OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/AD/AD/

Administration

Series ID

Series Title
Series Description

OS-AD-

OFFICE OF SUPPORTIVE HOUSING - ADMINISTRATION - ADMINISTRATION

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

OS-AD-0001-

HOMELESSNESS PREVENTION AND RAPID REHOUSING - CONFIDENTIAL

(continued from previous page)

Client and provider files, applications for rapid re-housing and documentation for client payments.
File closes with final payment.

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SUP=Superseded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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

CLO+3

SEP=Separation (Employee)

Page 1
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/AD/CO/

Contracts

Series ID

Series Title
Series Description

OS-CO-

OFFICE OF SUPPORTIVE HOUSING - ADMINISTRATION - CONTRACTS

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CLO+5

OS-CO-0001-

REQUEST FOR PROPOSAL (RFP) RESPONSES

(continued from previous page)

Vendor responses to requests for proposals and provider contracts for professional services. File
contains RFP, all responses, award letter and related correspondence. Kept in both paper and
electronic formats.
Retention is based on close of contract.

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SUP=Superseded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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/AD/FI/

Fiscal

Series ID

Series Title
Series Description

OS-FI-

OFFICE OF SUPPORTIVE HOUSING - ADMINISTRATION - FISCAL

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

SUP

OS-FI-0001-

AUDIT REPORT FILES - HOLD ON SITE

(continued from previous page)

Copies of independent audit reports of contracting agencies providing services to OSH clients. File
includes audit report and related correspondence. Kept in paper format.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/AD/IS/

HM Information Systems

Series ID
OS-IS-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - ADMINISTRATION - HM

INFORMATION SYSTEMS

OS-IS-0001-

CLIENT/PROVIDER INFORMATION SYSTEMS - CONFIDENTIAL

(continued from previous page)

Database of client demographic and medical information indexed by case number and social security
number. Also database of contracted shelter providers. Records are electronic.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

Vital

Total Retention
Requirement

SUP

SEP=Separation (Employee)

Page 4
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/EA/RE/

Relocation

Series ID
OS-RE-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - EMERGENCY ASSISTANCE RELOCATION

OS-RE-0001-

PHILADELPHIA EMERGENCY RELOCATION ACCOUNTS - CONFIDENTIAL

(continued from previous page)

Accounts set up by the City to pay for one month's rent and moving costs in emergencies (fire, unfit
housing, domestic abuse) if there is no insurance coverage. File includes claim for relocation payment
form, cancelled checks and bank statements. File closes with final payment.

OS-RE-0002-

CLIENT SUMMARY LOG - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

List of clients residing in imminently dangerous buildings, including the client's name, building address
and problem summary.

OS-RE-0003-

RELOCATION INSPECTIONS - CONFIDENTIAL

(continued from previous page)

Inspections for units used to house emergency relocation clients. File closes when client moves into
unit and final payment is made to landlord.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

Vital

Total Retention
Requirement

CLO+4

SUP

CLO+4

REF=Reference

SEP=Separation (Employee)

Page 5
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/EH/PS/

Protective Services

Series ID
OS-PS-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - EMERGENCY HOUSING PROTECTIVE SERVICES

OS-PS-0001-

PROTECTIVE SERVICES FILES - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Accounts set up for representative payees for clients in protective services. OSH pays for permanent
shelter for former homeless clients or those referred from social security or DPA. File includs copies of
checks received by clients, savings and checking account receipts and ledger account documentation.
File closes with final payment.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

Vital

Total Retention
Requirement

CLO+2

SEP=Separation (Employee)

Page 6
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/EH/SO/

Shelter Operations

Series ID
OS-SO-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - EMERGENCY HOUSING - SHELTER

OPERATIONS

OS-SO-0001-

CLIENT CASE FILES - CONFIDENTIAL

(continued from previous page)

Records of clients coming into the shelter system including intake assessment, client review, progress
notes, service agreement, income verification, shelter fee, savings plan log, PHA application, client ID
number, state notification of eligibility and exit/transfer summaries.

OS-SO-0002-

PLACEMENT REPORTS - CONFIDENTIAL - EVENT DATE REQUIRED - HOLD

ON SITE

(continued from previous page)

Vital

Total Retention
Requirement

CLO+5

ACT+1

CR+2

FY+7

CLO+4

ACT+1

EVENT IS COMPILATION OF ANNUAL REPORT

Statistical reports on the number of clients being placed in the shelter system, moved to transitional
permanent housing or referred for long-term placement. Includes reports on placement problems and
related correspondence.

OS-SO-0003-

OUTREACH STATISTICS - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Report showing daily placements, placement locations and other information pertinent to OSH
activities.

OS-SO-0004-

SHELTER CENSUS FILES - CONFIDENTIAL

(continued from previous page)

Listing of all funded shelters and data on numbers of singles, families, males and females currently
housed. Data is electronic in HMIS system.
Appraisal: May provide historical data needed for future funding.

OS-SO-0005-

SHELTER PROVIDER FILES - CONFIDENTIAL

(continued from previous page)

Monitoring records on federal and state funded shelter provider agencies, including investigations,
complaints, related correspondence and copies of contracts. File closes with final payment.

OS-SO-0006-

COMPLAINT CONTROL LOG - CONFIDENTIAL - EVENT DATE REQUIRED HOLD ON SITE

(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 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/EH/SO/

Shelter Operations

Series ID

Series Title
Series Description

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

EVENT IS COMPLETION OF LOG

Record of complaints received from clients at provider shelter sites. Includes complaint date, alleged
incident and caseworker assigned.

OS-SO-0007-

SHELTER INSPECTION FILES - CONFIDENTIAL

(continued from previous page)

Congregate dwelling inspections. Files include shelters inspected, number of residents at time of
inspection, inspection results and any follow up reports.

OS-SO-0008-

CHILD AND ADULT CARE FOOD PROGRAMS (CACFP)

(continued from previous page)

Provider submitted information regarding meals, statistics for numbers served and information
regarding children and families. File closes with final payment.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

CLO+4

CLO+4

REF=Reference

SEP=Separation (Employee)

Page 8
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/FA/RI/

Riverview

Series ID

Series Title
Series Description

OS-RI-

OFFICE OF SUPPORTIVE HOUSING - FACILITIES - RIVERVIEW

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

OS-RI-0001-

RESIDENT ACCOUNTS - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Records of funds deposisted and withdrawn from a resident's account. Includes bank reconciliations,
deposIt and disbursement cash withdrawal and resident account daily summary.
File is closed at death or discharge of resident.

OS-RI-0002-

RESIDENT CASE FOLDERS - CONFIDENTIAL - HOLD ON SITE - ARCHIVAL

REVIEW REQUIRED

(continued from previous page)

CLO+3

CLO+5

Folders comprising history of a resident's stay at Riverview.

File is closed at death or discharge of resident.

OS-RI-0003-

RESIDENT CONTROLS - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS RETURN FROM LEAVE

Records of resident passes or leaves.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

SUP

REF=Reference

SEP=Separation (Employee)

Page 9
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/SH/GR/

Grants Administration

Series ID
OS-GR-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - SUPPORTIVE HOUSING - GRANTS

ADMINISTRATION

OS-GR-0001-

IN-HOUSE STATISTICAL REPORTS - CONFIDENTIAL

(continued from previous page)

Reports of demographic information and client outcomes produced for state and federal grant funded
programs. File closes with final payment.

OS-GR-0002-

GRANT-FUNDED PROGRAM FILES - CONFIDENTIAL

(continued from previous page)

Includes monitoring reports on providers as well as provider submitted statistical data on utilization
levels. May also include operational data, program information and related correspondence. File closes
with final payment.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

Vital

Total Retention
Requirement

CLO+3

CLO+4

REF=Reference

SEP=Separation (Employee)

Page 10
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/SH/HA/

Housing Assistance

Series ID
OS-HA-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - SUPPORTIVE HOUSING - HOUSING

ASSISTANCE

OS-HA-0001-

INSPECTION LOGS - HOLD ON SITE

(continued from previous page)

Date and address index housing, shelter and shelter plus care facilities inspections. Includes client
name, social worker and inspector.
NOTE: Records are paper; electronic version under development.

OS-HA-0002-

SHELTER PLUS CARE INSPECTION FILES - CONFIDENTIAL

(continued from previous page)

Includes requesst, Section 8 Program inspection checklist, re-inspections (if necessary) and annual
inspection report for individual housing units funded by HUD. File closes with final payment.
NOTE: Records are paper and electronic.

OS-HA-0003-

HOUSING INSPECTION REPORTS - CONFIDENTIAL - EVENT DATE

REQUIRED

(continued from previous page)

Vital

Total Retention
Requirement

SUP

CLO+3

ACT+3

ACT+2

EVENT IS RESIDENCE DISCONTINUES ACTIVITY WITH OSH

Requests for inspection of single housing units or apartments serving as residences for some OSH
clients. File includes inspection report, follow-up reports and re-inspections if necessary.

OS-HA-0004(continued from previous page)

PHILADELPHIA HOUSING AUTHORITY TRANSMITTALS - CONFIDENTIAL EVENT DATE REQUIRED - HOLD ON SITE
EVENT IS VERIFICATION
Transmittal copies of client applications used to verify transmission and receipt.
Note: Records are part of a limited time initiative and are paper.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 11
Report Date: September 24, 2013

OFFICE OF SUPPORTIVE HOUSING - Record Retention Schedule

Formerly OESS

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
/OSH/SS/WF/

Warehouse / Food

Series ID
OS-WF-

Series Title
Series Description

Confidential

(continued from previous page)

OFFICE OF SUPPORTIVE HOUSING - SPECIALIZED SERVICES WAREHOUSE / FOOD

OS-WF-0001-

FOOD PROGRAM FILES - HOLD ON SITE

(continued from previous page)

Inventory forms designating categories and amounts of food items each shelter receives. Includes
order logs for monthly orders based on daily shelter census.

OS-WF-0002-

SOUP KITCHEN FILES - HOLD ON SITE

(continued from previous page)

Listing of Philadelphia soup kitchens that provide free meals on walk-in basis. Includes location,
contact name, IRS tax exemption letter, number of meals and people served daily and related
correspondence. File closes if/when facility ceases operation.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: June 21, 2011

CR=Created (Opened)

CY=Calendar Year

Vital

Total Retention
Requirement

SUP

CLO+2

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 12
Report Date: September 24, 2013