City of Philadelphia / Dept. of Records: Record Series Report - LAW DEPARTMENT

CITY OF PHILADELPHIA / DEPT.
OF RECORDS
Record Series Report - LAW DEPARTMENT
NOTE: THIS RETENTION SCHEDULE IS CURRENTLY UNDER REVIEW FOR REVISION
Department ID
Department Name
/LAW/ADMIN/
Administrative
Series ID
Description
LA-
LAW DEPARTMENT
LA-AD-
LAW DEPARTMENT- ADMINISTRATIVE
LA-AD-0001-
8.LEGAL ADMINISTRATIVE FILES
Confidential
Vital
Total
Retention
Requirement
CLO+10
Retention: Retain in office for 5 years after creation. Transfer to Records Center for five more
years. From 1984 schedule.
11/16/1998 10:02:44 AM
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 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
/LAW/CGCO/
Corporate Group - Commercial Law

Series ID
Description
LA-
CORPORATE GROUP - COMMERCIAL LAW
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 2
Department ID
Department Name
/LAW/CGCO/FC/ Finance and Contracts

Series ID
Description
LA-
LAW - CORPORATE GROUP - COMMERCIAL LAW
LA-FC-
FINANCE AND CONTRACTS
LA-FC-0001-
AIRPORT CONTRACT FILES
Confidential
Vital
Total
Retention
Requirement
CLO+7
ACT+6
ACT+2
Formal leases or agreements between the City, airline companies and concessionaires and
transportation services for use of space at the airport. Files include performance bonds, licenses
and related correspondence.
Department of Aviation maintains these records permanently on-site.
LA-FC-0002-
ENCROACHMENT FILES - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS ENCROACHMENT ENDS
Records relating to the temporary occupancy of City properties including applications to the
Department of Licenses and Inspections, approval documentation, agreements, bonds and
ordinances.
LA-FC-0003-
CITY PLAN REVISIONS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS APPROVAL OF PLAN CHANGE
Documentation on changes to City Plans, including copies of engineering drawings,
correspondence with City Council, agreements, bonds and ordinances.
Note: These are copies of approved plan changes; official records are maintained with the
Streets Department's Board of Surveyors and are a permanent record.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 3
Department ID
Department Name
/LAW/CGCO/FC/ Finance and Contracts

Series ID
Description
LA-FC-0004-
CURB SETTER BONDS - EVENT DATE REQUIRED - HOLD ON SITE
Confidential
Vital
Total
Retention
Requirement
ACT+6
EVENT IS EXPIRATION OF BOND

Bonds for paving, cementing, repairing or altering City pavements and curbs.
LA-FC-0005-
GAS WORKS CONTRACTS - ARCHIVE
PRM
CLO+12
CLO+50
Agreements with the Philadelphia Gas Company including specifications, performance bonds,
labor and material and related documentation.
Appraisal: These contracts deal with the Philadelphia Gas Works and provide a history of work
done by them in the City
LA-FC-0006-
PRIVATE PAVING / BUILDING CONTRACTS

Agreements for the repaving or repairing of privately owned driveways, as well as building
agreements. Included are specifications, performance bonds, labor and materials bonds,
affidavits and related documents.
Appraisal: Retention required by "statute of repose."
LA-FC-0007-
PROFESSIONAL SERVICES CONTRACTS

Agreements between the City and a service provider for personnel or unique services. File
includes a copy of the contract, payment records, evaluations, bonds, and other related
documents.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 4
Department ID
Department Name
/LAW/CGCO/RE/ Real Estate

Series ID
Description
LA-
LAW - CORPORATE GROUP - COMMERCIAL LAW
LA-RE-
REAL ESTATE
LA-RE-0001-
PROPERTY LEASES - HOLD ON SITE
Confidential
Vital
Total
Retention
Requirement
CLO+4
PRM
PRM
Leases of properties in Philadelphia where a City or City related agency is a party. File includes
the final copy of the lease and amendments to it, copies of Title 6 documents, drafts of the lease
for reference, title issues and easements and related correspondence.
Appraisal: Based on the Statute of Limitations for breach of contracts.
LA-RE-0002-
AGREEMENTS OF SALE - ARCHIVE

Agreements made on sale of City properties that are being developed, sales of properties
auctioned off where a legal issue arises and the sale of vacant properties. File contains
ordinances or resolutions to sell, deed drafts, amendments and related documents.
Appraisal: Many of these records of City properties have historical data about why they were
sold and to whom.
LA-RE-0003-
DEVELOPMENT FILES - ARCHIVE

Properties where the City or a City related agency is a party and wants the leaseholder to
develop the property. File includes developments plans, environmental reports, appraisals, cost
analysis, construction contracts, legal opinions and related documents.
Appraisal: These records provide background information on City owned properties and
document the history of their development
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 5
Department ID
Department Name
/LAW/CGCO/RE/ Real Estate

Series ID
Description
LA-RE-0004-
DOCUMENT RECORDING FILES - HOLD ON SITE
Confidential
Vital
Total
Retention
Requirement
REF
Responses to citizen inquiries and complaints about the document recording process that takes
place in the Department of records. File includes original inquiry and complaint, statutory
summaries, research documents, copies of applicable laws, resulting opinions and related
correspondence.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 6
Department ID
Department Name
/LAW/CGHH/
Corporate Group - Health and Human Services

Series ID
Description
LA-
CORPORATE GROUP - HEALTH AND HUMAN SERVICES
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 7
Department ID
Department Name
/LAW/CGHH/HE/ Health
Series ID
Description
LA-
LAW - CORPORATE GROUP - HEALTH AND HUMAN SERVICES
LA-HE-
HEALTH
LA-HE-0001-
MENTAL HEALTH APPEAL CASES - CONFIDENTIAL
Total
Retention
Requirement
Confidential
Vital
CLO+6
CLO+6
Appeals of Mental Health Orders from Family Court or Dependency Court to higher State courts.
File includes notice of appeal, appellate briefs, final decision and order and related
correspondence.
LA-HE-0002-
LEAD PAINT ABATEMENT CASES

Cases where lead hazards have been abated in homes, commercial properties and other
environments.
Retention based on Statute of Limitations for appeal of such cases. Series added 3/14/04
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 8
Department ID
Department Name
/LAW/CGHH/HS/ Human Services

Series ID
Description
LA-
LAW - CORPORATE GROUP - HEALTH AND HUMAN SERVICES
LA-HS-
HUMAN SERVICES
LA-HS-0001-
DEPENDENCY CASE FILES - CONFIDENTIAL
Total
Retention
Requirement
Confidential
Vital
CR+21
CLO+6
Legal actions in support of Department of Human Services intervention into a family to place
children with a guardian. Includes petitions, restraining orders, subpoenas, attorney notes and
disposition review orders.
Appraisal: The Juvenile Act, Section 42, 6301f requires that these cases be reviewed every six
months until closed, and that they be maintained until the youngest child becomes an adult (age
21)
LA-HS-0002-
TERMINATION OF PARENTAL RIGHTS - CONFIDENTIAL

Actions taken to terminate the rights of parents to have custody or visit their children. Includes
petitions, notices to parents, birth and death certificates, decrees, notes of testimony, affidavits of
search, exhibits, pleadings, motions and disposition reports.
Appraisal: Based on Statute of Limitations for appeal of such cases
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 9
Department ID
Department Name
/LAW/CGRA/
Corporate Group - Regulatory Affairs

Series ID
Description
LA-
CORPORATE GROUP - REGULATORY AFFAIRS
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 10
Department ID
Department Name
/LAW/CGRA/EN/ Environmental
Series ID
Description
LA-
LAW - CORPORATE GROUP - REGULATORY AFFAIRS
LA-EN-
ENVIRONMENTAL
LA-EN-0001-
ENVIRONMENTAL PROTECTION CASE FILES
Confidential
Vital
Total
Retention
Requirement
CLO+6
Records of environmental improvement initiatives originating with a lawsuit against a polluter.

File includes a copy of the original lawsuit, EPA regulations, attorney notes, final settlement
agreement and reports on inspections performed to insure compliance.
Prior to disposal, review by appropriate attorney required re possible hazardous materials. If
there are such materials, retain indefinitely.
LA-EN-0002-
ENVIRONMENTAL INVESTIGATIONS
CLO+5
Investigations by City agencies of possible environmental hazards that can lead to City Council
Ordinances to correct the situation. File includes initial correspondence describing the problem,
research data, meeting notes, proposed legislation, public hearing notes of testimony and a final
signed ordinance.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 11
Department ID
Department Name
/LAW/CGRA/GA/ Gas
Series ID
Description
LA-
LA-GA-
GAS
LA-GA-0001-
GAS WORKS TRANSACTION FILES - ARCHIVE
Confidential
Vital
Total
Retention
Requirement
PRM
Records of transactions between the City, Philadelphia Gas Works and Philadelphia Facilities
Management Corporation when a problem or dispute occurs. Includes copies of briefs, orders,
testimony, board minutes, contracts and correspondence that often contain policy making
decisions.
Appraisal: Retention based on unit's administrative needs. These records have archival value
since they contain board minutes and policy making decisions.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 12
Department ID
Department Name
/LAW/CGRA/HO/ Housing
Series ID
Description
LA-
CORPORATE GROUP - REGULATORY AFFAIRS
LA-HO-
HOUSING
LA-HO-0001-
HOUSING DEVELOPMENT CONTRACTS - EVENT DATE REQUIRED
Confidential
Vital
Total
Retention
Requirement
AUD+3
EVENT IS FUNDING AGENCY AUDIT

Contract records for which City Office of Housing and Community Development is a signatory.
File includes community development block grants programs funded Federally and by the State,
copies of the contract and related documents.
Appraisal: Contracts are needed to account for projects funded by block grants and may be
audited by the funding authority.
LA-HO-0002-
COMMUNITY DEVELOPMENT LITIGATION - HOLD ON SITE
CLO+3
Legal advice given to Office of Housing and Community Development. File includes copies of
complaints, exhibits and supporting documents, notes of testimony and case disposition
information.
Complete copies of trial files are maintained in the Commercial Litigation Section
LA-HO-0003-
SPECIAL HOUSING PROJECTS - EVENT DATE REQUIRED
ACT+15
EVENT IS REPAYMENT OF FUNDS TO OHCD

Housing projects initiatives including float loan projects, urban development action grants and
other financing initiatives undertaken by the Office of Housing and Community Development.
Records may include financial agreements, contracts and amendments.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 13
Department ID
Department Name
/LAW/CGRA/HO/ Housing
Series ID
Description
LA-HO-0004-
MOVE SETTLEMENT FILES - ARCHIVE
Confidential
Vital
Total
Retention
Requirement
PRM
Settlement agreements relating to individual properties affected by the 1985 confrontation and
resultant fire in the Osage Avenue and Pine Street area of West Philadelphia. File includes
warranties, agreement terms, correspondence and related documentation of the rebuilding.
LA-HO-0005-
FUNDING CONFLICT OF INTEREST
CLO+5
Records relating to inquiries about conflicts of interest in the funding of housing projects by either
City or quasi-City employees. Included are investigative reports, findings, related
correspondence and resolution documents.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 14
Department ID
Department Name
/LAW/CGRA/ST/ Streets
Series ID
Description
LA-
LA-ST-
STREETS
LA-ST-0001-
PUBLIC UTILITIES COMMISSION ORDERS - ARCHIVE
Confidential
Vital
Total
Retention
Requirement
PRM
Final judicial decisions on a Public Utilities Commission inquiry into utility company rate
increases and maintenance agreements between them and the City.
LA-ST-0002-
PUBLIC UTILITIES COMMISSION CASE FILES - HOLD ON SITE
CLO+3
Reimbursement agreements with utility companies resulting from the settlement of a dispute.
Includes original complaint, discovery information and transcripts of testimony, PUC orders, final
decision and related documents.
LA-ST-0003-
ACCESS VIOLATION FILES - HOLD ON SITE
SUP
All encroachments that affect the public right of way such as street closures, building extensions,
sidewalk cafes, poles or signs which result in agreements with the Streets Department and may
cause changes in City plans.
LA-ST-0004-
FEDERAL FUNDING AGREEMENTS - EVENT DATES REQUIRED - HOLD

ON SITE
ACT+3
EVENT IS COMPLETION OF PROJECT AND FEDERAL AUDIT

Contractual agreements and related documentation between the Federal Highway Administration
and the Streets Department for highway and bridge construction.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 15
Department ID
Department Name
/LAW/CGRA/TR/ Transportation
Series ID
Description
LA-
LA-TR-
TRANSPORTATION
LA-TR-0001-
NON-LEASE RELATED FILES
Confidential
Vital
Total
Retention
Requirement
CLO+6
Grant agreements, Federal and State government agreements and related correspondence,
acquisition listings, easements, counseling documents, security data and related documentation
pertaining to the Division of Aviation and the Mayor Office of Transportation.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 16
Department ID
Department Name
/LAW/CGRA/WA/ Water
Series ID
Description
LA-
LA-WA-
WATER
LA-WA-0001-
RATE DISPUTE HISTORY FILES - ARCHIVE
Confidential
Vital
Total
Retention
Requirement
PRM
History of water and sewer rate increase disputes. File includes briefs, readings, research
documents, final court decisions and related correspondence.
LA-WA-0002-
PROPOSED RATE CHANGE CHALLENGES - HOLD ON SITE
CLO+1
Litigation and counseling cases involving challenges to changes in water and sewer rates.
Includes original complaint, hearing transcripts, preliminary injunctions, litigation documents,
testimony and opinion of Rate Officer, Water Commissioner opinion and court decisions.
Appraisal: These records are needed until the case is resolved (at the
highest court level it is appealed to). The actual decision documentation goes into the rate
history file for future reference.
LA-WA-0003-
WATER DEPARTMENT CLAIM FILES - HOLD ON SITE
CLO+1
All lawsuits and claims against the City for property damage, injury or vehicle damage allegedly
caused by the City Water Department or its employees
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 17
Department ID
Department Name
/LAW/CL/
Litigation Group Chair

Series ID
Description
LA-
LITIGATION GROUP CHAIR
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 18
Department ID
Department Name
/LAW/CL/AL/
Appeals and Legislation

Series ID
Description
LA-
LAW - LITIGATION GROUP CHAIR
LA-AL-
APPEALS AND LEGISLATION
LA-AL-0001-
GOVERNMENT POWER CASES - ARCHIVE
Confidential
Vital
Total
Retention
Requirement
PRM
CLO+4
CLO+4
CLO+4
Includes City Charter issues such as Mayor power to make appointments, challenges to City
authority to tax businesses and non-routine tax revenue cases. Files contain challenge
documentation, briefs, evidence, opinions and decisions.
LA-AL-0002-
STATE TORTS
Cases claiming economic loss or personal injury allegedly caused by City employee negligence.
Files include evidence, briefs, opinions and appeals.
LA-AL-0003-
ADMINISTRATIVE LAW APPEALS

Files on appeals to or from administrative agencies for cases not contained n any other category
in the schedule
LA-AL-0004-
CIVIL RIGHTS CASE FILES - CONFIDENTIAL
Cases involving voting rights, constitutional challenges to City policies, appeals on discrimination
or equal employment opportunity commission cases or any other alleged civil rights violation
issue. Files contain evidence, briefs, opinions, decisions and related documentation.
Note: Case is closed when all appeals exhausted.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 19
Department ID
Department Name
/LAW/CL/AL/
Appeals and Legislation

Series ID
Description
LA-AL-0005-
EMPLOYMENT INDEMNIFICATION CASES - CONFIDENTIAL
Confidential
Vital
Total
Retention
Requirement
CLO+4
Lawsuits files against City by current or former City employees due to firings, pension claims, on
the job injuries or other disputes. File contains evidence, legal research, briefs, notes of
testimony and decisions.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 20
Department ID
Department Name
/LAW/CL/CL/
Commercial Litigation
Series ID
Description
LA-
LAW - LITIGATION GROUP
LA-CL-
COMMERCIAL LITIGATION
LA-CL-0001-
CONTRACTUAL LITIGATION CASES
Confidential
Vital
Total
Retention
Requirement
CLO+4
CLO+1
CLO+5
PRM
Suits filed by or against parties having contracts or submitting bids with the City. File contains
court pleadings, evidence, transcripts of testimony, legal research, court orders, opinions, legal
briefs and decisions.
LA-CL-0002-
CONTRACTUAL NON-LITIGATION FILES - HOLD ON SITE

Claims by or against parties contracting with the City or involving bidding disputes which are
either unfounded or settled without legal action. File includes documentary evidence, research,
related correspondence and final decision.
LA-CL-0003-
ENVIRONMENTAL CASES
Claims brought against City by individuals for damages caused by exposure to hazardous
materials or by Federal or State agencies for costs of cleaning up landfills, spills or discharge of
pollutants. Includes evidence, research, analytical reports, opinions and court orders.
LA-CL-0004-
CONDEMNATION AND LAND DAMAGE CASES - ARCHIVE
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 21
Department ID
Department Name
/LAW/CL/CL/
Commercial Litigation
Description
Series ID
Confidential
Vital
Total
Retention
Requirement
Proceedings by City to acquire real estate for public use such as for buildings or roads, and
subsequent lawsuits by property owners seeking compensation for such acquisition. File
includes evidence, research, briefs, court orders and related correspondence.
Archive since records provide background information on how properties were acquired by City
and protect City in case of future problems with the acquired real estate.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 22
Department ID
Department Name
/LAW/EN/
Enforcement
Series ID
Description
LA-
ENFORCEMENT
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 23
Department ID
Department Name
/LAW/EN/CE/
Code Enforcement
Series ID
Description
LA-
LAW - ENFORCEMENT
LA-CE-
CODE ENFORCEMENT
LA-CE-0001-
MUNICIPAL COURT VIOLATION CASES - HOLD ON SITE
Confidential
Vital
Total
Retention
Requirement
CLO+3
Cases resulting from violations of Licenses and Inspections or Health Department codes. File
includes complaint, notice of judgment, correspondence relating to collections and disposition.
LA-CE-0002-
COLLECTION REPORTS - EVENT DATE REQUIRED - HOLD ON SITE
AUD+1
EVENT IS CITY CONTROLLER AUDIT

Reporting of fines collected for Licenses and Inspections or Health Department code violations,
including court costs, monthly accounting reports and Revenue receipts.
LA-CE-0003-
EQUITY CASE FILES
CLO+4
Civil complaints and prosecutions for noncompliance by business and property owners with City
codes or regulations (i.e. Fire, Health, Licenses and Inspections). Includes departmental
requests for legal action, violation notices, inspection reports, notes of testimony, petitions, court
orders and decisions.
LA-CE-0004-
EQUITY CASE LISTINGS - EVENT DATE REQUIRED - HOLD ON SITE
ACT+5
EVENT IS CLOSURE OF LAST CASE ENTERED

List of all equity cases by name, court term, case number and type of case. Includes attorney
name, activity updates, date of assignment and final disposition.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 24
Department ID
Department Name
/LAW/EN/CE/
Code Enforcement
Series ID
Description
LA-CE-0005-
ADMINISTRATIVE APPEALS - HOLD ON SITE
Confidential
Vital
Total
Retention
Requirement
CLO+2
Appeals to City boards from business owners who disagree with notice of violation or denial of a
permit. File contains copy of notice of appeal, application for variances, notes of testimony, Tax
Review Board decision, court appeals, briefs and court determinations.
LA-CE-0006-
COURT APPEALS - HOLD ON SITE
CLO+2
Appeals by business owners to either Municipal or Common Pleas Courts for code violations or
denials of a permit when administrative appeals have been unsuccessful. File contains code
enforcement complaints, court disposition sheet, petitions, pleadings and court decisions.
LA-CE-0007-
BAIL FILES - CONFIDENTIAL - HOLD ON SITE
CLO+2
List of criminal cases in which bail is sued out (reduced to civil judgment) because defendant
failed to pay. Includes master list, order to sue out, defendant petition not to pay bail and final
court order.
LA-CE-0008-
ZONING APPEAL FILES
CLO+5
Records of appeals of zoning decisions by Department of Licenses and Inspections. File

includes copy of Licenses and Inspections record of appeal, violation notice, and request to Chair
of Zoning Board for disposition, fact findings, briefs, notes of testimony, neighborhood petitions,
Zoning Board decisions, appeal decisions and related correspondence.
Note: Some of these records are maintained in Licenses and Inspections.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 25
Department ID
Department Name
/LAW/GT/
Claims - General Trials

Series ID
Description
LA-
LAW
LA-GT-
CLAIMS - GENERAL TRIALS
LA-GT-0001-
CITY LIABILITY CASES
Confidential
Vital
Total
Retention
Requirement
CLO+7
Claims against City for injuries, water main breaks, damage by City vehicles or demolition of
property. Includes investigation and discovery, related correspondence, motions, case
summaries, recommendation of settlement, awards and verdicts.
Retention based on Statute of Limitations for injury cases which is six years.
LA-GT-0002-
CASE PAYMENT VOUCHERS - EVENT DATE REQUIRED - HOLD ON SITE
AUD+1
EVENT IS CITY CONTROLLER AUDIT

Records specify amount of money required to settle a lawsuit against City.
LA-GT-0003-
CASE HISTORY INDEX - HOLD ON SITE
PRM
Card file of open and closed cases with a summary of each case, parties involved, status and
disposition.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 26
Department ID
Department Name
/LAW/SL/
Special Litigation
Series ID
Description
LA-
SPECIAL LITIGATION
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 27
Department ID
Department Name
/LAW/SL/EM/
Employment
Series ID
Description
LA-
LAW - SPECIAL LITIGATION
LA-EM-
EMPLOYMENT
LA-EM-0001-
CONSENT DECREE CASES - CONFIDENTIAL
Total
Retention
Requirement
Confidential
Vital
CLO+7
CLO+5
CLO+7
Employment related class action lawsuits, such as violations of the Americans with Disabilities
Act or Equal Employment Opportunities guidelines. File includes pleadings, motions, legal
research, appeals, evidence, court orders, depositions, transactions, court decision and judgment
and related documentation.
LA-EM-0002-
UNEMPLOYMENT COMPENSATION CASES - CONFIDENTIAL

Appeals of denials or approvals of unemployment benefits filed by either a City employee or the
City, which can go to State Unemployment Board.
Retention based on fact plaintiffs often initiates retaliation claims after decisions go against them.
LA-EM-0003-
EQUAL EMPLOYMENT OPPORTUNITY VIOLATIONS - CONFIDENTIAL

Cases involving alleged violations of employee constitutional rights such as discrimination
because of sex, age, ethnic or racial group or sexual harassment suits. File includes pleadings,
motions, research, evidence, depositions, decisions and related correspondence.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 28
Department ID
Department Name
/LAW/SL/LA/
Labor
Series ID
Description
LA-
LAW - SPECIAL LITIGATION
LA-LA-
LABOR
LA-LA-0001-
LABOR RELATED CASES - CONFIDENTIAL
Confidential
Vital
Total
Retention
Requirement
CLO+9
Cases files with the American Arbitration Association, Pennsylvania Labor Relations Board or the
Civil Service Commission involving contract disputes, pension denials or unfair labor practices.
File includes pleadings, notes of testimony, research, evidence, decisions, awards and related
correspondence.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 29
Department ID
Department Name
/LAW/TX/
Tax Unit
Series ID
Description
LA-
TAX UNIT
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 30
Department ID
Department Name
/LAW/TX/ML/
Mass Litigation
Series ID
Description
LA-
LAW - TAX UNIT
LA-ML-
MASS LITIGATION
LA-ML-0001-
USE AND OCCUPANCY CASE FILES
Confidential
Vital
Total
Retention
Requirement
CLO+6
Records of businesses with outstanding Use and Occupancy taxes or fines. Includes
notifications from the Revenue Department, continuances, determinations, judgments, settlement
agreements, payment records and related correspondence.
Retention based on Section 502 of City Code 19-5-02.
LA-ML-0002-
CO-COUNSEL CASES - HOLD ON SITE
CLO+2
Cases referred to outside collection agencies to enforce compliance with judgments, fines and
taxes.
LA-ML-0003-
BUSINESS NON-FILER CASES
CLO+6
Cases in which businesses that have not filed business tax returns are identified and pursued.
File includes Revenue Department notifications, related correspondence, continuances,
determinations, judgments, settlements and payment records.
Retention based on Section 502 of City Code.
LA-ML-0004-
WATER REVENUE COLLECTION CASES
CLO+6
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 31
Department ID
Department Name
/LAW/TX/ML/
Mass Litigation
Description
Series ID
Confidential
Vital
Total
Retention
Requirement
Cases in which delinquent water bill payers are referred by the Water Revenue Department for
collection. File includes notifications, related correspondence, continuances, determinations,
judgments, settlements and payment agreements
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 32
Department ID
Department Name
/LAW/TX/TE/
Tax Enforcement
Series ID
Description
LA-
LAW - TAX UNIT
LA-TE-
TAX ENFORCEMENT
LA-TE-0001-
REAL ESTATE TAX COLLECTION AND SEQUESTRATION CASES CONFIDENTIAL
Confidential
Vital
Total
Retention
Requirement
CLO+6
Municipal Court statements of claims against taxpayers to collect delinquent real estate taxes.
File includes copies of claim statements and/or sequestration petitions, settlement agreements,
payment records, disposition sheets and related correspondence.
Retention base don Section 502 of City Code 19-5-02.
LA-TE-0002-
SHERIFF SALE HISTORY CARDS - HOLD ON SITE
CLO+10
Summary of Sheriff sale of property. Card contains property address, date property was listed for
sale, sale date and certification number.
Note: These records are retained permanently by the Sheriff's Office.
LA-TE-0003-
SHERIFF SALE CASES
CLO+10
Litigation data relating to collection of delinquent real estate taxes or other municipal claims
against property owners whose homes have been sold or are going to be sold at Sheriff sale.
File contains title search, petition and rule, decrees, affidavits, returns receipts and related
correspondence.
Note: Sheriff Office retains part of these records permanently.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 33
Department ID
Department Name
/LAW/TX/TE/
Tax Enforcement
Series ID
Description
LA-TE-0004-
REAL ESTATE TAX APPEALS
Confidential
Vital
Total
Retention
Requirement
CLO+5
Appeals of real estate tax assessments by Board of Revision of Taxes. File contains appraisals
by Board, pleadings, briefs, court decision and related correspondence.
LA-TE-0005-
TRANSFER TAX CASES
CLO+5
Appeals to Tax Review Board for determination on real estate transfer taxes. File contains
pleadings, appraisal, agreement of sale copy, final decision and related correspondence.
LA-TE-0006-
USE AND OCCUPANCY TAX CASES
CLO+6
Appeals to Tax Review Board for determination of amount of tax owed for a business or tenant
occupying a building. File includes pleadings, briefs, decisions and related correspondence.
Retention based on Section 502 of City Code 19-5-02
LA-TE-0008-
BUSINESS TAX COLLECTION CASES
CLO+8
CLO+6
Common Pleas and Municipal Court cases in which City is seeking a judgment to collect on taxes
owed the City by delinquent taxpayers. File includes court orders, motions, supporting bills, court
decision, payment records and related correspondence.
LA-TE-0009-
TAX REVIEW BOARD APPEALS

Representation of City on appeals of Tax Review Board decisions on nonpayment of taxes. File
includes taxpayer petition, audit report, legal research, evidence, notes of testimony, court
decision and settlement and related correspondence.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 34
Department ID
Department Name
/LAW/TX/TE/
Tax Enforcement
Series ID
Description
LA-TE-0010-
BANKRUPTCY CASES - CONFIDENTIAL
Confidential
Vital
Total
Retention
Requirement
CLO+10
Referral sheet - transmittal notice - advising Revenue Department of bankruptcy status of a

business in order to cease tax collection action. File includes proof of claim, pleadings, notices,
reorganization plans, payment disbursement plans, payment disbursement log, discharge notice
from bankruptcy court and notice to Revenue of bankruptcy lifting.
LA-TE-0011-
LIQUOR LICENSE COMPLIANCE CASES
CLO+8
Cases involving liquor serving establishments delinquent in tax payments. File includes
delinquent tax printouts, investigative reports, self-assessed tax liens, judgments, agreements,
license revocations, copies of applications from liquor serving establishments requesting transfer
of license to a different location or owner and related correspondence. File may also include
correspondence with Health, Police and Licenses and Inspections departments regarding
reasons for opposition to transfer, petitions from community groups, investigative reports and a
letter to State Liquor Control Board either approving or opposing transfer.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
April 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
Page 35

City of Philadelphia / Dept. of Records: Record Series Report - LAW DEPARTMENT

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City of Philadelphia / Dept. of Records: Record Series Report - LAW DEPARTMENT

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CITY OF PHILADELPHIA / DEPT.

LAW DEPARTMENT- ADMINISTRATIVE

8.LEGAL ADMINISTRATIVE FILES

April 24, 2009

Corporate Group - Commercial Law

CORPORATE GROUP - COMMERCIAL LAW

April 24, 2009

/LAW/CGCO/FC/ Finance and Contracts

LAW - CORPORATE GROUP - COMMERCIAL LAW

FINANCE AND CONTRACTS

AIRPORT CONTRACT FILES

ENCROACHMENT FILES - EVENT DATE REQUIRED - HOLD ON SITE

CITY PLAN REVISIONS - EVENT DATE REQUIRED - HOLD ON SITE

April 24, 2009

/LAW/CGCO/FC/ Finance and Contracts

CURB SETTER BONDS - EVENT DATE REQUIRED - HOLD ON SITE

EVENT IS EXPIRATION OF BOND

GAS WORKS CONTRACTS - ARCHIVE

PRIVATE PAVING / BUILDING CONTRACTS

PROFESSIONAL SERVICES CONTRACTS

April 24, 2009

/LAW/CGCO/RE/ Real Estate

LAW - CORPORATE GROUP - COMMERCIAL LAW

PROPERTY LEASES - HOLD ON SITE

AGREEMENTS OF SALE - ARCHIVE

DEVELOPMENT FILES - ARCHIVE

April 24, 2009

/LAW/CGCO/RE/ Real Estate

DOCUMENT RECORDING FILES - HOLD ON SITE

April 24, 2009

Corporate Group - Health and Human Services

CORPORATE GROUP - HEALTH AND HUMAN SERVICES

April 24, 2009

LAW - CORPORATE GROUP - HEALTH AND HUMAN SERVICES

MENTAL HEALTH APPEAL CASES - CONFIDENTIAL

LEAD PAINT ABATEMENT CASES

April 24, 2009

/LAW/CGHH/HS/ Human Services

LAW - CORPORATE GROUP - HEALTH AND HUMAN SERVICES

DEPENDENCY CASE FILES - CONFIDENTIAL

TERMINATION OF PARENTAL RIGHTS - CONFIDENTIAL

April 24, 2009

Corporate Group - Regulatory Affairs

CORPORATE GROUP - REGULATORY AFFAIRS

April 24, 2009

LAW - CORPORATE GROUP - REGULATORY AFFAIRS

ENVIRONMENTAL PROTECTION CASE FILES

Records of environmental improvement initiatives originating with a lawsuit against a polluter.

April 24, 2009

LAW - CORPORATE GROUP - REGULATORY AFFAIRS

GAS WORKS TRANSACTION FILES - ARCHIVE

April 24, 2009

CORPORATE GROUP - REGULATORY AFFAIRS

HOUSING DEVELOPMENT CONTRACTS - EVENT DATE REQUIRED

EVENT IS FUNDING AGENCY AUDIT

COMMUNITY DEVELOPMENT LITIGATION - HOLD ON SITE

SPECIAL HOUSING PROJECTS - EVENT DATE REQUIRED

EVENT IS REPAYMENT OF FUNDS TO OHCD

April 24, 2009

MOVE SETTLEMENT FILES - ARCHIVE

FUNDING CONFLICT OF INTEREST

April 24, 2009

LAW - CORPORATE GROUP - REGULATORY AFFAIRS