City Controller

CITY CONTROLLER Retention ScheduleCity of Philadelphia

NOTE: The retention requirements stated in all City retention schedules apply to all records described in theseries, regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Department ID

Series ID Description

/CC/Department NameCity Controller, Office of

TotalRetentionRequirementConfidential Vital

CC- CITY CONTROLLER

April 2, 2011

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CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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


/CC/AU/Department NamePost-Audit


CC- CITY CONTROLLER

CC-AU- CITY CONTROLLER - POST-AUDIT

CC-AU-0001-

EVENT IS REPORT RELEASE DATERecord of audit procedures performed, relevant audit evidence obtained and conclusionsreached by the Auditor in the conduct of various audit engagements. Includes audits on capitalproject / construction contracts, schools and school district performance, City's financial andeconomic status and Controller's opinion on five-year plan.(Previously AU-XX-0005)

AUDIT WORKING PAPERS - EVENT DATE REQUIRED - CONFIDENTIAL ACT+10Y

CC-AU-0002-Official report of audits conducted by the Controller's Office. Includes audits on capital project /construction contracts, schools and school district, City's financial and economic status andperformance.

OFFICIAL AUDIT REPORTS - CONFIDENTIAL PRMY

April 2, 2011


RETENTION CODES:

Department ID


/CC/CA/Department NameCommunity Affairs


CC- CITY CONTROLLER

CC-CA- CITY CONTROLLER - COMMUNITY AFFAIRS

CC-CA-0001-

Record of response eto Controller's Office Hotline calls, other requests or reports fromconstituents or problems arising out of community outreach efforts

CONSTITUENT SERVICE RECORD CLO+4

April 2, 2011


RETENTION CODES:

Department ID


/CC/PA/Department NamePre-Audit


CC- CITY CONTROLLER

CC-PA- CITY CONTROLLER - PRE-AUDIT

CC-PA-0001-

Summaries of payroll information per pay period for all City departments combined, dividend intosalary, per diem, Police and Fire and special. Used primarily in the conduct of audits.(Previoulsy AU-XX-0001)

CITYWIDE PAYROLL REGISTERS - CONFIDENTIAL CR+75Y

CC-PA-0002-Weekly transmittals of payroll summary information from Finance, including time records,registers and pertinent vouchers. Used to record, control and release disbursements of fundseach pay period for employee salary, per diem, Police and Fire payroll and special payroll(Previoulsy AU-XX-0008)

PAYROLL RELEASES - CONFIDENTIAL - HOLD ON SITE CR+2Y

April 2, 2011


RETENTION CODES:

Department ID




CC-PA-0003-Periodic transmittals of pension payment information from the Board of Pensions throughFinance. Used to record, control and release disbursement of funds for pension payments

PENSION RELEASES - CONFIDENTIAL - HOLD ON SITE CR+2Y

CC-PA-0004-Cash register tapes and cashier summaries from Revenue Department for all City entitiescollecting money on a daily basis. Used to support audit of City agencies that receive funds toprovide services.(Previously AU-XX-0016)

CASH REGISTER TAPES / DAILY WORK FY+3

CC-PA-0005-Documents used to track requests by City employees for reimbursement of education andtraining costs filed by fiscal year, date of course and employee name.

EDUCATION TRAINING LEAVE CR+3

CC-PA-0006-Daily log used to record bids received by Procurement in response to solicitations for Supply,Services and Equipment, Professinal Services, Public Works and Leases and Agreements.

BID TALLY SHEETS - HOLD ON SITE CR+2

April 2, 2011


RETENTION CODES:

Department ID




CC-PA-0007-Purchase orders and miscellaneous encumbrance documents used to track funds encumberedagainst Supply, Services and Equipment, and Professional Services contracts.

BUDGETARY CONTROL DOCUMENTS - CONFIDENTIAL FY+3Y

CC-PA-0008-Documentation used to verify expenditures before any monies are paid by the City Treasury.Used also in the conduct of audits. Includes accounts payable, payment vouchers, originalinvoices for all payments made by the City and petty cash.(Previously AU-XX-0014)

PAYMENT VOUCHERS - CONFIDENTIAL CR+10Y

CC-PA-0009-Record of inspection of capital project architecture and engineering construction and relatedexpenditures before payments are made

CONSTRUCTION INSPECTION REPORT CR+3

April 2, 2011


RETENTION CODES:

Department ID


/CC/SF/Department NameSpecial and Fraud Investigations


CC- CITY CONTROLLER

CC-SF- CITY CONTROLLER - SPECIAL AND FRAUD INVESTIGATIONS

CC-SF-0001-

EVENT IS EXPIRATION OF APPEAL PERIODRecord of City Controller's investigation in response to tips and other information which mayindicate fraud, misconduct, abuse, residency issues or conflicting employment issues.Completed investigations may be referred to the US Attorney or the Office of the District Attorneyfor prosecution.

INVESTIGATION CASES - EVENT DATE REQUIRED - CONFIDENTIAL ACT+7Y

April 2, 2011


RETENTION CODES:

City Controller

Documents

Transcript of City Controller