Office
Series ID
Description
Confidential
TR-AO-
Vital
Total Retention
Requirement
TR-AO-0001-
AUD+6
Appraisal: The retention is based on the Statute of Limitations for payment claims and concurs with the
County Manual's retention of 7 years.
TR-AO-0002-
TR-AO-0003-
Payroll, pensions, general disbursements, foster parent registration and election check registers as
well as payroll and pension direct deposit registers.
ACT+1
ACT+1
Appraisal: These are needed for a short time after a Treasurer leaves the City for verification purposes
since new cards are issued to the incumbent City Treasurer.
AUD+1
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 1
Report Date: October 1, 2012
Sub-Department
/TR/AR/
Description
Confidential
TR-AR-
Vital
Total Retention
Requirement
AUD+1
AUD+1
INVESTMENT PURCHASE AND SALE RECORDS - EVENT DATE REQUIRED ARCHIVAL REVIEW REQUIRED
EVENT IS CITY CONTROLLER AUDIT
Records of investment purchased and sold by City Treasurer's Office staff.
Appraisal: These are financial records subject to audits by the Controller's office and may have
archival value. *review*
AUD+1
TR-AR-0003-
AUD+1
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 2
Report Date: October 1, 2012
Sub-Department
/TR/AR/
Description
Confidential
Vital
Total Retention
Requirement
TR-AR-0005-
AUD+1
Appraisal: These documents contain financial information and are, therefore, subject to audit by the
Controller's office.
TR-AR-0006-
AUD+1
Appraisal: These documents contain financial information and are, therefore, subject to audits by the
Controller's Office.
AUD+1
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 3
Report Date: October 1, 2012
Sub-Department
/TR/CM/
Description
Confidential
TR-CM-
Vital
Total Retention
Requirement
TR-CM-0001-
AUD+1
Appraisal: These are financial records subject to audit by the Controller's Office. *review*
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 4
Report Date: October 1, 2012
Sub-Department
/TR/DI/
Disbursement
Series ID
Description
Confidential
TR-DI-
Vital
Total Retention
Requirement
ACT+72
TR-DI-0001-
Proof of payment to employees leaving the service of the City of Philadelphia and opting to withdraw
their pension fund contributions.
Appraisal: Records pertaining to employee pensions are maintained as proof of these transactions and
must be held throughout the employee's lifetime and beyond, when family members make claims.
AUD+6
TR-DI-0002-
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 5
Report Date: October 1, 2012
Sub-Department
/TR/FP/
Description
Confidential
TR-FP-
Vital
Total Retention
Requirement
AUD+1
MONTHLY BANK COLLATERAL REPORTS - EVENT DATE REQUIRED ARCHIVAL REVIEW REQUIRED
EVENT IS CITY CONTROLLER AUDIT
Record of demand deposit and certificate of deposit collateral pledged by depositary banks to the
Federal Reserve Bank in the account of the City of Philadelphia I.A.W. ACT 72 OF 1971.
Appraisal: These are financial records subject to audits by the Controller's Office and they may have
archival value. *review*
CR+50
TR-FP-0002-
Transmittal lists, validation receipts, copies of follow up letters used to record outstanding checks
transferred to the unclaimed monies fund and escheated to the Commonwealth of Pennsylvania.
Appraisal: These records are the only proof that this money was escheated to the State.
TR-FP-0003-
AUD+1
Appraisal: These are records of all City Bank Deposits and show authorization to transfer funds and
confirmations, all of which are reviewed by the Controller's Office. *review*
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 6
Report Date: October 1, 2012
Sub-Department
/TR/PF/
Public Finance
Series ID
Description
Confidential
TR-PF-
Vital
Total Retention
Requirement
TR-PF-0001-
BOND FILES
Records maintained to keep track of bonds and other means of financing City projects, including
proposals made by underwriting firms for and other parties involved, i.e., financial and SWAP advisors,
tax lawyers, etc.
CLO+10
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 7
Report Date: October 1, 2012