CITY OF PHILADELPHIA / DEPT.

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SUP=Superseded

April 17, 2009

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SUP=Superseded

April 17, 2009

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-

ENGINEERING - BRIDGE SECTION

ST-BS-0001-

BRIDGE PLANS - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Tracings and prints of plans for bridges, surrounding areas and related structures.

ST-BS-0002-

BRIDGE RESEARCH - HOLD ON SITE

SUP

Catalogs, atlases, copies of contracts relating to technical and historical data.

ST-BS-0003-

CONSTRUCTION RECORDS AND SPECIFICATIONS FOR BRIDGES ARCHIVE

PRM

Reports and documents that supply data and specifications on construction of bridges.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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-

ENGINEERING - CITY PLANS

ST-CP-0001-

CITY PLANS - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Tracings and prints of confirmed City Plans

ST-CP-0002-

DEEDS OF DEDICATION - ARCHIVE

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-

HISTORICAL CONTROL DATA - ARCHIVE

PRM

Records include the City Plan index and documents relative to the legal status of a street

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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-

STREET OPENINGS - ARCHIVE

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

April 17, 2009

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/

Survey Board and Districts

Series ID

Description

ST-

STREETS

ST-SB-

ENGINEERING - SURVEY BOARD AND DISTRICTS

ST-SB-0001-

ASSESSMENTS - HOLD ON SITE

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-

ASSESSMENT HISTORY - HOLD ON SITE

CLO+4

Original data documenting the installation of sewer, water pipes and paving.

ST-SB-0003-

PAVING AND GRADING PLANS - HOLD ON SITE

CLO+4

Drawings that illustrate paving and grading work.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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/

Survey Board and Districts

Series ID

Description

ST-SB-0004-

PROPERTY PLANS - ARCHIVE

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

April 17, 2009

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

April 17, 2009

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-

PROJECTS CONTROL - HOLD ON SITE

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-

STATE CONSTRUCTION CONTRACT DATA - HOLD ON SITE

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

April 17, 2009

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/

Highway Districts 1-6

Series ID

Description

ST-

STREETS

ST-HD-

HIGHWAYS - HIGHWAY DISTRICTS 1-6

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-

COMPLAINTS - HOLD ON SITE

CLO+5

Notices received from the public listing a grievance that is investigated by the unit.

ST-HD-0003-

CONSTRUCTION CONTRACTS - HOLD ON SITE

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

April 17, 2009

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/

Highway Districts 1-6

Series ID

Description

ST-HD-0004-

INSPECTION REPORTS - HOLD ON SITE

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-

PAVING HISTORY RECORD - HOLD ON SITE

CR+5

Records of resurfacing of streets within the Highway District.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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-

COMPLETED PLANS OF UNDERGROUND STRUCTURES - HOLD ON

SITE

Confidential

Vital

Total
Retention
Requirement

PRM

Plans of underground structures relating to water, sewer and utility company plans

ST-PE-0002-

ENGINEERING HISTORY - HIGHWAY CONSTRUCTION - HOLD ON SITE

PRM

Documents that relate to work being done by outside contractors on repaving and resurfacing of
City streets

ST-PE-0003-

ESTIMATES OF HIGHWAY CONSTRUCTION

CLO+3

Annotated estimates placed on proposals which are used for comparisons of actual bids.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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

April 17, 2009

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-

RESEARCH AND RESOURCE DOCUMENTS

Confidential

Vital

Total
Retention
Requirement

CLO+5

Engineering studies, analysis and test data used to support Sanitation Division construction
projects.

ST-EN-0002-

SPECIFICATIONS AND DRAWINGS

CLO+8

Plans, blueprints and technical reports for construction projects

ST-EN-0003-

INSPECTOR CERTIFICATIONS - HOLD ON SITE

CLO+1

Records pertaining to the progress and final completion of a construction project

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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/

Field Operations (Areas 1-6)

Series ID

Description

ST-

STREETS

ST-FO-

SANITATION - FIELD OPERATIONS

ST-FO-0001-

AUTOMOTIVE COST ANALYSIS - HOLD ON SITE

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-

AUTOMOTIVE REPAIR - HOLD ON SITE

CR+1

Work history and job order records for each vehicle.

ST-FO-0003-

PREVENTATIVE MAINTENANCE - HOLD ON SITE

CR+1

Records of normal periodic check-up and repair work.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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/

Field Operations (Areas 1-6)

Series ID

Description

ST-FO-0004-

TIRE CONTROL REFERENCE DATA - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+1

Records used to compile data on tire usage, repair and life.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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/

Philadelphia More Beautiful

Series ID

Description

ST-

STREETS

ST-PM-

SANITATION - PHILADELPHIA MORE BEAUTIFUL

ST-PM-0001-

CLEAN BLOCK OPERATION - HOLD ON SITE

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

April 17, 2009

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/

Traffic Engineering Division

Series ID

Description

ST-

TRAFFIC ENGINEERING DIVISION

Confidential

Vital

Total
Retention
Requirement

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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-

TRAFFIC ENGINEERING - ENGINEERING SECTION

ST-ES-0001-

SPECIFICATIONS AND DRAWINGS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

SUP

Tracings, drawings and specifications of streets, intersections and traffic equipment.

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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/

Traffic Signals and Systems

Series ID

Description

ST-

STREETS

ST-TS-

TRAFFIC ENGINEERING - TRAFFIC SIGNALS AND SIGNS

ST-TS-0001-

TRAFFIC SIGN AND PARKING METER WORK ORDERS - HOLD ON

SITE

Confidential

Vital

Total
Retention
Requirement

CR+2

Orders which initiate new installations, replacement and maintenance action for signs and
parking meters.

ST-TS-0002-

TRAFFIC SIGNAL MAINTENANCE - HOLD ON SITE

CR+2

Records of installation and maintenance of traffic signals

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

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-

TRAFFIC ENGINEERING - STREET LIGHTING

ST-SL-0001-

STREET LIGHTING PROJECTS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+3

Records of active projects and reports from contractors

RETENTION CODES:
ACT=Action (Event)
SUP=Superseded

April 17, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 21