OFFICE OF PROPERTY ASSESSMENT - 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
/OA/AD/

Administrative Services
Series ID

Series Title
Series Description

OA-AD-

OFFICE OF ASSESSMENT - ADMINISTRATIVE SERVICES

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

AUD+1

OA-AD-0001-

BIDS - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS AUDIT
Records of accepted service bids, together with support papers maintained as part of the individual
contract file.

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SUP=Superseded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: August 26, 2013

OFFICE OF PROPERTY ASSESSMENT - 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
/OA/IT/

Information Technology
Series ID

Series Title
Series Description

OA-IT-

OFFICE OF ASSESSMENT - INFORMATION TECHNOLOGY

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

OA-IT-0001-

PROGRAM DOCUMENTATION - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS TERMINATION OF USE OF COMPUTER PROGRAM

Data on various computer programs for the Board.

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SUP=Superseded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

TERM+3

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: August 26, 2013

OFFICE OF PROPERTY ASSESSMENT - 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
/OA/OP/

Operations
Series ID

Series Title
Series Description

OA-OP-

OFFICE OF ASSESSMENT - OPERATIONS

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CR+7

OA-OP-0002-

EVALUATOR REPORTS

(continued from previous page)

Reports reflecting changes in assessments.

(Was previously included under BRT schedule as BR-XX-0002)
CR+7

OA-OP-0003-

CERTIFICATES OF REVISION

(continued from previous page)

Documents proving that the assessment has been revised.

(Was previously included under BRT schedule as BR-XX-0003)

OA-OP-0004-

DOCKET OF EXEMPTIONS

(continued from previous page)

Docket of exemptions activity.

PRM

(Was previously included under BRT schedule as BR-XX-0004)

PRM

OA-OP-0005-

EXEMPTIONS AND EXEMPTION APPEALS

(continued from previous page)

Material related to requests for exemptions from real estate taxes based on City and State ordinances
or because of VietNam disabilities.
Note: Homestead Exemptions and related forms are images and the image is considered the official
record.
(Was previously included under BRT schedule as BR-XX-0005)
PRM

OA-OP-0009-

PROPERTY RECORD CARDS

(continued from previous page)

Master record card for real property assessment information.

(Was previously included under BRT schedule as BR-XX-0009)

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 3
Report Date: August 26, 2013

OFFICE OF PROPERTY ASSESSMENT - 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
/OA/OP/

Operations
Series ID

Series Title
Series Description

OA-OP-0015-

MONTHLY ASSESSMENT CHANGE REGISTER - HOLD ON SITE

(continued from previous page)

Printouts showing each assessor beginning, ending and total assessment money or taxable and
exempt properties.

Confidential

Vital

Total Retention
Requirement
CY+1

(Was previously included under BRT schedule as BR-XX-0015)

PRM

OA-OP-0020-

ABATEMENT APPLICATIONS

(continued from previous page)

Application for abatement of real estate taxes due to improvements. Documents must be filed with OA
in order to qualify for 10 year tax rebate.
(Was previously included under BRT schedule as BR-XX-0020

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 4
Report Date: August 26, 2013