City of Philadelphia: CITY CONTROLLER Retention Schedule
City of Philadelphia: CITY CONTROLLER Retention Schedule
Department ID
Department Name
/CC/
Description
CC-
CITY CONTROLLER
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/AU/
Post-Audit
Series ID
Description
CC-
CITY CONTROLLER
CC-AU-
CC-AU-0001-
Confidential
Vital
Total
Retention
Requirement
ACT+10
PRM
CC-AU-0002-
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/CA/
Community Affairs
Series ID
Description
CC-
CITY CONTROLLER
CC-CA-
CC-CA-0001-
Confidential
Vital
Total
Retention
Requirement
CLO+4
Record of response eto Controller's Office Hotline calls, other requests or reports from
constituents or problems arising out of community outreach efforts
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/PA/
Pre-Audit
Series ID
Description
CC-
CITY CONTROLLER
CC-PA-
CC-PA-0001-
Confidential
Vital
Total
Retention
Requirement
CR+75
CR+2
Summaries of payroll information per pay period for all City departments combined, dividend into
salary, per diem, Police and Fire and special. Used primarily in the conduct of audits.
(Previoulsy AU-XX-0001)
CC-PA-0002-
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/PA/
Pre-Audit
Series ID
Description
CC-PA-0003-
Confidential
Vital
Total
Retention
Requirement
CR+2
Periodic transmittals of pension payment information from the Board of Pensions through
Finance. Used to record, control and release disbursement of funds for pension payments
CC-PA-0004-
FY+3
Cash register tapes and cashier summaries from Revenue Department for all City entities
collecting money on a daily basis. Used to support audit of City agencies that receive funds to
provide services.
(Previously AU-XX-0016)
CC-PA-0005-
CR+3
Documents used to track requests by City employees for reimbursement of education and
training costs filed by fiscal year, date of course and employee name.
CC-PA-0006-
CR+2
Daily log used to record bids received by Procurement in response to solicitations for Supply,
Services and Equipment, Professinal Services, Public Works and Leases and Agreements.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/PA/
Pre-Audit
Series ID
Description
CC-PA-0007-
Confidential
Vital
Total
Retention
Requirement
FY+3
CR+10
Purchase orders and miscellaneous encumbrance documents used to track funds encumbered
against Supply, Services and Equipment, and Professional Services contracts.
CC-PA-0008-
CC-PA-0009-
CR+3
Record of inspection of capital project architecture and engineering construction and related
expenditures before payments are made
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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Department ID
Department Name
/CC/SF/
Description
CC-
CITY CONTROLLER
CC-SF-
CC-SF-0001-
Confidential
Vital
Total
Retention
Requirement
ACT+7
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 2, 2011
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
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