CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - PUBLIC PROPERTY
Department ID

Department Name

/PP/

Public Property, Department of

Series ID

Description

PP-

PUBLIC PROPERTY

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1

Department ID

Department Name

/PP/BS/

Building Services
Series ID

Description

PP-

PUBLIC PROPERTY

PP-BS-

BUILDING SERVICES

PP-BS-0001-

MAINTENANCE PLANNING AND CONTROL - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+2

Files on requests for service by City agencies for repair of City-owned equipment or buildings.
Includes work orders from which repair jobs are assigned to Building Services maintenance staff.

PP-BS-0002-

SPECIAL SERVICE REQUESTS - HOLD ON SITE

CR+2

Documents relating to special events such as parades or dignitary visits requiring manpower
from Building Services. Includes a description of each event, location, type of work needed,
number of personnel needed for each job for the event and a list of staff members assigned to
each task

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2

Department ID

Department Name

/PP/CO/

Communication
Series ID

Description

PP-

COMMUNICATION

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3

Department ID

Department Name

/PP/CO/CA/

Cable TV
Series ID

Description

PP-

PUBLIC PROPERTY - COMMUNICATION

PP-CA-

CABLE

PP-CA-0001-

FRANCHISE AGREEMENTS - EVENT DATE REQUIRED - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

ACT+2

EVENT IS END OF CONTRACT.

Contract terms between the City and cable companies covering both parties for acquiring and
maintaining this service.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 4

Department ID

Department Name

/PP/CO/SE/

Special Events
Series ID

Description

PP-

PUBLIC PROPERTY - COMMUNICATIONS

PP-SE-

SPECIAL EVENTS

PP-SE-0001-

SPECIAL EVENT FILES - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+2

Information about preparations for special events in the City, such as Freedom Week
celebrations or dignitary visits, including dates of events, schedules, individual assignments,
progress reports and related documents

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5

Department ID

Department Name

/PP/CO/TE/

Telecommunications and Radio Services

Series ID

Description

PP-

PUBLIC PROPERTY - COMMUNICATION

PP-TE-

TELECOMMUNICATIONS AND RADIO SERVICES

PP-TE-0001-

TELEPHONE BILLS - EVENT DATE REQUIRED - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

AUD+3

CLO+2

EVENT IS CITY CONTROLLER AUDIT.

Installation and maintenance as well as service on all Citywide phones from Comcast, Lucent,
ATX, and Bell Atlantic which reports are generated showing the breakdown of such costs by City
agency.

PP-TE-0002-

TELEPHONE SERVICE ORDERS - HOLD ON SITE

Requests for new service, service trouble reports and radio repair orders sent to the companies
the City contracts with for services

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6

Department ID

Department Name

/PP/CO/TE/

Telecommunications and Radio Services

Series ID

Description

PP-TE-0003-

RADIO MESSAGES - HOLD ON SITE - HOLD TICKET CARDS 3 YRS.

Confidential

Vital

Total
Retention
Requirement

CR+10

CR+2

PRM

Taped log of messages received over the radio to the Message Center from the employees in
their vehicles, providing the time the message was sent and the time received. Also, calls from
the public reporting broken street lights or other needed City services, which are forwarded to the
appropriate agency. Such data is also logged on ticket cards. These are clocked as to the date
the call was received, service date and date of completion

PP-TE-0004-

COMMUNICATION PROJECT FILES - HOLD ON SITE

Ongoing communications related projects such as new Police, Fire, Airport telephone systems
and command post vehicles

PP-TE-0005-

PROJECT DRAWINGS - ARCHIVE

Plans and specifications for ongoing projects.

PP-TE-0006-

ALARM TAPES - EVENT DATE REQUIRED - HOLD ON SITE

ACT+3

EVENT IS DATE ALARM RECORDED

Printouts by account number of building alarms, providing the time the alarm goes off, location,
date and type of alarm, as well as the response time.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7

Department ID

Department Name

/PP/CS/

Contract Services Management

Series ID

Description

PP-

CONTRACT SERVICES MANAGEMENT

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 8

Department ID

Department Name

/PP/CS/CM/

Contract Administration - City Property Leases

Series ID

Description

PP-

PUBLIC PROPERTY - CONTRACT SERVICES

PP-CM-

CONTRACT ADMINISTRATION - CITY PROPERTY LEASES

PP-CM-0001-

PROJECT FILES - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+2

All documents relating to specific maintenance projects at City facilities including copies of
Requests for Proposal, quotes from vendors, cost analyses, records of project staff, renovation
data, contacts on maintenance, telephone repair and building security as well as updates on
project status

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 9

Department ID

Department Name

/PP/CS/SO/

Safety Office
Series ID

Description

PP-

PUBLIC PROPERTY - CONTRACT SERVICES MANAGEMENT

PP-SO-

SAFETY OFFICE

PP-SO-0001-

INJURED ON DUTY CASE FILES - EVENT DATE REQUIRED - HOLD

ON SITE

Confidential

Vital

Total
Retention
Requirement

SEP+3

CLO+3

EVENT IS DATE OF EMPLOYEE SEPARATION

Files on work related injuries of departmental employees, including initial injury report, referral to
hospital or clinic, workman's compensation form, industrial medical care provider referral
authorization, examining physician's findings including recommended treatment, follow-up reports
and related correspondence

PP-SO-0002-

VEHICULAR ACCIDENT FILES - HOLD ON SITE

Documentation of traffic accidents involving department staff while driving City vehicles including
accident date, location, make and model of vehicle, name of employee, copy of the Police report
taken at the scene and license checks

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 10

Department ID

Department Name

/PP/CS/SO/

Safety Office
Series ID

Description

PP-SO-0003-

FIRE ALARM SYSTEMS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+1

Files contain a copy of the contract for smoke detector systems installed in City buildings,
maintenance records, certifications, License and Inspections reports on each system, citations
and other related documents.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 11

Department ID

Department Name

/PP/RE/

Real Estate
Series ID

Description

PP-

PUBLIC PROPERTY

PP-RE-

REAL ESTATE

PP-RE-0001-

CITY LEASED PROPERTY DATA - EVENT DATE REQUIRED ARCHIVAL REVIEW REQUIRED BEFORE DESTRUCTION

Confidential

Vital

Total
Retention
Requirement

ACT+3

PRM

EVENT IS EXPIRATION OF LEASE

Documentation of City properties leased more than a year such as property status sheets, lease
agreements, legal correspondence, Americans with Disabilities Act compliance, environmental
searches, violation notices, City Council ordinances and updated lists of these properties.

PP-RE-0002-

CITY OWNED PROPERTY DATA - ARCHIVE

Files on property owned by the City, which may include a copy of the deed, a map of the location,
status sheets, ordinances, violation notices, legal documentation, appraisals, environmental
searches, ADA compliance data, condemnation notices, and any leases or rental agreements
associated with the property.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 12

Department ID

Department Name

/PP/RE/

Real Estate
Series ID

Description

PP-RE-0003-

SHERIFF REPORTS - EVENT DATE REQUIRED

Confidential

Vital

Total
Retention
Requirement

ACT+3

EVENT IS SALE OF PROPERTY AND DEED GIVEN TO NEW OWNER

Monthly reports on properties in Philadelphia going through Sheriff sale and for which back taxes
are owed. Records include a copy of the property deed. These properties are often sold through
the Redevelopment Authority for $1.00.

PP-RE-0004-

PROJECT RELOCATION FILES - HOLD ON SITE

CLO+2

Documentation on the relocation of City agencies from one facility to another, including relocation
address, recommendations, moving time frames, issues of concern, problem resolutions and
related correspondence.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 13