CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - BOARD OF PENSIONS AND RETIREMENT
Department ID

Department Name

/PR/

Pensions and Retirement, Board of

Series ID

Description

PR-

BOARD OF PENSIONS AND RETIREMENT

Confidential

Vital

Total
Retention
Requirement

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SUP=Superseded

March 24, 2009

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

/PR/IN/

Investment
Series ID

Description

PR-

PENSIONS AND RETIREMENT BOARD

PR-IN-

INVESTMENT

PR-IN-0003-

REAL ESTATE INVESTMENTS

Confidential

Vital

Total
Retention
Requirement

CR+6

Contracts, closing documents, correspondence, reports, appraisals, audits, capital

calls/distributions, portfolio investments, litigation, tax information, mortgage/loan information and
other records pertinent to individual real estate investments.

PR-IN-0004-

ALTERNATIVE INVESTMENTS

CR+6

Contracts, closing documents, correspondence, reports, audits, capital calls/distributions,

portfolio investments, litigation, tax information and other records pertinent to individual
alternative investments.

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SUP=Superseded

March 24, 2009

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

/PR/IN/

Investment
Series ID

Description

PR-IN-0005-

MONEY MANAGER FILES - EVENT DATE REQUIRED

Confidential

Vital

Total
Retention
Requirement

ACT+6

EVENT IS TERMINATION OF MANAGER

Contracts (including amendments and extensions), correspondence, and reports pertaining to
money managers.

PR-IN-0006-

ACTIVE MONEY MANAGER FILES

CR+6

Quarterly reports for active managers.

PR-IN-0007-

CONSULTANTS AND OTHER SERVICE PROVIDERS

CLO+6

Contracts, correspondence, and reports pertaining to the consultants and other service providers
for the real estate, alternative investment and money manager portfolios.

PR-IN-0008-

CUSTODIAN FOR FUND FILES

CLO+6

Contracts, correspondence, and financial reports pertaining to accounting, custody and

safekeeping of the fund's assets.

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SUP=Superseded

March 24, 2009

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

/PR/MB/

Membership / Benefits
Series ID

Description

PR-

PENSIONS AND RETIREMENT

PR-MB-

MEMBERSHIP / BENEFITS

PR-MB-0001-

NON-MEMBER DATA - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

SEP+2

Records pertaining to employees who are not eligible to participate in the City of Philadelphia
Public Employees' Retirement System, such as temporary and seasonal employees and
members of boards and commissions. Records consist of reports of appointment and
separation.

PR-MB-0002-

MEMBER PENSION DATA - CONFIDENTIAL - SEE FULL DESCRIPTION

FOR RETENTION

HOLD ON SITE ONE YEAR AFTER MICROFILMING THEN TRANSFER PAPER RECORDS TO
CITY RECORDS CENTER FOR FIVE YEARS. MICROFILM TO BE HELD PERMANENTLY
Records pertaining to participating members, both active and retired, of the City of Philadelphia
Public Employees' Retirement System. Records include the report of appointment, promotions
or demotions, beneficiary designation, pension credit requests, transfer records, report of
separation and related correspondence.

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

March 24, 2009

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

/PR/PP/

Pension Payroll
Series ID

Description

PR-

PENSIONS AND RETIREMENT

PR-PP-

PENSION PAYROLL

PR-PP-0001-

PENSION PAYROLL - CONFIDENTIAL

Confidential

Vital

Total
Retention
Requirement

PRM

Retirees authorization to deposit monthly pension checks into their bank accounts. File contains
the retiree social security number, pension number, name, address, account number, a copy of a
cancelled or voided check for proof of account number, type of account (checking or savings)
and signature.

PR-PP-0002-

DIRECT DEPOSIT PRINTOUTS - CONFIDENTIAL - HOLD ON SITE

CR+1

Proof of deposit of pensioner checks maintained alphabetically by name and giving the bank
account number, date deposited, pension number, bank ID number and type of account receiving
deposit.

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

March 24, 2009

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

/PR/PP/

Pension Payroll
Series ID

Description

PR-PP-0003-

PAYROLL UPDATES - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

SUP

Changes to retiree address, withholding tax deductions or beneficiary designation. These are
maintained electronically and filed by employee number, showing the date changes were made
and by whom.

PR-PP-0004-

RETIREE PAYROLL RECORDS - EVENT DATE REQUIRED - HOLD ON

SITE

AUD+1

EVENT IS CITY CONTROLLER AUDIT

Payroll registers for retired employees issued monthly and distributed to the City Controller,
Treasurer, and Finance Director, which includes such information as direct deposits and checks
issued. Forms 95-55

PR-PP-0005-

INTERNAL REVENUE SERVICE RECORDS - HOLD ON SITE

CR+7

Copies of form 1099 (Notice to Retirees and Survivors of Annual Benefit and Federal Taxes
Withheld) with related correspondence.

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

March 24, 2009

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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