Record

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.

RECORDS DEPARTMENT - Record Retention Schedule

Requirement

Sub-Department/RC/AD/AO/ Administrative Office

Series ID Series Description Confidential VitalSeries Title Total Retention

(continued from previous page)RECORDS - ADMINISTRATION - ADMINISTRATIVE OFFICERC-AO-

(continued from previous page)LEGAL NOTICES OF CITY RULES AND REGULATIONS - TRANSFER TOARCHIVESAdvertisement of Code Regulations filed by City agencies. Include regulation itself, affidavit ofadvertisement, memos showing effective date of regulation, promulgating department, approval byLaw Department and copies of newspapers in which ad appeared. Transfer event is packagecompletion.

Y PRMRC-AO-0001-

(continued from previous page)RECONCILATION OF FEES COLLECTED - EVENT DATE REQUIRED - HOLDON SITEEVENT IS STATE AND CITY CONTROLLER AUDIT.Includes meter reports computing Realty Transfer tax recorded each month and provided to State andCity Revenue Departments for collection and settlement purposes. Includes Writ Tax collectionreported to State. Includes Recording Fees and monies collected from Police and Fire, LandReference, Mapping, Archives and on-line accounts.Includes former RC-RO-0008

Y AUD+2RC-AO-0002-

(continued from previous page)SUBPOENASWork papers in response to requests for records, court appearances and/or testimony in City relatedlegal matters. May include searches performed, notes, copies, etc.CLO = Close of case or litigation.Formerly RC-RO-0003

Y CLO+10RC-AO-0003-

(continued from previous page)COMERCIAL ACCESS BADGESApplications and related documentation for badge permits that allow users to access records directly.

CY+5RC-AO-0004-

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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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: August 12, 2013Revision Date: February 11, 2013



Requirement

Sub-Department/RC/AD/AO/ Administrative Office


(continued from previous page)COURT CASESLawsuits involving Recording and other matters.CLO = Close of case.

CLO+10RC-AO-0005-

(continued from previous page)ON-LINE SUBSCRIPTION APPLICATIONSApplication forms for access subscriptions to City's electronic indexes and images.

CY+5RC-AO-0006-

(continued from previous page)PROPERTY DISPOSAL COPIES - HOLD ON SITECopies of disposals for equipment vauled at $500 or more. Includes tag number and description.Purchasing Department is Office of Record.

CY+5RC-AO-0007-

(continued from previous page)REFUND PETITION COPIES - HOLD ON SITERevenue Department form used when transaction was void, exempt or incorrect. Includes suppportingdocumentation from Records Department.Revenue Department is Office of Record.

CYRC-AO-0008-

(continued from previous page)RIGHT TO KNOW REQUESTS - HOLD ON SITERequests for documents made under Pennsylvania Right to Know Law.

CY+2RC-AO-0009-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/CU/ Customer Service


(continued from previous page)RECORDS - DOCUMENT RECORDING - CUSTOMER SERVICERC-CU-

(continued from previous page)DEED SIGN-IN BOOK AND IDENTIFICATIONSign in book for customers with deed recording transactions. Includes digital photographs taken atcounter as well as photocopies of personel identification from customers.Formerly RC-RO-0005

Y PRMRC-CU-0001-

(continued from previous page)NOTARY PUBLIC FILESIncludes log books of notaries recorded, showing commission date and recording date. Includescorrespondence regarding changes to notary information. Includes e-notary information. May alsoinclude items returned by notaries who relinquish their commission.Formerly RC-RO-0004

PRMRC-CU-0002-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/IU/ Indexing Unit


(continued from previous page)RECORDS - DOCUMENT RECORDING - INDEXING UNITRC-IU-

(continued from previous page)RECORDED DOCUMENT INDEXElectronic index of all property transactions in the City recorded by Department of Records. Includesdeeds, mortgages and mortgage assignments. Includes military discharge and notary public.

Y PRMRC-IU-0001-

(continued from previous page)PROOFING REPORTS - HOLD ON SITEDaily reports run as checks on images and indexing verification.

CYRC-IU-0002-

(continued from previous page)DEED LIST REPORT - HOLD ON SITESystem report showing that notification letters have been sent regarding recorded documents as anantifraud measure.

CY+2RC-IU-0003-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/MA/ Mapping (formerly Registry)


(continued from previous page)RECORDS - DOCUMENT RECORDING - MAPPINGRC-MA-

(continued from previous page)REGISTRY MAPSDrawings depicting exact property boundaries. Includes street address, rights of way, easements, datedrawn and scale of map.Note: Maps are backed up to microfilm and also exist as image files in ARC-INFO system. Old orginalmaps were scanned and original sent to Archives.Formerly RC-RG-0001

Y PRMRC-MA-0001-

(continued from previous page)STATE HIGHWAY PLANS AND SPECIFICATIONSRecords received from State showing highway changes that may affect property boundary lines.Formerly RC-RG-0002

Y PRMRC-MA-0002-

(continued from previous page)VECTORIZED GIS AGGREGATE PARCEL ATTRIBUTE DATABundled parcel attribute data, including registry numbers, parcel dimensions, street addresses andfeature data. Incorporated into Landtrak software and accessed directly from ARC-INFO database ifrequired.NOTE: Versions are consolidated and backed up by Department of Records' IT group.Formerly RC-RG-0003

Y PRMRC-MA-0003-

(continued from previous page)REGISTRY CARDSLocator aid containing document IDs and registry numbers.

Y PRMRC-MA-0004-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/MI/ Microfilm Unit


(continued from previous page)RECORDS - DOCUMENT RECORDING - MICROFILM UNITRC-MI-

(continued from previous page)MICROFILM ARCHIVING CONTROL INDEXES - HOLD ON SITESpreadsheet log of microfilm reels in storage at Iron Mountain with pertinent information. Also includesinformation needed to transmit film reels to storage.

Y PRMRC-MI-0001-

(continued from previous page)FILM PROCESSING TRANSMITTAL - HOLD ON SITEForm used to transmit microfilm reels created by Kodak Archivewriter to outside filim processor.Processor takes density reading and returns result to Micrographics unit.

CY+2RC-MI-0004-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/RO/ Recording Office


(continued from previous page)RECORDS - DOCUMENT RECORDING - RECORDING OFFICERC-RO-

(continued from previous page)RECORDING LISTS - OPTIONAL - HOLD ON SITEOptional recording lists presented by companies with documents for bulk filings. Includes total numberof documents submitted, recorded and rejected.

Y CY+1RC-RO-0009-

(continued from previous page)SETTLEMENT RECEIT TOTALS - HOLD ON SITEPlastic strip with serial number corresponding to daily receipts transmittal bag. Shows date andamount transmitted.

CY+1RC-RO-0011-

(continued from previous page)RECORDED DOCUMENT IMAGESElectronic images of all property-related and tax-related recorded documents. Also includes scannedMilitary Discharge papers and Notary Public Commissions. Microfilm is considered official copy.Includes former RC-RO-0001, 0006 & 0007

PRMRC-RO-0012-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/RR/ Reading & Research Room


(continued from previous page)RECORDS - DOCUMENT RECORDING - READING & RESEARCH ROOMRC-RR-

(continued from previous page)RECORDED DOCUMENTS - REFERENCE ARCHIVEMicrographic copies of all recorded documents including deeds, mortgages and assignments availablefor public reference.

Y PRMRC-RR-0001-

(continued from previous page)CHANGE IN REGISTRYDocumentation done to note changes to recorded documents, such as a specific contact name fornotices, billing purposes, rebates, homeowner programs, etc.

Y PRMRC-RR-0002-


RETENTION CODES:




Requirement

Sub-Department/RC/DR/RT/ Document Return


(continued from previous page)RECORDS - DOCUMENT RECORDING - DOCUMENT RETURNRC-RT-

(continued from previous page)UNCLAIMED DOCUMENTS - MORTGAGE-RELATED - EVENT DATEREQUIREDEVENT IS DOCUMENT RECORDING DATE.Originals of recorded documents that have not been claimed by document owners.Formerly RC-RO-0002

ACT+5RC-RT-0001-

(continued from previous page)UNCLAIMED DOCUMENTS - NOTARIES - EVENT DATE REQUIREDEVENT IS DOCUMENT RECORDING DATE.Originals of recorded notary public documents that have not been claimed by document owners.Formerly part of RC-RO-0002

ACT+4RC-RT-0002-


RETENTION CODES:




Requirement

Sub-Department/RC/EC/ Ethics & Compliance


(continued from previous page)RECORDS - ETHICS & COMPLIANCERC-EC-

(continued from previous page)AUTHORIZATION FOR POLITICAL COMMITTEE FUNDSAuthorizations for political committee to receive funds on behalf of a candidate. Creation (CR) event isfiling of form.

CR+5RC-EC-0001-

(continued from previous page)CAMPAIGN FINANCEIncludes campaign finance filing forms, campaign finance reports & statements, combined campaigndocuments. Creation event is filing of form.

CY+9RC-EC-0002-

(continued from previous page)CITY CANDIDATE'S AFFIDAVITCandidate's affirmation of their campaign committee and campaign treasurer.

CY+9RC-EC-0003-

(continued from previous page)CONFLICT OF INTERESTDisclosure of personal interest in a City matter.Formerly RC-FM-0005

CY+9RC-EC-0004-

(continued from previous page)FINANCIAL DISCLOSUREForms detailing income sources, salary, investments, unearned income, posts and positions held withnon-profit and/or for profit entities and outstanding debts. Includes State ethics forms, City ofPhiladelphia forms and Mayorality forms.Formerly RC-FM-0002

CY+9RC-EC-0005-

(continued from previous page)NON-COMPETITIVE BID CONTRACTSListing of non-bid contracts from Mayor's Office, City Council.

CY+9RC-EC-0006-


RETENTION CODES:




Requirement

Sub-Department/RC/EC/ Ethics & Compliance


(continued from previous page)ORDER TO SHOW CAUSE, PETITION TO SET ASIDE NOMINATIONDocumentation contesting candidate or official's name on ballot.

CY+9RC-EC-0007-

(continued from previous page)POLITICAL COMMITTEE REGISTRATION STATEMENTRegistration for Political Action Committee.

CY+9RC-EC-0008-


RETENTION CODES:




Requirement

Sub-Department/RC/PF/ Police and Fire Reports (formerly part of Document Recording)


(continued from previous page)RECORDS - POLICE & FIRE REPORTSRC-PF-

(continued from previous page)TRAFFIC ACCIDENT REPORTSTraffic accident report originals used to verify scanning and indexing done by Police Department.

Y CR+5RC-PF-0001-

(continued from previous page)REQUESTS FOR TRAFFIC ACCIDENT PHOTOGRAPHSCopies of application forms submitted with fees for traffic accident photographs.

CR+5RC-PF-0002-

(continued from previous page)REQUESTS FOR TRAFFIC REPORTS - HOLD ON SITECopies of application forms submitted with fees for traffic accident reports. Orginals are forwarded toPolice Department. Records are held in City Hall basement.

CR+2RC-PF-0004-

(continued from previous page)REQUESTS FOR POLICE INCIDENT REPORTS - HOLD ON SITEApplication copies submitted with fees for Police incident reports. Originals are forwarded to PoliceDepartment.

CR+2RC-PF-0006-

(continued from previous page)REQUESTS FOR POLICE INCIDENT REPORTS - HOLD ON SITEApplication copies for Fire reports, EMS reports or Environmental Searches. Originals are forwarded toFire Department.

CR+2RC-PF-0007-

(continued from previous page)REQUESTS - OTHER - HOLD ON SITE - SHREDIncludes application copies for criminal background checks and letters of good conduct. Originals areforwarded to Police Department.

CR+0/6RC-PF-0008-


RETENTION CODES:




Requirement

Sub-Department/RC/RM/AR/ Archives


(continued from previous page)RECORDS - RECORDS MANAGEMENT - ARCHIVESRC-AR-

(continued from previous page)INDEXES TO ARCHIVAL COLLECTIONSIndexes, finding aids and descriptive inventory of the Archives' holdings used by researchers and thepublic to locate records and information in the Archives. Indexes are in paper and electronic format

Y PRMRC-AR-0001-

(continued from previous page)REGISTRATION SLIPS - CONFIDENTIALForms documenting requests for archives materials. Kept for production statistics and investigativepurposes.

Y CY+5RC-AR-0003-

(continued from previous page)AFFIDAVIT TO AMEND BIRTH RECORDS - HOLD ON SITEDocumentation submitted to amend an incorrect or incomplete birth record.

Y PRMRC-AR-0004-

(continued from previous page)APPLICATIONS FOR BIRTH, DEATH, AND MARRIAGE RECORDS -CONFIDENTIALRequests for searches and/or copies of birth, death or marriage records.

Y CY+5RC-AR-0005-

(continued from previous page)BIRTH, MARRIAGE AND DEATH CERTIFICATES - ISSUANCECORRECTIONS - CONFIDENTIALBirth, death and marriage certificate copies that have been re-issued due to incorrect or incompleteinformation. Retained as proof that payment was made with the original request. Also includescertificate stubs.Formerly separate as RC-AR-0006 & RC-AR-0007

Y CY+5RC-AR-0006-

(continued from previous page)LICENSING AGREEMENTS - CONFIDENTIALLicenses granting access to full resolution images of City photographs and records.Note: Records are electronic and held by a third-party service provider.

Y CLO+7RC-AR-0008-


RETENTION CODES:




Requirement

Sub-Department/RC/RM/AR/ Archives


(continued from previous page)REFERENCE FILES - HOLD ON SITEFiles of request responses that may have continuing value.

REFRC-AR-0009-

(continued from previous page)ACCESS & MANAGEMENT RECORDSControl records for each record group. Includes accession information, correspondence, transferforms, loan for exhibit documentation, etc. Used as an internal finding aid.

Y PRMRC-AR-0010-


RETENTION CODES:




Requirement

Sub-Department/RC/RM/RM/ Records Management & Control


(continued from previous page)RECORDS - RECORDS MANAGEMENT - RECORDS MANAGEMENT &CONTROL

RC-RM-

(continued from previous page)RECORDS RETENTION SCHEDULES - ARCHIVEOfficial records retention and disposition schedules prepared for City departments. Includes requestedadditions, deletions and revisions. Retention schedules are paper and electronic in Versatile system.Official record is paper document with approval signatures.

PRMRC-RM-0001-

(continued from previous page)RECORDS DISPOSAL DOCUMENTATIONIncludes box destruction reports with approval signatures, destruction certifications, and requests fordisposal of expired records in originating units. Records are paper and electronic in Versatile. Officialrecord is paper document.

PRMRC-RM-0003-

(continued from previous page)REQUESTS FOR INACTIVE RECORDSRequests from City agencies to retrieve records stored at the Records Storage Center.Formerly RC-RC-0001

REFRC-RM-0004-

(continued from previous page)RECORDS STORAGE CENTER INVENTORYInventory of Records Center holdings. Includes departmental requests to transfer inactive records toRecords Center. Records are paper and electronic in Versatile. Official record is in Versatile.Formerly RC-RC-0002 & RC-RC-0003

PRMRC-RM-0005-


RETENTION CODES:




Requirement

Sub-Department/RC/SS/CD/ Central Duplicating


(continued from previous page)RECORDS - SUPPORT SERVICES - CENTRAL DUPLICATINGRC-CD-

(continued from previous page)REPRODUCTION ORDERS - HOLD ON SITERequests from City agencies for work to be photocopied or printed. Include order date, department,contact person and phone number, type of work to be copied or printed and return date. Information isused for annual report.

CR+1RC-CD-0001-


RETENTION CODES:




Requirement

Sub-Department/RC/SS/FM/ Forms Management (formerly under Records Management)


(continued from previous page)RECORDS - SUPPORT SERVICES - FORMS MANAGEMENTRC-FM-

(continued from previous page)FORM HISTORYRecords controlling creation, design, printing, use and revision of City forms and documentation ofform review and approval process. May include requests for preparation of forms, memoranda, draftforms, master forms and related records. Close event is form obsolescence.

Y CLO+5RC-FM-0001-

(continued from previous page)FORMS CONTROL REGISTRY (FORMS BIBLE)Complete list of all Citywide forms both active and discontinued arranged by form number then title.List is updated each time new form is created or eliminated.

Y PRMRC-FM-0003-


RETENTION CODES:




Requirement

Sub-Department/RC/SS/IT/ Information Technology


(continued from previous page)RECORDS - SUPPORT SERVICES - INFORMATION TECHNOLOGYRC-IT-

(continued from previous page)DEPARTMENTAL SERVER BACKUPSDaily differential backups of department servers and data files. Does not include data backed up to PChard drives. Backups are overwritten cyclically.

SUPRC-IT-0001-

(continued from previous page)DOCUMENT RECORDING SYSTEMSSystem content consists of document images and indexing information for property-related and othertransactions. Main database content is FTPed to system vendor regularly and is backed up to highcapacity media.Note: Backup tapes are overwritten cyclically.

Y PRMRC-IT-0002-

(continued from previous page)GIS AGGREGATE PARCEL ATTRIBUTE DATASystem content consists of parcel attributes, property metes & bounds, maps and otherproperty-related data. System content is retained permanently via frequent back-ups to high capacitymedia.Note: Backup tapes are overwritten cyclically.

Y PRMRC-IT-0003-

(continued from previous page)SERVER INVENTORY - HOLD ON SITEListing of physical location and IP addresses of Records Department servers.

SUP+2RC-IT-0004-

(continued from previous page)SOFTWARE APPLICATIONS - EVENT DATE REQUIREDEVENT IS OBSOLESCENCE OF THE SOFTWARE APPLICATION.CDs containing application software licensed for City use.

TERMRC-IT-0005-

(continued from previous page)SYSTEM DOCUMENTATION - EVENT DATE REQUIREDEVENT IS LIFE OF THE SYSTEM.Tyler Technology manuals for CRISPlus system customized for the City.

TERMRC-IT-0006-


RETENTION CODES:




Requirement

Sub-Department/RC/SS/IT/ Information Technology


(continued from previous page)USER ACCESS / SECURITY RECORDSRecords indicating levels of access permitted to individual users and groups of users.

SUP+2RC-IT-0007-


RETENTION CODES:




Requirement

Sub-Department/RC/SS/PH/ Photography Unit


(continued from previous page)RECORDS - SUPPORT SERVICES - PHOTOGRAPHY UNITRC-PH-

(continued from previous page)PHOTOGRAPHIC SERVICES REQUESTS - HOLD ON SITEJob orders from City agencies requesting photographs. Includes description of job, type of printrequired, negative number, quantity needed, date, name of requesting agency and delivery daterequested.

CR+2RC-PH-0001-

(continued from previous page)DIGITAL IMAGE INDEX - 1999 TO PRESENTDatabase used to track digital photos since 1999. Includes description of subject and requestorinformation.

Y PRMRC-PH-0003-

(continued from previous page)DIGITAL PHOTOGRAPHS - 1999 TO PRESENTDigital photos of City sites, property repairs, officials or employees which are maintained on disk andcopied to the server.Note: Photographic Negative Files for photos prior to 1999 currently reside at the City Archives.

Y PRMRC-PH-0004-


RETENTION CODES:


Record

Documents

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