Record Series Report - BOARD OF PENSIONS AND RETIREMENTCITY OF PHILADELPHIA / DEPT. OF RECORDS

Department ID

Series ID Description

/PR/Department NamePensions and Retirement, Board of

Confidential Vital

TotalRetentionRequirement

PR- BOARD OF PENSIONS AND RETIREMENT

March 24, 2009 Page 1

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

Department ID

Series ID Description

/PR/IN/Department NameInvestment

Confidential Vital

TotalRetentionRequirement

PR- PENSIONS AND RETIREMENT BOARD

PR-IN- INVESTMENT

PR-IN-0003-Contracts, closing documents, correspondence, reports, appraisals, audits, capitalcalls/distributions, portfolio investments, litigation, tax information, mortgage/loan information andother records pertinent to individual real estate investments.

REAL ESTATE INVESTMENTS CR+6

PR-IN-0004-Contracts, closing documents, correspondence, reports, audits, capital calls/distributions,portfolio investments, litigation, tax information and other records pertinent to individualalternative investments.

ALTERNATIVE INVESTMENTS CR+6

March 24, 2009 Page 2

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

Department ID

Series ID Description

/PR/IN/Department NameInvestment

Confidential Vital

TotalRetentionRequirement

PR-IN-0005-EVENT IS TERMINATION OF MANAGERContracts (including amendments and extensions), correspondence, and reports pertaining tomoney managers.

MONEY MANAGER FILES - EVENT DATE REQUIRED ACT+6

PR-IN-0006-Quarterly reports for active managers.

ACTIVE MONEY MANAGER FILES CR+6

PR-IN-0007-Contracts, correspondence, and reports pertaining to the consultants and other service providersfor the real estate, alternative investment and money manager portfolios.

CONSULTANTS AND OTHER SERVICE PROVIDERS CLO+6

PR-IN-0008-Contracts, correspondence, and financial reports pertaining to accounting, custody andsafekeeping of the fund's assets.

CUSTODIAN FOR FUND FILES CLO+6

March 24, 2009 Page 3

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

Department ID

Series ID Description

/PR/MB/Department NameMembership / Benefits

Confidential Vital

TotalRetentionRequirement

PR- PENSIONS AND RETIREMENT

PR-MB- MEMBERSHIP / BENEFITS

PR-MB-0001-Records pertaining to employees who are not eligible to participate in the City of PhiladelphiaPublic Employees' Retirement System, such as temporary and seasonal employees andmembers of boards and commissions. Records consist of reports of appointment andseparation.

NON-MEMBER DATA - HOLD ON SITE SEP+2

PR-MB-0002-HOLD ON SITE ONE YEAR AFTER MICROFILMING THEN TRANSFER PAPER RECORDS TOCITY RECORDS CENTER FOR FIVE YEARS. MICROFILM TO BE HELD PERMANENTLYRecords pertaining to participating members, both active and retired, of the City of PhiladelphiaPublic Employees' Retirement System. Records include the report of appointment, promotionsor demotions, beneficiary designation, pension credit requests, transfer records, report ofseparation and related correspondence.

MEMBER PENSION DATA - CONFIDENTIAL - SEE FULL DESCRIPTIONFOR RETENTION

Y

March 24, 2009 Page 4

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

Department ID

Series ID Description

/PR/PP/Department NamePension Payroll

Confidential Vital

TotalRetentionRequirement

PR- PENSIONS AND RETIREMENT

PR-PP- PENSION PAYROLL

PR-PP-0001-Retirees authorization to deposit monthly pension checks into their bank accounts. File containsthe retiree social security number, pension number, name, address, account number, a copy of acancelled or voided check for proof of account number, type of account (checking or savings)and signature.

PENSION PAYROLL - CONFIDENTIAL PRMY Y

PR-PP-0002-Proof of deposit of pensioner checks maintained alphabetically by name and giving the bankaccount number, date deposited, pension number, bank ID number and type of account receivingdeposit.

DIRECT DEPOSIT PRINTOUTS - CONFIDENTIAL - HOLD ON SITE CR+1Y

March 24, 2009 Page 5

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

Department ID

Series ID Description

/PR/PP/Department NamePension Payroll

Confidential Vital

TotalRetentionRequirement

PR-PP-0003-Changes to retiree address, withholding tax deductions or beneficiary designation. These aremaintained electronically and filed by employee number, showing the date changes were madeand by whom.

PAYROLL UPDATES - HOLD ON SITE SUP

PR-PP-0004-EVENT IS CITY CONTROLLER AUDITPayroll registers for retired employees issued monthly and distributed to the City Controller,Treasurer, and Finance Director, which includes such information as direct deposits and checksissued. Forms 95-55

RETIREE PAYROLL RECORDS - EVENT DATE REQUIRED - HOLD ONSITE

AUD+1

PR-PP-0005-Copies of form 1099 (Notice to Retirees and Survivors of Annual Benefit and Federal TaxesWithheld) with related correspondence.

INTERNAL REVENUE SERVICE RECORDS - HOLD ON SITE CR+7

March 24, 2009 Page 6

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES: