Sheriff
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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. SHERIFF'S OFFICE - Record Retention Schedule Requirement Sub-Department /SO/CH/AC/ Accounting Series ID Series Description Confidential Vital Series Title Total Retention SHERIFF - CHIEF OF STAFF/EXECUTIVE OFFICE - ACCOUNTING SO-AC- WRIT OF EXECUTION FILES - HOLD ON SITE Documentation for beginning of foreclosure process and associated information. PRM SO-AC-0001- 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CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee) SUP=Superseded TERM=Termination RETENTION CODES: CITY OF PHILADELPHIA / DEPT. OF RECORDS Report Date: July 29, 2013 Revision Date: April 12, 2012
description
Sheriff
Transcript of Sheriff
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/CH/AC/ Accounting
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - CHIEF OF STAFF/EXECUTIVE OFFICE - ACCOUNTING(continued from previous page)SO-AC-
WRIT OF EXECUTION FILES - HOLD ON SITEDocumentation for beginning of foreclosure process and associated information.
PRM(continued from previous page)SO-AC-0001-
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CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination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:
CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/CH/MD/ Main Desk
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - CHIEF OF STAFF/EXECUTIVE OFFICE - MAIN DESK(continued from previous page)SO-MD-
DOCKET BOOKS - HOLD ON SITEIncludes writ of possession and related information.Formerly SO-EO-0001.
PRM(continued from previous page)SO-MD-0001-
DOCKET RELATED PAPERSIncludes writ of ejectment and service of writ information. File includes affidavit copies and return ofservice forms served by Deputy Sheriffs.CLO = Final resolution date.
CLO+5(continued from previous page)SO-MD-0002-
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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: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/CO/RE/ Real Estate
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - CIVIL OPERATIONS - REAL ESTATE(continued from previous page)SO-RE-
SHERIFF SALE FILESNotice to lien holders of sheriff sales. File includes the notice of impending sale, letter to thedefendant giving date and time of the sale, grantee letter after the sale, writ of execution and relatedcorrespondence.CLO = Date of property sale.
Y CLO+5(continued from previous page)SO-RE-0001-
LIABILITY SCHEDULESLists of properties indicating municipal claims such as back taxes, water, sewer or gas bills and givingaccount numbers for a given sale as well as property assessments.CLO = Date of property sale.
CLO+5(continued from previous page)SO-RE-0002-
AUCTIONEER LISTS - HOLD ON SITEList of properties for sale providing date of sale and addresses which are available to the public.CLO = Date of property sale.
CLO+5(continued from previous page)SO-RE-0003-
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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: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/CRO/ Criminal Operations
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - CRIMINAL OPERATIONS(continued from previous page)SO-CR-
INCIDENT REPORTS - HOLD ON SITECopies of any occurences involving inmates and deputies providing names, incident date and time andrelated documentation of the event.CLO = Final resolution date.Formerly separate as SO-FC-0002 (Family Court) and SO-CR-0001 (Criminal Justice).
CLO+4(continued from previous page)SO-CR-0001-
PRISONER TRANSPORT FILES - HOLD ON SITEIncludes bring-down lists and lists of prisoners transported to and from court. Includes transport logs.Includes transport of prisoners out of and into State Prisons.CLO = Date of last entry in log.Formerly separate as SO-FC-0001 (Family Court), SO-CR-0002, SO-CR-0004 and SO-CR-0006(Criminal Justice).
CLO+2(continued from previous page)SO-CR-0002-
ATTORNEY VISITING LOGS - CONFIDENTIAL - HOLD ON SITEListings of attorney-client visits at court houses in Center City Philadelphia.CY = End of calender year.
Y CY+4(continued from previous page)SO-CR-0005-
MOTOR VEHICLE TRACKING REPORTS - CONFIDENTIAL - HOLD ON SITEDaily sheets that track vehicles containing prisoners being transported to and from court hearings.CLO = Date of last entry in log.
Y CLO+2(continued from previous page)SO-CR-0007-
PRISONER CENSUS REPORTS FOR HOLDING FACILITIES IN COURTHOUSES - CONFIDENTIAL - HOLD ON SITE
Y CY+5(continued from previous page)SO-CR-0008-
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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: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/CRO/ Criminal Operations
Series ID Series Description Confidential VitalSeries Title Total Retention
Manifest of prisoners in holding facilities and related information. May include daily reports, dispositionreports, deputy assignments and related documentation.CY = End of calender year.
(continued from previous page)
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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: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/IA/ Internal Affairs
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - INTERNAL AFFAIRS(continued from previous page)SO-IA-
INCIDENT CASE FILES - HOLD ON SITEInvestigations of Sheriff's Office personnel, which may include initial incident report, follow-up report,photographs, supporting evidence, court findings, City Solicitor determinations, medical findings andrelated correspondence.CLO = Case closed and all appeals completed.
Y CLO+2(continued from previous page)SO-IA-0001-
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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: July 29, 2013Revision Date: April 12, 2012
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.
SHERIFF'S OFFICE - Record Retention Schedule
Requirement
Sub-Department/SO/IA/SA/ Special Affairs
Series ID Series Description Confidential VitalSeries Title Total Retention
SHERIFF - INTERNAL AFFAIRS - SPECIAL AFFAIRS(continued from previous page)SO-SA-
TRAINING FILES - EVENT DATE REQUIRED - HOLD ON SITEEVENT IS SEPARATION OF EMPLOYEE.Documentation on the training of new deputies, in service training of existing deputies and/or weaponstraining. File includes time sheets for training time, letters of commendation, certificate copies andrelated correspondence.
SEP+2(continued from previous page)SO-SA-0001-
TRAINING MANUALS - HOLD ON SITEMaterials used for training deputies.
SUP(continued from previous page)SO-SA-0002-
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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: July 29, 2013Revision Date: April 12, 2012
