COMMERCE - 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.

Sub-Department
/COM/DI/

Development Initiatives
Series ID

Description

Confidential

CM-DI-

COMMERCE - DEVELOPMENT INITIATIVES

Vital

Total Retention
Requirement

(continued from previous page)

PRM

CM-DI-0001-

PUBLIC PROJECT FILES - EXECUTED

(continued from previous page)

Documentation regarding executed development projects involving public land. Includes plans,
studies, prior re-development plans and other relevant materials
Formerly CR-ED-0001.
CY+2

CM-DI-0002-

PUBLIC PROJECT FILES - NOT EXECUTED

(continued from previous page)

Proposed projects that remain unexecuted or those in which the City does not participate.
.
CLO+5

CM-DI-0003-

PRIVATE DEVELOPMENT FILES

(continued from previous page)

Documentation regarding commercial projects on private land. Includes plans, studies and other
relevant materials
.

CM-DI-0004-

KEYSTONE OPPORTUNITY ZONE PROGRAM FILES

(continued from previous page)

Applications for exemption from City and State tax for businesses located in specific zones. Includes
successful and rejected applications

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SUP=Superseded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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

CY+5

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1
Report Date: October 1, 2012

COMMERCE - 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.

Sub-Department
/COM/EO/

Economic Opportunity, Office of

Series ID

Description

Confidential

CM-EO-

COMMERCE - OFFICE OF ECONOMIC OPPORTUNITY

Vital

Total Retention
Requirement

(continued from previous page)

CLO+2

CM-EO-0001-

RFP AND BID FILES - HOLD ON SITE

(continued from previous page)

Includes Economic Opportunity Plans (EOPs) for City and non-City projects. Includes range setting
memos, compliance reviews, reports, copies of certified payrolls and correspondence. May include bid
determinations, bid denials and appeals.
Closed = Completion of Contract
Formerly FA-MB-0001

CM-EO-0002-

COURT CASES

(continued from previous page)

Lawsuits initiated by vendors, contractors, particpants or the City for recovery of funds, breqach of
contrqact, or projects or other legal disputes.

CLO+5

Closed = Close of case and expirtion of appeal period.

Formerly FA-MB-0002
FY+10

CM-EO-0003-

OEO PARTICIPATION REPORTS

(continued from previous page)

Analytical reports based on total percentage of disadvantaged business participation in awarded City
contracts, including data on the types of disadvantaged firms being awarded City business and the
firms having disadvantaged participation.
Formerly FA-MB-0003

CM-EO-0004-

MBEC CERTIFICATION FILES - CONFIDENTIAL

FY+3

(continued from previous page)

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: October 1, 2012

COMMERCE - 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.

Sub-Department
/COM/EO/

Economic Opportunity, Office of

Series ID

Description

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

Files generated under the former Minority Business Enterprise Program containing financial and
business information submitted by firms seeking eligibility / certification for participation in City
contracts as disadvantaged businesses.
Note: This record series is obsolete and will expire by the end of FY 2016. Does not include
businesses owned by disabled persons.
Formerly FA-MB-0004
PRM

CM-EO-0006-

DISPARITY STUDIES

(continued from previous page)

Annual contractual statistical reports of disadvantaged business ownership compared to total business
ownership used as an economic analysis factor in computing City-wide participation goals.
Formerly FA-MB-0006
SUP

CM-EO-0007-

OEO REGISTRY

(continued from previous page)

Electronic system of disadvantaged businesses which includes certifications, descriptions of goods

and services provided, and other information.

CM-EO-0008-

OEO REGISTRY INPUT DOCUMENTATION - HOLD ON SITE

(continued from previous page)

Paper files submitted by businesses documenting their certification and eligibility for the OEO program.
Used as input to OEO Registry prior to business's ability to enter information on-line.

REF

Note: These files expire with the business's registry renewal or with the non-response to OEO's
request for certifiction renewal.

CM-EO-0009-

DISABLED-OWNED BUSINESSES - HOLD ON SITE

(continued from previous page)

Records of disabled-owned businesses certified under MBEC or other programs.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

REF

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3
Report Date: October 1, 2012

COMMERCE - 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.

Sub-Department
/COM/LS/

Labor Standards
Series ID

Description

Confidential

CM-LS-

COMMERCE - LABOR STANDARDS

Vital

Total Retention
Requirement

(continued from previous page)

CM-LS-0001-

CERTIFIED PAYROLLS - OUTSIDE CONTRACTORS - CONFIDENTIAL

(continued from previous page)

Payrolls submitted by firms working on City, State or Federally funded projects to show that employees
are paid accurately for work performed.

CLO+4

Closed = Completion of contract.

Formerly MD-LS-0001

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 4
Report Date: October 1, 2012

COMMERCE - 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.

Sub-Department
/COM/ND/

Neighborhood Economic Development, Office of

Series ID

Description

Confidential

CM-ND-

COMMERCE - NEIGHBORHOOD ECONOMIC DEVELOPMENT

Vital

Total Retention
Requirement

(continued from previous page)

FY+2

CM-ND-0001-

RFP FILES - UNSUCCESSFUL RESPONSES - HOLD ON SITE

(continued from previous page)

Selection process records and documentation for RFP responses not selected.

CM-ND-0002-

CONTRACT FILES

(continued from previous page)

Documentation for contracts and grant administration work. Includes budget information, invoices,
audits, IRS 990 forms, work product reports.

CLO+4

Closed = Final report is submitted to funding source agency.

Formerly CR-ED-0002.
CLO+7

CM-ND-0003-

EMPOWERMENT ZONE FILES

(continued from previous page)

Includes documentation for use of Federal grants for distressed areas.

Note: This is a 15 year program begun in 1994 and extended through 2011. File closes when
program ends.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5
Report Date: October 1, 2012

COMMERCE - 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.

Sub-Department
/COM/OB/

Business Services, Office of

Series ID

Description

Confidential

CM-OB-

COMMERCE - BUSINESS SERVICES

Vital

Total Retention
Requirement

(continued from previous page)

SUP

CM-OB-0001-

OBS DATABASE

(continued from previous page)

Departmental MS Access database used for tracking cases, monitoring customer service and
reporting on productivity.
Formerly CR-MB-0001.
CLO+2

CM-OB-0002-

CITY BUSINESS FILES

(continued from previous page)

E-mail correspondence between OBS, other City agencies and City-based businesses regarding
problems and subsequent recommendations, actions taken and results.
Formerly CR-MB-0002
CLO+4

CM-OB-0003-

RESEARCH PROJECTS - HOLD ON SITE

(continued from previous page)

Process improvement projects involving other City agencies. May also include information on best
practices, business services in other municipalities and demographic information.
Formerly CR-MB-0003
CY+1

CM-OB-0004-

CLIENT SERVICES FORMS - HOLD ON SITE

(continued from previous page)

Forms that document interaction with businesses, general and business-specific.

Formerly CR-MB-0004

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 28, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6
Report Date: October 1, 2012