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    The document provides retention schedules for records related to the City's Sister Cities Program and Special Events and Ceremonial office. It lists eight record series for the Sister Cities Program including annual reports, relationship agreements, and visit documentation that must be retained permanently or for reference. It also outlines eight record series for the Special Events office such as honoree files, event files, speeches, and public relations materials that must be retained for periods ranging from creation date plus two years to permanent. The retention requirements apply to all formats including paper, electronic, images, and microfilm.

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    City Representative

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    The document provides retention schedules for records related to the City's Sister Cities Program and Special Events and Ceremonial office. It lists eight record series for the Sister Cities Program including annual reports, relationship agreements, and visit documentation that must be retained permanently or for reference. It also outlines eight record series for the Special Events office such as honoree files, event files, speeches, and public relations materials that must be retained for periods ranging from creation date plus two years to permanent. The retention requirements apply to all formats including paper, electronic, images, and microfilm.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
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    8 views2 pages

    City Representative

    Uploaded by

    rmb185
    The document provides retention schedules for records related to the City's Sister Cities Program and Special Events and Ceremonial office. It lists eight record series for the Sister Cities Program including annual reports, relationship agreements, and visit documentation that must be retained permanently or for reference. It also outlines eight record series for the Special Events office such as honoree files, event files, speeches, and public relations materials that must be retained for periods ranging from creation date plus two years to permanent. The retention requirements apply to all formats including paper, electronic, images, and microfilm.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Flag for inappropriate content
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    of 2

    CITY REPRESENTATIVE - Record Retention Schedule

    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.

    Department ID
    /REP/SC/

    Department Name
    Sister Cities Program

    Series ID

    Description

    CR-SC-

    CITY REPRESENTATIVE - SISTER CITIES PROGRAM

    CR-SC-0001-

    INTERNATIONAL VISITORS COUNCIL (IVC) ANNUAL REPORT - RETAIN


    ON-SITE

    Confidential

    Vital

    Total Retention
    Requirement

    PRM

    Encompasses programs, projects and participants over prior 12 to 18 months. Distributed to officials
    and civic leaders. One to 10 copies are kept for historic value.

    CR-SC-0002-

    PRM

    SISTER CITIES - MAIN REPORT - ALL YEARS


    Electronic main report of activities by City. Functions as a finding aid to paper.

    CR-SC-0003-

    REF

    SISTER CITIES EVENT PHOTOS


    Event photographs by City by year.

    CR-SC-0004-

    REF

    SISTER CITIES PROGRAM ANNUAL REPORT


    Summary of events, visits and correspondence submitted to City officials.

    CR-SC-0005-

    PRM

    SISTER CITIES RELATIONSHIP PAPERS


    Agreements signed by the mayors and officials establishing the Sister City relationship.

    CR-SC-0006-

    REF

    SISTER CITIES VISIT & PROGRAM FILES


    Documentation and itinerary plans for incoming and outgoing visits. Electronic version is official record.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS


    Revision Date: August 5, 2013

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 1
    Report Date: December 2, 2014

    CITY REPRESENTATIVE - Record Retention Schedule


    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.

    Department ID
    /REP/SE/

    Department Name
    Special Events and Ceremonial

    Series ID

    Description

    CR-SE-

    CITY REPRESENTATIVE - SPECIAL EVENTS AND CEREMONIAL

    CR-SE-0001-

    HONOREE AND GIFT RECIPIENT FILES - HOLD ON SITE

    Confidential

    Vital

    Total Retention
    Requirement

    CR+2

    Awards and gifts given to honor special groups or individuals for noteworthy accomplishments.
    Includes information on the honoree, award documentation, gift list, news releases and related
    materials.
    Note: Electronic version is the official record. Archival review required before disposal.
    Formally separate as CR-SE-0001 & CR-SE-0006

    CR-SE-0002-

    CLO+7

    CEREMONIAL EVENT FILES


    Records pertaining to special events, either recurring or one-time. Includes meeting notes, agendas,
    press releases, scripts, speeches, sponsorship contracts, production schedules, floor plans, programs,
    budgets, vendor invoices, check requests and related correspondence.
    Formally separate as CR-SE-0002 & CR-SE-0003

    CR-SE-0004-

    PRM

    SPECIAL EVENT & CEREMONIAL PHOTOGRAPHS - ARCHIVE


    Collected photographs of all special events and ceremonies held in the City throughout the year.

    CR-SE-0005-

    CR+4

    SPEECHES AND SCRIPTS - HOLD ON SITE


    Speeches and scripts written for the Mayor or other City officials for events as swearing-in
    ceremonies, memorials, holidays or special occasions.

    CR-SE-0007-

    CR+2

    CEREMONIAL DOCUMENTS
    Proclamations, citations, tributes, letters of commendation or greetings from the Mayor prepared by
    the Special Events Office. Electronic version is the official record.

    CR-SE-0008-

    CLO+7

    PUBLIC RELATIONS MATERIAL


    Briefings, talking points, logistics, press kits, internal photagraphy, media partnerships and other items.

    RETENTION CODES:
    ACT=Action (Event)
    AUD=Audit
    CLO=Closed
    SUP=Superseded
    TERM=Termination

    CITY OF PHILADELPHIA / DEPT. OF RECORDS


    Revision Date: August 5, 2013

    CR=Created (Opened)

    CY=Calendar Year

    FY=Fiscal Year

    PRM=Permanent

    REF=Reference

    SEP=Separation (Employee)

    Page 2
    Report Date: December 2, 2014

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