Record Series Report - FAIRMOUNT PARK COMMISSIONCITY OF PHILADELPHIA / DEPT. OF RECORDS

Department ID

Series ID Description

/FP/Department NameFairmount Park Commission

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

December 16, 2008 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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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

/FP/BA/Department NameBudget and Accounting

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

FP-BA- BUDGETING AND ACCOUNTING

FP-BA-0001-Records pertaining to trust funds including ledgers, journals, bank reconciliations, financialstatements and reports, Treasurer's reports and related documents.

TRUST FUND DOCUMENTS - ARCHIVE PRM

December 16, 2008 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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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

/FP/CS/Department NameCommission Secretary

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

FP-CS- COMMISSION SECRETARY

FP-CS-0001-History of all decisions taken by the Commission regarding the acquisition of property, art orconservation of park facilities.

INDEX TO FAIRMOUNT PARK COMMISSION MINUTES PRM

December 16, 2008 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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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

/FP/DI/Department NameDistrict Offices

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

FP-DI- DISTRICT OFFICES

FP-DI-0001-These records track the life cycle of each of the 800,000 street trees in the City. They areupdated monthly by each district and used to administer contractors who plant, prune andremove trees.Retention: The status of each tree is retained in the database permanently even after the tree iscut down as this verifies its removal.

STREET TREE DATABASE PRM

FP-DI-0002-Applications to use Park grounds for picnics and other events.

FACILITY PERMITS - HOLD ON SITE CR+2

December 16, 2008 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

/FP/DI/Department NameDistrict Offices

TotalRetentionRequirementConfidential Vital

FP-DI-0003-Records of inspections of properties and buildings in each district.

INSPECTION REPORTS - HOLD ON SITE CR+3

FP-DI-0004-Applications and permits to prune, feed or remove street trees.

TREE MAINTENANCE PERMITS - HOLD ON SITE CR+3

FP-DI-0005-Copies of plans submitted to the District Office to ensure compliance as to number, type andlocation of trees to be planted in a new building project.

STREET TREE PLANS - HOLD ON SITE ACT+3

December 16, 2008 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

/FP/PD/Department NamePlanning and Design

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

FP-PD- PLANNING AND DESIGN

FP-PD-0001-Plans of all site projects in progress such as renovations to historic properties, recreation paths,retaining walls and athletic fields.Appraisal: These records have administrative value until completion of project. Some of theserecords document renovations to historic properties and are of enduring value.

CONTRACT DRAWINGS AND PLANS PRM

FP-PD-0002-These files comprise the history of a renovation project from inception to completion. Includeminutes of meetings, correspondence, prints, permits, purchase orders and payment records.Appraisal: These records have administrative value until completion of project. Some of theserecords document renovations to historic properties and may be of enduring value.

PROJECT FILES - ARCHIVE PRM

December 16, 2008 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:

Department ID

Series ID Description

/FP/PD/Department NamePlanning and Design

TotalRetentionRequirementConfidential Vital

FP-PD-0003-These records document the evolution of Fairmount Park as well as its buildings and recreationalfacilities. Included are correspondence, consultant reports, land acquisitions, project proposalsand capital project plans.Appraisal: These records may include renovations to historic properties and are of enduringvalue.

PARK DEVELOPMENT PLANNING - ARCHIVE PRM

December 16, 2008 Page 7

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

/FP/RP/Department NameRecreation Programs

TotalRetentionRequirementConfidential Vital

FP- FAIRMOUNT PARK COMMISSION

FP-RP- RECREATION PROGRAMS

FP-RP-0001-EVENT IS END OF RENTALRecords pertaining to the rental of buildings, real estate, boats, etc. Include inquiries, journals,billings, receipts, leases and insurance documents

RENTAL AND CONCESSIONS - EVENT DATE REQUIRED - HOLD ONSITE

ACT+3

FP-RP-0002-These records document the publicity and public relations activities of the Fairmount ParkCommission. Include event folders, news releases, newspaper clippings and event permits.

EVENT FILES - ARCHIVE PRM

December 16, 2008 Page 8

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: