MAYOR'S OFFICE - Record Retention Schedule: Sub-Department

MAYOR'S OFFICE - 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
/MO/CR/
Community Relations
Series ID
Description
Confidential
MO-CR-
MAYOR'S OFFICE - COMMUNITY RELATIONS
Vital
Total Retention
Requirement
(continued from previous page)
MO-CR-0001(continued from previous page)
ACT+4
CITIZEN COMPLAINTS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS RESOLUTION OF COMPLAINT
Records of complaints of citizens concerning the administration, operation or services of City
government, including referrals to responsible department and follow-up to resolution.
REVISED SCHEDULE - PENDING APPROVAL
MO-CR-0002(continued from previous page)
ACT+4
CONSUMER COMPLAINTS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS RESOLUTION OF COMPLAINT
Records of complaints of citizens concerning quality of service, merchandise or workmanship of
private businesses operating in the City.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination
CITY OF PHILADELPHIA / DEPT. OF RECORDS

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 1

Sub-Department
/MO/CS/LR/
Labor Relations
Series ID
Description
MO-LR-
MAYOR'S OFFICE - CHIEF OF STAFF - LABOR RELATIONS
MO-LR-0001(continued from previous page)
Confidential
Vital
Total Retention
Requirement
NOTE; The record series listed were previously under the Personnel Dept. schedule, but were moved
under the Mayor's Chief of Staff at the direction of the Labor Relations department in June 2011.
LABOR RELATIONS GRIEVANCES - CONFIDENTIAL
CLO+8
Labor relations grievances excepting EEO that may include investigation records, hearing
proceedings, decisions rendered by employer, employee appeal, records of arbitration proceedings
final decisions and related correspondence.
CLO+8
UNION CONTRACT NEGOTIATIONS

Records documenting the formation and negotiation of contracts with City's four unions.
CLO+8
ARBITRATION CASES
Case files for labor relations grievances that go to binding arbitration, including related
correspondence, dismissal or suspension papers, testimony and settlement agreements
CLO+1
UNFAIR LABOR PRACTICE CHARGES

Case files for unfair labor practice charges against the City
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 2

Sub-Department
/MO/ED/
Education and Scholarship

Series ID
Description
Confidential
MO-ED-
MAYOR'S OFFICE - EDUCATION AND SCHOLARSHIP
Vital
Total Retention
Requirement
MO-ED-0001(continued from previous page)
ACT+2
MAYOR'S SCHOLARSHIP FILES - EVENT DATE REQUIRED - HOLD ON

SITE
EVENT IS GRADUATION OF APPLICANT
Files of successful applicants for Mayor's scholarships, including application, announcement of award
and related correspondence.
ACT+1
MAYOR'S SCHOLARSHIP - UNSUCCESSFUL APPLICANTS - EVENT DATE

REQUIRED - HOLD ON SITE
EVENT IS DATE OF DECISION
Files of unsuccessful applicants for Mayor's scholarships. Includes application and correspondence.
PRM
MAJOR INITIATIVES - EDUCATION

Correspondence, memoranda and notes regarding the formulation and implementation of Educational
programs, projects and initiatives of the Administration
PRM
EDUCATIONAL FUNDING
Correspondence, memoranda and notes regarding the funding of Educational programs and
institutions in the City.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 3

Sub-Department
/MO/EO/
Executive Offices
Series ID
Description
MO-EO-
MAYOR'S OFFICE - EXECUTIVE OFFICES
Total Retention
Requirement
Confidential
Vital
PRM
PRM
PRM
PRM
MO-EO-0001(continued from previous page)
GENERAL CORRESPONDENCE AND SUBJECT FILES - CONFIDENTIAL

Correspondence, reports and other documentation received in the course of developing and
administering specific projects, initiatives and programs and providing basic City services.
MINUTES - CONFIDENTIAL
Minutes of meetings of official committees, commissions, boards and councils indicating date of
meeting, names of members present and absent, issues discussed, motions, reports, actions taken
and all other records accepted and approved as part of minutes. May include agendas and other
supporting documentation.
EXECUTIVE ORDERS
Orders issued by the Office of the Mayor containing directives, policies and procedures for
implementation in City government.
PUBLICATIONS
Works of any kind that are issued by the Mayor's office for distribution to the public.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 4

Sub-Department
/MO/EO/
Executive Offices
Series ID
Description
MO-EO-0005-
PRESS RELEASES
Confidential
Vital
Total Retention
Requirement
PRM
PRM
News releases and information released by the Mayor's Press Secretary.

PRESS CLIPPINGS
Newspaper and magazine articles about activities of the Mayor or events and programs sponsored by
the Office of the Mayor.
PRM
PHOTOGRAPHS
Includes photographs of City officials, buildings, special events, etc.
CLO+2
APPLICATION FOR PRESS CREDENTIALS - HOLD ON SITE

Applications by journalists for access to Mayor press conferences and other City Hall events.
Credentials must be renewed every two years.
PRM
PROCLAMATIONS AND COMMENDATIONS

Includes official proclamations relating to events and letters of commendation for employees, citizens
and organizations.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 5

Sub-Department
/MO/FI/
Finance
Series ID
Description
MO-FI-
MAYOR'S OFFICE - FINANCE
Confidential
Vital
Total Retention
Requirement
MO-FI-0001(continued from previous page)
FY+5
BUDGET PREPARATION - HOLD ON SITE

Records created during the process of preparing agency budget request, including cost statements,
estimates, justifications, narrative statements, reports and other pertinent data.
NOTE: Retention may need to be longer, e.g., until the end of Administration.
MO-FI-0002(continued from previous page)
ACT+10
PROJECT FUNDING - EVENT DATE REQUIRED

EVENT IS COMPLETION OF PROJECT
Records of loans and other funding secured for the implementation and operation of special projects
and initiatives of the Administration.
NOTE: Retention may need to be longer, e.g., until the end of Administration.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 6

Sub-Department
/MO/IG/
Inspector General
Series ID
Description
Confidential
MO-IG-
MAYOR'S OFFICE - INSPECTOR GENERAL
Vital
Total Retention
Requirement
MO-IG-0001(continued from previous page)
CASE FILES - CONFIDENTIAL
CLO+37
Investigations of alleged criminal activity such as fraud, corruption, or conflict of interest.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 7

Sub-Department
/MO/OHCD/
Housing and Community Development
Series ID
Description
MO-OH-
MAYOR'S OFFICE - OFFICE OF HOUSING AND COMMUNITY

DEVELOPMENT
MO-OH-0001(continued from previous page)
Confidential
Vital
Total Retention
Requirement
AUD+5
18. NEIGHBORHOOD PROGRAM CONTRACT FILES - EVENT DATE

REQUIRED
EVENT IS AUDIT
Pre-contract information and correspondence, other related data, financial statements, monthly
progress reports, etc.
AUD+5
9. SERVICE CONTRACTS - EVENT DATE REQUIRED

EVENT IS AUDIT
Contracts the Office of Housing has made with outside agencies to perform services
AUD+5
10. FINANCIAL DATA - EVENT DATE REQUIRED

EVENT IS AUDIT
IPA audit reports and related correspondence; financial reports to City agencies and the Office of
Housing, letters of credit and grantee performance reports.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 8

Sub-Department
/MO/PP/
Policy and Planning

Series ID
Description
Confidential
MO-PP-
MAYOR'S OFFICE - POLICY AND PLANNING
Vital
Total Retention
Requirement
MO-PP-0001(continued from previous page)
PRM
POLICY ANALYSIS PAPERS

All correspondence, memoranda and notes that go into the formulation of executive orders and
directives of an administration
PRM
SPECIAL PROJECTS AND INITIATIVES

All correspondence, memoranda and notes that document the conception, evolution and completion of
specific projects and initiatives of an administration.
PRM
SPECIAL EVENTS
Correspondence, memoranda and notes regarding the planning of special events for the City.
CLO+10
PROJECT REPORTS
Periodic reports tracking status of programs, projects and initiatives of the Administration.
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 9

Sub-Department
/MO/PWD/
People with Disabilities
Series ID
Description
Confidential
MO-PD-
MAYOR'S OFFICE - PEOPLE WITH DISABILITIES
Vital
Total Retention
Requirement
MO-PD-0001(continued from previous page)
MO-PD-0002(continued from previous page)
ACT+4
COMPLAINT FILES - EVENT DATE REQUIRED

EVENT IS RESOLUTION OF PROBLEM OR COMPLAINT
Records of complaints filed with the City by disabled persons denied access to City facilities
SUP
DISABILITIES ASSISTANCE TRAINING PROGRAM - ARCHIVAL REVIEW

REQUIRED BEFORE DISPOSAL
Materials used to conduct training sessions for volunteers who assist the disabled. Includes
curriculum, visual aids, handouts
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 10

Sub-Department
/MO/TR/
Transportation
Series ID
Description
Confidential
MO-TR-
MAYOR'S OFFICE - TRANSPORTATION
Vital
Total Retention
Requirement
MO-TR-0001(continued from previous page)
SUP
TRANSPORTATION AUTHORITY LABOR FILES - ARCHIVAL REVIEW

REQUIRED BEFORE DISPOSITION
Reports, analysis and plans for minimizing the impact to the City of a Transportation System strike
MO-TR-0006-
PRM
TRANSPORTATION AUTHORITY FILES

Includes Board minutes, correspondence, fare increase data, budget reports, capital projects,
contracts, etc. regarding Transportation Authority
PRM
PLANNING FILES
Includes studies, minutes, program preparation files and contracts for improvement of mass
transportation
PRM
HIGHWAY AND PENNDOT PROJECTS

Federal legislation, State budgets, related correspondence, project status reports and related
correspondence.
PRM
TRANSPORTATION FILES - OTHER MODES

Policy concerning modes of transportation other than Transportation Authority or automobile such as
bicycle, taxi, AMTRAK, CONRAIL, PHLASH, trolleys, ferries and air. Includes correspondence,
complaints, legislation, procurement issues and annual reports.
PRM
TRANSIT SHELTER PROJECTS
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 11

Sub-Department
/MO/TR/
Transportation
Series ID
Description
Confidential
Vital
Total Retention
Requirement
Project files on public transportation shelter sites for passengers, including advertisements used at
these shelter sites. File includes shelter requests, site drawings, easements, rental revenue reports,
contract copies, copies of specifications and related correspondence
RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

April 30, 2012
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 12

MAYOR'S OFFICE - Record Retention Schedule: Sub-Department

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MAYOR'S OFFICE - Record Retention Schedule

MAYOR'S OFFICE - COMMUNITY RELATIONS

(continued from previous page)

MO-CR-0001(continued from previous page)

CITIZEN COMPLAINTS - EVENT DATE REQUIRED - HOLD ON SITE

MO-CR-0002(continued from previous page)

CONSUMER COMPLAINTS - EVENT DATE REQUIRED - HOLD ON SITE

CITY OF PHILADELPHIA / DEPT. OF RECORDS