General Citywide Schedule412013

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.

GENERAL CITYWIDE Retention Schedule

This retention schedule was revised in 2010. Please see cover page regarding these revisions

Total RetentionRequirementSeries ID Description Confidential Vital

Series Title

(continued from previous page)GS- GENERAL CITYWIDE SERIES

Record series that are not specific to any one agency, but may be found throughout the city.

(continued from previous page)GS-AD- ADMINISTRATIVE PLANNING, ANALYSIS, PROCEDURES

Series related to the evaluation of organization structure, operations, work force, and procedures.

(continued from previous page)GS-AD-0001- MAJOR STUDIES - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS COMPLETION OF REPORTMajor studies initiated by the agency head, or conducted in response to an audit, executive order, or acourt order. They generally address agency wide operations or issues, affect the largest or mostcritical agency functions, or involve issues of public visibility or concern.

ACT+3

(continued from previous page)GS-AD-0002- POLICIES AND PROCEDURE INTERNAL - ARCHIVE

Administrative policies are generally issued by the agency head or executive to address agency wideoperations, critical agency functions, or issues of public concern. They are formally promulgated andoften take the form of executive orders, directives, memoranda, and printed or published bulletins.

PRM

(continued from previous page)GS-AD-0003- POLICIES AND PROCEDURES - EXTERNAL

Administrative policies and procedures, originating elsewhere, that are received in the normal courseof business.

SUP

(continued from previous page)GS-AP- ACTIVITY AND PRODUCTION

Series related to scheduling, planning, and reporting on routine or recurring activities in agencies orprogram units.

(continued from previous page)GS-AP-0001- WORK PRODUCTION REPORTS - HOLD ON SITE CY+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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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:

CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: January 24, 2013Revision Date: 2010





Series Title

(continued from previous page)

Occasional and periodic reports, work load reports, work progress reports, backlog and productionreports, and cumulative and summary reports used to monitor and document recurring and routineactivities or production.

(continued from previous page)GS-AP-0002- ROUTINE SCHEDULING - HOLD ON SITE

Calendars, lists, and logs used by agencies and program units to schedule routine activities.CY

(continued from previous page)GS-AP-0003- SERVICE LEVEL REPORTS

Reports prepared to demonstrate level and quantity of services performed for the public and otherclients, including production and dissemination reports.Appraisal: Reports support program accountability and should be retained to be of use in the 5 yearplanning cycle.

CY+5

(continued from previous page)GS-BP- BUDGET PREPARATION

Series related to the development and submission of agency budget requests, and their subsequentreview and approval.

(continued from previous page)GS-BP-0001- EXECUTIVE BUDGET PREPARATION FILES - HOLD ON SITE

Records created during process of preparing agency's budget request, including cost statements,estimates, justifications, narrative statements, reports, and other pertinent data.

FY+5

(continued from previous page)GS-BP-0002- SUB-UNIT BUDGET PREPARATION FILES - HOLD ON SITE

Records created and used by program managers to develop budget request including cost statements,estimates, justifications, narrative statements, spread sheets, and pertinent background materials.

FY+5


RETENTION CODES:






Series Title

(continued from previous page)GS-BP-0003- BUDGET WORK PAPERS - HOLD ON SITE

Copy of the final budget request created by an agency budget unit and supporting materials thatdocument communication between the agency and the funding department, as well as negotiationsand review after agency budget submission.

FY+1

(continued from previous page)GS-EE- EQUAL EMPLOYMENT OPPORTUNITY

Series that relate to the administration, direction, and support of an agency's equal employmentprograms. These may include any series related to compliance with civil rights bills, the RehabilitationAct, the Equal Pay Act, the EEO Act, and the Americans with Disabilities Act.

(continued from previous page)GS-EE-0001- PROGRAM POLICY REPORTS - HOLD ON SITE

Copies of reports prepared for oversight agencies regarding EEO and affirmative action policies,programs, and activities, including the affirmative action plan and its semi-annual updates. Theserecords establish equal employment goals and support their achievement in compliance with state andfederal requirements.

Y CY+1

(continued from previous page)GS-EE-0002- EQUAL EMPLOYMENT DISCRIMINATION COMPLAINTS - HOLD ON SITE

Case files for discrimination charges made by employees and the records documenting their resolutioninternal to the agency. Files generally include complaints, agency responses, and decisions.

Y SEP+2

(continued from previous page)GS-EE-0003- RECRUITMENT PLANS AND REPORTS - HOLD ON SITE

Records documenting search committees, job advertising, recruitment and outreach plans, screeningcriteria, statistics on applicants, and related records created to document compliance with affirmativeaction policies and plans.

CR+1

(continued from previous page)GS-EE-0004- EQUAL EMPLOYMENT OPPORTUNITY SUBJECT FILES - HOLD ON SITE CY+1


RETENTION CODES:






Series Title


Correspondence, memoranda, and related materials arranged by subject and used to administer anagency affirmative action program on topics such as career planning, harassment, recruitment,discrimination, and diversity.

(continued from previous page)GS-EQ- EQUIPMENT, SUPPLIES AND VEHICLE MANAGEMENT

Series related to the control, use, and maintenance of city-owned property, equipment, and otherresources, excluding real property or fixed assets.

(continued from previous page)GS-EQ-0003- EQUIPMENT MAINTENANCE - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS SALE OF EQUIPMENTRecords documenting service and repairs to agency equipment, excluding motor vehicles. Normallyinclude maintenance orders, logs, copies of fiscal documents such as requisitions or purchase ordersfor parts or services, warranties, operation and repair manuals, and parts lists.Appraisal: 42 PCS 5524 sets a 2 year statute of limitations on personal injury suits.

ACT+2

(continued from previous page)GS-EQ-0005- MOTOR VEHICLE OPERATIONS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS CITY CONTROLLER'S AUDITRecords may include logs of gas and oil consumption, assignment dispatching, and scheduling.

AUD+2

(continued from previous page)GS-EQ-0006- SUPPLY AND PARTS DISBURSEMENT - HOLD ON SITE

Records documenting disbursement of office supplies, commodities, parts, and other expendablematerials.

FY+2

(continued from previous page)GS-ER- EMPLOYEE RELATIONS


RETENTION CODES:






Series Title


Series related to programs and activities that establish and implement the terms and conditions ofcollective bargaining agreements.

(continued from previous page)GS-ER-0001- LABOR RELATIONS GRIEVANCES - CONFIDENTIAL - HOLD ON SITE

Labor relations grievances (except EEO) that may include investigation records, hearing proceedings,decisions rendered by employer, employee appeal, final decisions, and related correspondence.

Y CLO+3

(continued from previous page)GS-ER-0002- EMPLOYEE RELATIONS SUBJECT FILES - EVENT DATE REQUIRED - HOLD

ON SITEEVENT IS DATE OF NEW CONTRACTRecords supporting agency employee relations programs, arranged by subject, and consisting ofcorrespondence, memoranda, and related attachments.

ACT+3

(continued from previous page)GS-FM- FACILITIES MANAGEMENT

Series related to the operation and maintenance of buildings or other facilities owned or rented by thecity, including fixed asset management, building and grounds maintenance, space planning andallocation, and parking assignment and control.

(continued from previous page)GS-FM-0001- FACILITY USE SCHEDULING - HOLD ON SITE

Records documenting requests to use facilities (e.g., meeting rooms) and the schedules resulting fromthose requests.

CY+2

(continued from previous page)GS-FM-0002- FACILITY MAINTENANCE - HOLD ON SITE

Records documenting requests for maintenance work and logs of work completed. Request isconsidered closed when work is completed.

CLO+2


RETENTION CODES:






Series Title

(continued from previous page)GS-FM-0003- TENANT LEASE RECORDS - HOLD ON SITE

Records documenting negotiations for and completion of leases for office space and other facilities,subsequent communications with landlords, and other records related to tenancy, including leaseapprovals and copies of fiscal documents. Records considered closed at end of lease.

CLO+2

(continued from previous page)GS-FM-0004- PARKING PERMIT APPLICATION/ASSIGNMENT - HOLD ON SITE

Applications for parking spaces, waiting lists, and assignments for spaces.ACT+0/6

(continued from previous page)GS-FM-0005- BUILDING ADMITTANCE AND VISITOR LOGS - HOLD ON SITE

Logs of entry to and exit from agency facilities containing visitor name, organization or business,address, reason for visit or person/unit visited, and dates and times of entry and exit.Appraisal: 42 PCS 5524 is the statute of limitations for personal injury.

CY+2

(continued from previous page)GS-FM-0006- INCIDENT AND INVESTIGATION RECORDS - HOLD ON SITE

Records documenting security-related incidents and investigations by agency staff and externalinvestigators. These records include but are not limited to complaints, incident reports, accidentreports, reports of stolen property, and emergency response records.

CLO+5

(continued from previous page)GS-FM-0007- DISASTER PLANS - HOLD ON SITE

Disaster preparedness and evacuation plans for agency-owned and occupied buildings. Theserecords may include correspondence, risk assessments and vulnerability studies, disaster/contingencyand evacuation plans, training and educational materials, and supporting records.Appraisal: 42 PCS 5524 is the statute of limitations on personal injury suits.

Y SUP+2

(continued from previous page)GS-GA- GENERAL ADMINISTRATIVE


RETENTION CODES:






Series Title

(continued from previous page)GS-GA-0001- GENERAL ADMINISTRATIVE SUBJECT FILES - HOLD ON SITE

Correspondence, memoranda and related records arranged by subject and used to support generaladministration.

CY+1

(continued from previous page)GS-GA-0002- MINUTES - ARCHIVE

Records of the meeting of Official Committees, Commissions, Boards and Councils indicating date,names of members present and absent, issues discussed, motions, reports, actions taken and allother records accepted and approved as part of minutes. May also include agendas and supportingrecords.

Y PRM

(continued from previous page)GS-GA-0005- PUBLICATIONS - ARCHIVE

Works of any kind that are published for external distribution.PRM

(continued from previous page)GS-GA-0006- EXECUTIVE SUBJECT FILES - HOLD ON SITE

Correspondence, memoranda and related records arranged by subject and used to support executivemanagement.

CY+5

(continued from previous page)GS-GF- GENERAL FISCAL

(continued from previous page)GS-GF-0001- GENERAL FISCAL SUBJECT FILES - HOLD ON SITE

Records used to support general agency fiscal management. Usually arranged alphabetically bysubject. Include correspondence, memoranda and general fiscal matters.

FY+5

(continued from previous page)GS-GF-0003- FINANCIAL STUDIES - HOLD ON SITE FY+5


RETENTION CODES:






Series Title


Reports and studies created for Fiscal, Accounting and Administrative review or analysis by theAgency, another City Agency, a Federal Agency, or an external party. Include facility usage reports,cost comparison studies and other special reports or studies.

(continued from previous page)GS-GF-0005- RECEIPTS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS AUDITRecords that document payment of monies received by agency from clients, customers, etc. for feesor services rendered.

Y AUD+1

(continued from previous page)GS-GR- GRANT RELATED

Series related to the administration of grant funded programs.

(continued from previous page)GS-GR-0002- GRANT PROGRAM - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS AUDITIncludes proposal, application, agreement, narrative, evaluation and any reports generated undergrant.

AUD+5

(continued from previous page)GS-HS- HEALTH AND SAFETY

Series related to compliance with Health and Safety standards, the storage and use of toxicsubstances and disaster preparedness..

(continued from previous page)GS-HS-0001- HAZARDOUS SUBSTANCE NOTIFICATION Y CR+30


RETENTION CODES:






Series Title


EVENT IS EMPLOYEE SEPARATIONRecords documenting notification by agencies to employees of the existence of hazardous substancesin the workplace and the potential effects of exposure to these substances, including correspondence,memoranda, material safety data sheets, hazardous substance survey forms and other OSHA requiredforms, or related records documenting transmission of information.Appraisal: Retention pursuant to 29 CFR 1910 and PA Department of Labor & Industry, PennsylvaniaWorker and Community Right-to-Know Act (Act 1984-159).

(continued from previous page)GS-HS-0002- EMPLOYEES HANDLING HAZARDOUS SUBSTANCES - CONFIDENTIAL

Records of names, addresses and social security numbers of employees who handle or usesubstances included in Section1910 of the Federal Occupational Safety and Health regulations,Subparagraph Z.Appraisal: Retention pursuant to 29 CFR 1910.1020(D)(1)(II).

Y Y CR+45

(continued from previous page)GS-HS-0003- EMPLOYEE OCCUPATIONAL INJURY / ILLNESS - EVENT DATE REQUIRED

- CONFIDENTIAL - EVENT DATE REQUIRED - HOLD ON SITEEVENT IS EMPLOYEE SEPARATIONRecords documenting recordable occupational injury and illness Include incident logs, summaryrecords, supplementary records, OSHA forms, correspondence and memoranda.Appraisal: 77 PCS 602 sets a 3 year statute of limitations on worker'scompensation claims and OSHA 29 CFR 1904

Y SEP+2

(continued from previous page)GS-HS-0004- HAZARDOUS SUBSTANCE TRAINING / EDUCATION - HOLD ON SITE Y CR+30


RETENTION CODES:






Series Title


Course material, attendance records, correspondence and memoranda documenting training andeducation of employees in the proper use and handling of toxic substances and compliance withFederal Occupational Safety and Health Administration (OSHA) requirements.Appraisal: Pennsylvania Department of Labor & Industry, Pennsylvania Worker and CommunityRight-to-Know Act (Act 1984-159).

(continued from previous page)GS-PI- PUBLIC INFORMATION

Series related to the furnishing of information to the public through publication or response to specificinquiries.

(continued from previous page)GS-PI-0001- PRESS RELEASES - HOLD ON SITE

Copies of news articles and press releases issued by the agency to the media to inform the publicabout events, activities and accomplishments.

CR+3

(continued from previous page)GS-PI-0002- ANNUAL REPORTS - HOLD ON SITE - ARCHIVE

Annual reports prepared by agencies describing functions activities and events of the past year.PRM

(continued from previous page)GS-PI-0003- PRESS CONFERENCE FILES

Records of press conference including release, statements, list of attendees, visual aids, storagemedia, related news articles.

CR+15

(continued from previous page)GS-PR- PERSONNEL AND PAYROLL


RETENTION CODES:






Series Title

(continued from previous page)GS-PR-0001- EMPLOYEE HISTORY - CONFIDENTIAL - EVENT DATE REQUIRED - HOLD

ON SITEEVENT IS EMPLOYEE SEPARATIONRecords related to individual employment with agency. Generally include appointment letters,evaluations, disciplinary actions, veteran status certifications, resumes, memoranda andcorrespondence related to employee and health insurance enrollment information.NOTE: Department Employee History File is an unofficial supporting file that follows employee as jobtransfers occur until termination of employment. Official Employee History file is maintained byPersonnel Department.

Y SEP

(continued from previous page)GS-PR-0002- EMPLOYMENT INQUIRY / APPLICATION- EXEMPT POSITIONS -

CONFIDENTIAL - EVENT DATE REQUIRED - HOLD ON SITEEVENT IS DATE JOB IS FILLEDApplications, resumes, letters of recommendation and other records submitted to agencies foremployment consideration for exempt positions only.NOTE: For Exempt positions only. This record series does not include documentation for CivilService positions.Appraisal: Records related to persons hired by agency become part of employee history record. 29CFR 1602, 29 CFR 1627 indicate a 1 year retention.

Y ACT+1

(continued from previous page)GS-PR-0003- EMPLOYEE IDENTIFICATION - HOLD ON SITE

Records verifying identification of employee, excluding Police and Fire personnel. May includephotograph and unique identifying number or code.

Y SUP+2

(continued from previous page)GS-PR-0004- EMERGENCY INFORMATION LISTS- CONFIDENTIAL - HOLD ON SITE

Includes information necessary to contact employees at home in case of emergency.Y SUP+2


RETENTION CODES:






Series Title

(continued from previous page)GS-PR-0007- EMPLOYEE TIME AND ATTENDANCE - EVENT DATE REQUIRED - HOLD ON

SITEEVENT IS CITY CONTROLLER AUDITRecords of employee hours worked, recorded on time sheets. Include overtime certification sheets,vacation exchange information and other records used to account for time and attendance.

Y AUD+1

(continued from previous page)GS-PU- PURCHASING

Series related to collecting, managing, expending and accounting for funds.

(continued from previous page)GS-PU-0007- SIGNATURE CARD - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS EXPIRATION OR WITHDRAWAL OF AUTHORIZATIONSignature record of individual legally authorized to sign for specific transactions, financial or other.

Y ACT+6

(continued from previous page)GS-TR- TRAINING

Series related to employee training, internal and externa

(continued from previous page)GS-TR-0001- NON-TOXIC SUBSTANCE TRAINING / EDUCATION - EVENT DATE

REQUIRED - HOLD ON SITEEVENT IS COMPLETION OF TRAINING PROGRAMMemoranda, flyers, catalogues and other records related to specific training course except thoserelated to public safety, toxic substance handling or EEO. Include information on course content,program registration, instructor, credits, hours and roster of registrants.

CR+3

(continued from previous page)GS-TR-0002- TRAINING LOGS - SAFETY TRAINING

Sign-in sheets and logs verifying employee participation in safety training programs offered by the City.Should include name of employee, name of training program, date of attendance

CR+3


RETENTION CODES:


General Citywide Schedule412013

Documents

Transcript of General Citywide Schedule412013