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City of Philadelphia / Dept. of Records: Record Series Report - STREETS DEPARTMENT
City of Philadelphia / Dept. of Records: Record Series Report - STREETS DEPARTMENT
OF RECORDS
Record Series Report - STREETS DEPARTMENT
Department ID
Department Name
/ST/
Streets Department
Series ID
Description
ST-
STREETS DEPARTMENT
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 1
Department ID
Department Name
/ST/EN/
Engineering
Series ID
Description
ST-
ENGINEERING
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 2
Department ID
Department Name
/ST/EN/BS/
Bridge Section
Series ID
Description
ST-
STREETS
ST-BS-
ST-BS-0001-
Confidential
Vital
Total
Retention
Requirement
PRM
Tracings and prints of plans for bridges, surrounding areas and related structures.
ST-BS-0002-
SUP
ST-BS-0003-
PRM
Reports and documents that supply data and specifications on construction of bridges.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 3
Department ID
Department Name
/ST/EN/CP/
City Plans
Series ID
Description
ST-
STREETS
ST-CP-
ST-CP-0001-
Confidential
Vital
Total
Retention
Requirement
PRM
ST-CP-0002-
PRM
Documents that relate to the obtaining of deeds of dedication from individuals and corporations also release of abutting owners and release of mortgages
ST-CP-0003-
PRM
Records include the City Plan index and documents relative to the legal status of a street
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 4
Department ID
Department Name
/ST/EN/CP/
City Plans
Series ID
Description
ST-CP-0004-
Confidential
Vital
Total
Retention
Requirement
PRM
Affidavits and documents that prove that a street has been in public use for more than 21 years.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 5
Department ID
Department Name
/ST/EN/SB/
Description
ST-
STREETS
ST-SB-
ST-SB-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+4
Documents relating to the assignment of charges to owners for work to be done as ordered by
the City.
ST-SB-0002-
CLO+4
Original data documenting the installation of sewer, water pipes and paving.
ST-SB-0003-
CLO+4
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 6
Department ID
Department Name
/ST/EN/SB/
Description
ST-SB-0004-
Confidential
Vital
Total
Retention
Requirement
PRM
Original tracings used for title purposes as aid in writing deeds or designing by architects
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 7
Department ID
Department Name
/ST/HI/
Highways
Series ID
Description
ST-
HIGHWAYS
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 8
Department ID
Department Name
/ST/HI/CO/
Construction
Series ID
Description
ST-
STREETS
ST-CO-
HIGHWAYS - CONSTRUCTION
ST-CO-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+4
Records reflecting the status of each phase of a construction project. They reflect cost data and
contractual fulfillment and dates.
ST-CO-0002-
CLO+1
Copies of contract and related correspondence. These are records of State contractual
documents where both the State and the City may be involved and which are used for
information purposes during the life of the contract.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 9
Department ID
Department Name
/ST/HI/HD/
Description
ST-
STREETS
ST-HD-
ST-HD-0001-
ACCIDENT REPORTS
Confidential
Vital
Total
Retention
Requirement
CLO+7
Documents relating to damage claims for personal injury or property damage resulting from
defective highway conditions.
ST-HD-0002-
CLO+5
Notices received from the public listing a grievance that is investigated by the unit.
ST-HD-0003-
CLO+14
Notices received from the public listing a grievance that is investigated by the unit.
See Citywide Records Schedule re Contracts, Construction.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 10
Department ID
Department Name
/ST/HI/HD/
Description
ST-HD-0004-
Confidential
Vital
Total
Retention
Requirement
CR+4
Reports of Streets Department inspectors pertaining to defective curbs, walkways and water /
sewer vent boxes.
ST-HD-0005-
CR+5
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 11
Department ID
Department Name
/ST/HI/PE/
Permits
Series ID
Description
ST-
STREETS
ST-PE-
HIGHWAYS - PERMITS
ST-PE-0001-
Confidential
Vital
Total
Retention
Requirement
PRM
Plans of underground structures relating to water, sewer and utility company plans
ST-PE-0002-
PRM
Documents that relate to work being done by outside contractors on repaving and resurfacing of
City streets
ST-PE-0003-
CLO+3
Annotated estimates placed on proposals which are used for comparisons of actual bids.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 12
Department ID
Department Name
/ST/SA/
Sanitation
Series ID
Description
ST-
STREETS
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 13
Department ID
Department Name
/ST/SA/EN/
Engineering
Series ID
Description
ST-
STREETS
ST-EN-
SANITATION - ENGINEERING
ST-EN-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+5
Engineering studies, analysis and test data used to support Sanitation Division construction
projects.
ST-EN-0002-
CLO+8
ST-EN-0003-
CLO+1
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 14
Department ID
Department Name
/ST/SA/FO/
Description
ST-
STREETS
ST-FO-
ST-FO-0001-
Confidential
Vital
Total
Retention
Requirement
CR+2
Cost summaries, ledgers and parts inventories that document the cost of operating the Sanitation
Division vehicles.
ST-FO-0002-
CR+1
ST-FO-0003-
CR+1
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 15
Department ID
Department Name
/ST/SA/FO/
Description
ST-FO-0004-
Confidential
Vital
Total
Retention
Requirement
CR+1
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 16
Department ID
Department Name
/ST/SA/PM/
Description
ST-
STREETS
ST-PM-
ST-PM-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+1
Records of weekly contacts with Clean Block Teams and all records documenting the completion
of a block cleaning project.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 17
Department ID
Department Name
/ST/TE/
Description
ST-
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 18
Department ID
Department Name
/ST/TE/EN/
Engineering
Series ID
Description
ST-
STREETS
ST-ES-
ST-ES-0001-
Confidential
Vital
Total
Retention
Requirement
SUP
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 19
Department ID
Department Name
/ST/TE/SIG/
Description
ST-
STREETS
ST-TS-
ST-TS-0001-
Confidential
Vital
Total
Retention
Requirement
CR+2
Orders which initiate new installations, replacement and maintenance action for signs and
parking meters.
ST-TS-0002-
CR+2
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 20
Department ID
Department Name
/ST/TE/SL/
Street Lighting
Series ID
Description
ST-
STREETS
ST-SL-
ST-SL-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+3
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 21