MANAGING DIRECTOR'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
/MDO/AC/

Animal Control
Series ID

Description

Confidential

MD-AC-

MANAGING DIRECTOR'S OFFICE - ANIMAL CONTROL

Vital

Total Retention
Requirement

(continued from previous page)

CY+4

MD-AC-0001-

ANIMAL CONTROL RECORDS

(continued from previous page)

Includes field contact reports, investigations, logbooks, spraying records and treatment records.
Records managed by the City created non-profit service provider Animal Care & Control Team
(ACCT).
Retention Source: PHMC Municipal Records Schedule PH-9.

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SUP=Superseded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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/AD/

Administration and Finance

Series ID

Description

Confidential

MD-AD-

MANAGING DIRECTOR'S OFFICE - ADMINISTRATION AND FINANCE

Vital

Total Retention
Requirement

(continued from previous page)

SUP

MD-AD-0001-

ADMINISTRATIVE BOARD RULES - HOLD ON SITE

(continued from previous page)

Rules issued by the Administrative Board and consecutively numbered for filing and control

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SUP=Superseded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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/AN/

Project Analysis
Series ID

Description

Confidential

MD-AN-

MANAGING DIRECTOR'S OFFICE - PROJECT ANALYSIS

Vital

Total Retention
Requirement

(continued from previous page)

CLO+4

MD-AN-0001-

PROJECT AND SUBJECT FILES

(continued from previous page)

Analysts' project records are usually produced, filed by subject and maintained by MDO analysts in
support of an MDO program, initiative, public issue, report requirement or special assignment. The file
may include the following documents: project initiation correspondence, meeting agendas,
chronological subject file, questionnaires, surveys, statistics, task force minutes, technical data,
regulations, RFPs, vendor data, telephone lists and project reports.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 3
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/CJ/

Criminal Justice Programs

Series ID

Description

Confidential

MD-CJ-

MANAGING DIRECTOR'S OFFICE - CRIMINAL JUSTICE PROGRAMS

Vital

Total Retention
Requirement

(continued from previous page)

MD-CJ-0001-

SPECIAL RELEASE LISTS - CONFIDENTIAL

(continued from previous page)

Lists of inmates and their eligibility to be released from incarceration in Philadelphia Prisons

MD-CJ-0002-

DETAINER CERTIFICATES

(continued from previous page)

Records documenting the removal of impediments to a prisoner release from incarceration

MD-CJ-0003-

STATE CORRECTIONAL INSTITUTIONAL (SCI) TRIPS - CONFIDENTIAL

(continued from previous page)

Records documenting which prisoners may be accepted into Philadelphia Prisons for temporary
incarceration pending their trials or their testimony in the trial of another

MD-CJ-0004-

ALTERNATIVES TO INCARCERATION

(continued from previous page)

Records documenting the formulation of various strategies or alternatives to incarceration. Records

include the actual implementation of alternatives, quarterly reports to Federal District Code, motions
and the evaluation of the alternatives

MD-CJ-0005-

CRIMINAL JUSTICE PROJECTS

(continued from previous page)

Records of ad hoc projects related to the administration of criminal justice and incarceration programs

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CR+5

CR+6

CY=Calendar Year

CR+5

CR+7

CLO+3

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 4
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/DE/

Deputy and Assistant Managing Directors

Series ID

Description

MD-DE-

MANAGING DIRECTOR'S OFFICE - DEPUTY AND ASSISTANT MANAGING

DIRECTORS

(continued from previous page)

MD-DE-0001(continued from previous page)

Confidential

Vital

Total Retention
Requirement

PRM

MEETING MINUTES (WHERE MANAGING DIRECTOR IS A PARTICIPATING

MEMBER) - ARCHIVE
Records of official committees, boards and councils (except Labor Relations) not chaired by the
Managing Director indicating date, names of members present and absent, issues discussed, motions,
reports, actions taken, accepted and approved as part of minutes

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/EM/

Emergency Management, Office of

Series ID

Description

Confidential

MD-EM-

MANAGING DIRECTOR'S OFFICE - EMERGENCY MANAGEMENT

Vital

Total Retention
Requirement

(continued from previous page)

MD-EM-0001-

EMERGENCY INFORMATION SYSTEM - CONFIDENTIAL

(continued from previous page)

Electronic system provides critical information needed to respond to local contingencies. Contains
chemical inventories extracted from tier two report and the software capability to handle 25 databases
including census, incident reports, mass shelters, etc.

MD-EM-0002-

MAPS AND DRAWINGS - ARCHIVE

(continued from previous page)

Maps and drawings pertaining to streets, water mains, plates, bridges, schools, subways, fire station
and rescue locations, stadiums and parks, drainage, pipelines and census data

MD-EM-0003-

HISTORY FILES - PHILADELPHIA LOCAL EMERGENCY PLANNING

COMMITTEE

(continued from previous page)

SUP

PRM

SUP

File contains minutes of committee meetings, grants received, assessment of unmet needs and
financials. Basis for hazardous materials emergency response preparedness assessment
CY+2

MD-EM-0004-

TIER TWO REPORTS - HOLD ON SITE

(continued from previous page)

Emergency and hazardous chemical inventory. Form OMB 2050-0072 submitted to City Office of
Emergency Management by organizations that have 10,000 pounds of hazardous chemicals on their
premises. Also includes site plan indicating where hazardous material is located. Report to Office of
Emergency Management is required by the Superfund Amendment Title III. Records are filed
alphabetically by name of the reporting organization. This form is electronically imaged and provides
input to the Emergency Information System
RETAIN HARD COPY FOR CURRENT YEAR - RETAIN IMAGE TWO YEARS

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/EX/

Executive
Series ID

Description

Confidential

MD-EX-

MANAGING DIRECTOR'S OFFICE - EXECUTIVE

Vital

Total Retention
Requirement

(continued from previous page)

CY+5

MD-EX-0001-

DAILY MAIL LOG SHEETS

(continued from previous page)

Records show dates of incoming and outgoing mail and indicates disposition

MD-EX-0002-

SERVICE REQUEST TRACKING SYSTEM - HOLD ON SITE

(continued from previous page)

Electronic tracking system for service requests forwarded to MDO by the Mayor, City Council, other
agencies and citizens. Requests include service complaints involving all city operations, e.g.,
potholes, abandoned autos, lighting, etc. The system tracks problems through resolution including
tickler follow up and production of ad hoc reports

MD-EX-0003-

MEETING MINUTES (MANAGING DIRECTOR CHAIRED) - ARCHIVE

(continued from previous page)

Records of official committees, boards and councils chaired by the Managing Director indicating date,
names of members present and absent, issues discussed, motions, reports, actions taken, accepted
and approved as part of minutes. May also include agendas and supporting records

MD-EX-0004-

MEETING MINUTES (WHERE MANAGING DIRECTOR IS PARTICIPATING

MEMBER)

(continued from previous page)

FY+2

PRM

PRM

Records of official committees, boards and councils (except Labor Relations) not chaired by the
Managing Director indicating date, names
of members present and absent, issues discussed, motions, reports, actions taken, accepted and
approved as part of minutes. May also include agendas and supporting records.
ACT+6

MD-EX-0005-

Y2K PLANNING

(continued from previous page)

Records of agency Y2K planning meetings, contingency plans, budgets, remediation reports, and
hearings.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/LR/

Labor Relations
Series ID

Description

Confidential

MD-LR-

MANAGING DIRECTOR'S OFFICE - LABOR RELATIONS

Vital

Total Retention
Requirement

(continued from previous page)

CY

MD-LR-0001-

VISITING DIGNITARIES AND DELEGATIONS

(continued from previous page)

Alphabetical file of VIPs that have visited the City. File usually contains agendas, itinerary, names of
visitors and related correspondence

MD-LR-0002-

HOTEL EXPENSES RELATED TO LABOR NEGOTIATIONS - CONFIDENTIAL EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

AUD+1

SUP

SUP+1

SUP+1

EVENT IS CITY CONTROLLER AUDIT

Records documenting the cost of facilities, services and materials provided for all parties involved in
negotiations

MD-LR-0003-

SUBJECT FILES - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Records that deal with all aspects of Labor Relations. Filed alphabetically by subject, they include
reports, task force correspondence, Requests for Proposals, external resource material, MDO
administration and organization detail, presentations, speeches, audits, etc.

MD-LR-0004-

CONTRACTING OUT - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Records that deal with contracting out or outsourcing of work by the City. These include planning
documents and cost justifications as well as union negotiation records.

MD-LR-0005-

HEARINGS - CONFIDENTIAL - HOLD ON SITE

(continued from previous page)

Records that document the resolution of complaints or grievances that have resulted in a hearing

MD-LR-0006-

NEGOTIATIONS - CONFIDENTIAL

(continued from previous page)

Records of negotiations of collective bargaining agreements for the City

DURING ANNUAL REVIEW TRANSFER TO CITY ARCHIVES FOR DETERMINATION OF
PERMANENT VALUE

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 8
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/PA/

Police Advisory Commission

Series ID

Description

Confidential

MD-PA-

MANAGING DIRECTOR'S OFFICE - POLICE ADVISORY COMMISSION

Vital

Total Retention
Requirement

(continued from previous page)

MD-PA-0001-

POLICE MISCONDUCT INVESTIGATIONS - FATAL - CONFIDENTIAL

(continued from previous page)

Materials used to investigate Police misconduct complaints. Includes fatal civilian shootings by Police.

MD-PA-0002-

POLICE MISCONDUCT INVESTIGATIONS - NON FATAL - CONFIDENTIAL

(continued from previous page)

Materials used to investigate Police misconduct complaints. Includes non fatal civilian shootings by
Police.

PRM

CLO+25

CLO=Date investigation closed

MD-PA-0003-

OPINIONS

(continued from previous page)

Final outcomes of investagations.

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

PRM

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 9
Report Date: October 1, 2012

MANAGING DIRECTOR'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
/MDO/SE/

Special Events
Series ID

Description

Confidential

MD-SE-

MANAGING DIRECTOR'S OFFICE - SPECIAL EVENTS

Vital

Total Retention
Requirement

(continued from previous page)

CR+5

MD-SE-0001-

SPECIAL EVENTS PACKAGE

(continued from previous page)

File includes application, permit, event verification, cost sheet, correspondence and record of payment

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

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: August 15, 2012

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 10
Report Date: October 1, 2012