Mayors Office of Community Services
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Record Series Report - MAYOR'S OFFICE OF COMMUNITY SERVICES CITY OF PHILADELPHIA / DEPT. OF RECORDS Department ID Series ID Description /MOCS/ Department Name Mayor's Office of Community Services Total Retention Requirement Confidential Vital MC- MAYOR'S OFFICE OF COMMUNITY SERVICES April 16, 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CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee) SUP=Superseded TERM=Termination RETENTION CODES:
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Mayors Office of Community Services
Transcript of Mayors Office of Community Services
Record Series Report - MAYOR'S OFFICE OF COMMUNITY SERVICESCITY OF PHILADELPHIA / DEPT. OF RECORDS
Department ID
Series ID Description
/MOCS/Department NameMayor's Office of Community Services
TotalRetentionRequirementConfidential Vital
MC- MAYOR'S OFFICE OF COMMUNITY SERVICES
April 16, 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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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
/MOCS/CO/Department NameContracts
TotalRetentionRequirementConfidential Vital
MC- MAYOR OFFICE OF COMMUNITY SERVICES
MC-CO- CONTRACTS
MC-CO-0001-EVENT IS CITY CONTROLLER'S AUDITFiles of various programs and initiatives funded by the City and or State Department ofCommunity and Economic Development, which include a description of project, approval ofallocation of resources, minutes of board meetings, copies of agency annual report and relatedcorrespondence
BENCHMARK PROJECT FILES - EVENT DATE REQUIRED - HOLD ONSITE
AUD+3
MC-CO-0002-EVENT IS END OF GRANTInformation maintained on grants funded by the State to carry out Community Services projects,including the Request for Proposal, a work plan description, job descriptions of staff hired withsuch funds, project budgets, quarterly expenditure and monitoring reports and relatedcorrespondence
COMMUNITY SERVICE BLOCK GRANT FILES - EVENT DATEREQUIRED - HOLD ON SITE
ACT+2
April 16, 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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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
/MOCS/ED/Department NameEconomic Development
TotalRetentionRequirementConfidential Vital
MC- MAYOR OFFICE OF COMMUNITY SERVICES
MC-ED- ECONOMIC DEVELOPMENT
MC-ED-0001-EVENT IS COMPLETION OF STATE AND FEDERAL AUDITContacts with marketing agencies to provide public outreach services to communities in theEmpowerment Zone. Includes distribution information, invoices, terms of contract, special eventinformation and related documents
MARKETING AND PUBLIC RELATIONS OUTREACH FILES - EVENTDATE REQUIRED - HOLD ON SITE
AUD+3
April 16, 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
/MOCS/EM/Department NameEmpowerment Zone
TotalRetentionRequirementConfidential Vital
MC- MAYOR OFFICE OF COMMUNITY SERVICE
MC-EM- EMPOWERMENT ZONE
MC-EM-0001-EVENT IS CITY CONTROLLER AUDITContracts with non-profit community-based organizations to assist with establishing and keepingneighborhoods in the Empowerment Zone self-sufficient. Contain contract, Request forProposal, negotiation notes, site visit reports, meeting notes, provider quality reports, invoicecopies and related documents
NON-PROFIT CONTRACTS - EVENT DATE REQUIRED - HOLD ON SITE AUD+3
MC-EM-0002-EVENT IS CITY CONTROLLER AUDITApproval of fund allocations to various organizations in the Empowerment Zone Program.Includes copies of approvals, minutes, reports, procedures and related documents
FUND ALLOCATIONS - EVENT DATE REQUIRED - HOLD ON SITE AUD+3
April 16, 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
/MOCS/EM/Department NameEmpowerment Zone
TotalRetentionRequirementConfidential Vital
MC-EM-0003-Correspondence with businesses requesting inclusion in the Empowerment Zone Program.Includes application, financial information, acceptance or denial notification and relateddocumentation
BUSINESS CONTACT FILES - HOLD ON SITE CLO+2
MC-EM-0004-Files on board meetings composed of community representatives and mayoral appointees whomake recommendations on how to use funds. Includes proceeding minutes and agendas
COMMUNITY TRUST BOARD MINUTES - ARCHIVE PRMY
MC-EM-0005-Original agreement with Housing and Urban Development and State of Pennsylvania which laysout the rules, terms and conditions by which the Empowerment Zone operates and to whom theEmpowerment Zone reports
FEDERALLY FUNDED GRANT AGREEMENT - HOLD ON SITE PRMY
MC-EM-0006-Notices to communities, outreach groups and the media about neighborhood events such as newbusiness openings, newly funded projects to assist businesses and related documents
PUBLICITY FILES - HOLD ON SITE CR+2
April 16, 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
/MOCS/FD/Department NameFamily Development
TotalRetentionRequirementConfidential Vital
MC- MAYOR OFFICE OF COMMUNITY SERVICES
MC-FD- FAMILY DEVELOPMENT
MC-FD-0001-Records of families referred to the Family Development Center from the Department of HumanServices to provide home and school visitations, teach life skills to parents, nutrition and cookinglessons and child abuse prevention. State funded program also provides counseling toteenagers on birth control and pregnancy, and summer lunch program with activities for children.File contains documentation on individual families, including type of service needed andprovided, progress reports and related documentation.
CASE MANAGEMENT PROGRAM FILES - CONFIDENTIAL - HOLD ONSITE
CLO+2Y Y
MC-FD-0002-Report on families or family members requesting services from the Development Center. Fileincludes the intake application, assessments and evaluations, rules and regulations that bothclients and the agency must follow, release of confidential information form, referrals, name ofcase manager assigned, daily progress notes, monitoring reports, recommendations and relatedcorrespondence.
CLIENT CASE FILES - CONFIDENTIAL CLO+4Y Y
April 16, 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:
Department ID
Series ID Description
/MOCS/FD/Department NameFamily Development
TotalRetentionRequirementConfidential Vital
MC-FD-0003-Agendas and minutes from meetings of the Advisory Council for the Family Development Center,which consists of social workers, community volunteers and client representatives who help todevelop proposals, attempt to resolve issues and make recommendations
ADVISORY BOARD MINUTES - ARCHIVE PRMY
April 16, 2009 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
/MOCS/PL/Department NamePlanning
TotalRetentionRequirementConfidential Vital
MC- MAYOR OFFICE OF COMMUNITY SERVICES
MC-PL- PLANNING
MC-PL-0001-Proposals that become contracted programs. Include a copy of contract, monitoring reports andevaluations, financial reports, newspaper articles on the project and related correspondence
PLANNING PROJECT FILES - HOLD ON SITE CLO+3
MC-PL-0002-EVENT IS CITY CONTROLLER AUDITGrant related records for Community Service projects. Includes Request for Proposal, quarterlyand final reports and related correspondence
WORKING PLANS - EVENT DATE REQUIRED AUD+5
April 16, 2009 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:
