CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - FAIRMOUNT PARK COMMISSION
Department ID

Department Name

/FP/

Fairmount Park Commission

Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1

Department ID

Department Name

/FP/BA/

Budget and Accounting

Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

FP-BA-

BUDGETING AND ACCOUNTING

FP-BA-0001-

TRUST FUND DOCUMENTS - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Records pertaining to trust funds including ledgers, journals, bank reconciliations, financial
statements and reports, Treasurer's reports and related documents.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/FP/CS/

Commission Secretary
Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

FP-CS-

COMMISSION SECRETARY

FP-CS-0001-

INDEX TO FAIRMOUNT PARK COMMISSION MINUTES

Confidential

Vital

Total
Retention
Requirement

PRM

History of all decisions taken by the Commission regarding the acquisition of property, art or
conservation of park facilities.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3

Department ID

Department Name

/FP/DI/

District Offices
Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

FP-DI-

DISTRICT OFFICES

FP-DI-0001-

STREET TREE DATABASE

Confidential

Vital

Total
Retention
Requirement

PRM

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

FP-DI-0002-

FACILITY PERMITS - HOLD ON SITE

CR+2

Applications to use Park grounds for picnics and other events.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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Department ID

Department Name

/FP/DI/

District Offices
Series ID

Description

FP-DI-0003-

INSPECTION REPORTS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+3

Records of inspections of properties and buildings in each district.

FP-DI-0004-

TREE MAINTENANCE PERMITS - HOLD ON SITE

CR+3

Applications and permits to prune, feed or remove street trees.

FP-DI-0005-

STREET TREE PLANS - HOLD ON SITE

ACT+3

Copies of plans submitted to the District Office to ensure compliance as to number, type and
location of trees to be planted in a new building project.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5

Department ID

Department Name

/FP/PD/

Planning and Design

Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

FP-PD-

PLANNING AND DESIGN

FP-PD-0001-

CONTRACT DRAWINGS AND PLANS

Confidential

Vital

Total
Retention
Requirement

PRM

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 these
records document renovations to historic properties and are of enduring value.

FP-PD-0002-

PROJECT FILES - ARCHIVE

PRM

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

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6

Department ID

Department Name

/FP/PD/

Planning and Design

Series ID

Description

FP-PD-0003-

PARK DEVELOPMENT PLANNING - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

These records document the evolution of Fairmount Park as well as its buildings and recreational
facilities. Included are correspondence, consultant reports, land acquisitions, project proposals
and capital project plans.
Appraisal: These records may include renovations to historic properties and are of enduring
value.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7

Department ID

Department Name

/FP/RP/

Recreation Programs
Series ID

Description

FP-

FAIRMOUNT PARK COMMISSION

FP-RP-

RECREATION PROGRAMS

FP-RP-0001-

RENTAL AND CONCESSIONS - EVENT DATE REQUIRED - HOLD ON

SITE

Confidential

Vital

Total
Retention
Requirement

ACT+3

EVENT IS END OF RENTAL

Records pertaining to the rental of buildings, real estate, boats, etc. Include inquiries, journals,
billings, receipts, leases and insurance documents

FP-RP-0002-

EVENT FILES - ARCHIVE

PRM

These records document the publicity and public relations activities of the Fairmount Park
Commission. Include event folders, news releases, newspaper clippings and event permits.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

December 16, 2008

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

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