CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - GAS COMMISSION
Department ID

Department Name

/GAS/

Gas Commission
Series ID

Description

GC-

Gas Commission

GC-XX-

All series

GC-XX-0001-

COMPLIANCE

Confidential

Vital

Total
Retention
Requirement

CY+3

Subject files related to compliance with a Gas Commission order, directive, or other requirement.
Appraisal: Records are usually submitted to demonstrate compliance with one-time and/or
ongoing requirements expressed most often in an order of the Gas Commission. Given that the
records will reflect regular re-examination of compliance requirements, the Gas Commission has
need to retain only three years worth of compliance records.

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SUP=Superseded

April 15, 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

/GAS/

Gas Commission
Series ID

Description

GC-XX-0002-

CUSTOMER SERVICE APPEALS

Confidential

Vital

Total
Retention
Requirement

CLO+5

Records related to a service related complaint or inquiry which results in the filing of a written
appeal from findings by the Philadelphia Gas Works (PGW) Customer Review Unit. This type of
record reflects individual adjudication of rights and responsibilities. Records usually begin with a
complaint by a customer and may include hearing transcripts, exhibits, meter testing records,
settlement agreements, and recommended decisions.
Appraisal: The Gas Commission has little need to refer to appeals beyond five years.

GC-XX-0003-

CUSTOMER SERVICE COMPLAINTS

CLO+4

Customer service complaints submitted in writing to the Gas Commission, which may include
related correspondence, meter testing records, and a written report of findings by the PGW
Customer Review Unit.
Appraisal: Complaints are generally resolved (i.e., responded to) within a short amount of time.
Although resolved, an appeal may be filed, which would result in the creation of an appeal file.
After four years, the Gas Commission has very little need to refer to complaints.

GC-XX-0004-

CUSTOMER SERVICE INTAKE LOGS

CY+1

Records of phone contacts and walk-in customer service requests.

Appraisal: These records contain very little information. Only if a phone contact or walk-in is
significant would a customer service complaint be filed, resulting in the creation of a complaint
file.

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SUP=Superseded

April 15, 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

/GAS/

Gas Commission
Series ID

Description

GC-XX-0005-

LEGAL ADVISORY

Confidential

Vital

Total
Retention
Requirement

CY+3

The Gas Commission employs diverse methods whereby it obtains advice from both the Law
Department and other legal counsel concerning filings or other matters of interest or concern.
The advice may pertain to the business of regulatory governance and may include memoranda,
issues grids and matrices, draft motions, meeting notes, and scripts.
Appraisal: After three years, legal issues would need to be revisited because of the change in
regulatory or statutory environment as well as changes in the Gas Commission's legal
representation.

GC-XX-0006-

LITIGATION

CLO

Copies of records that support litigation involving the Gas Commission, including legal
correspondence and reports.
Appraisal: The Law Department retains the most complete case file with originals of all
supporting documents. The Gas Commission merely maintains copies of records, and has no
need for them once the case has been closed.

GC-XX-0007-

PROCEEDINGS

CLO+6

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

April 15, 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

/GAS/

Gas Commission
Description

Series ID

Confidential

Vital

Total
Retention
Requirement

The Gas Commission employs various procedural devices to accomplish its review of a filing or
issue depending on its needs, including a Committee of One, a Committee of the Whole, a
Hearing Examiner, or a Special Master. The purpose is to develop a record upon which the Gas
Commission can act. Many times, but not always, a proceeding culminates with an advisory
output or formal memorandum of recommendation to the Gas Commission. Records may
include filings by PGW that a Hearing Examiner or Special Master determines are proprietary in
nature, submitted to the Gas Commission for in camera review. Due to their proprietary nature,
anyone wishing to examine these filings is required to sign a protective agreement.
Note: Proprietary filings are confidential
Appraisal: The Gas Commission has a need to refer to certain proceedings, especially those
involving the PGW budget and rate adjustments, for a number of years. After six years, though,
this need is significantly reduced.

GC-XX-0008-

SEALED BID ADVISORIES

CY+2

Notices from PGW advising the Gas Commission of sealed bid openings.
Appraisal: There is no need for these bid advisories after two years.

GC-XX-0009-

TECHNICAL AND ADMINISTRATIVE ADVISORY

CY+3

The Gas Commission employs diverse methods to obtain advice and counsel from
knowledgeable staff or "quasi-staff" sources concerning filings or other matters of interest or
concern. These records may be prepared by consultants and/or providers of professional
services; city employees that do not work as Gas Commission staff (such as alternate
Commissioners from the Office of the City Controller or persons from the City Council Technical
Staff); or PGW employees on permanent assignment at the Gas Commission as its staff. The
advice may pertain to the business of regulatory governance and may include memoranda,
issues grids and matrices, draft motions, meeting notes, and scripts.
Appraisal: After three years, issues would need to be revisited because of the change in
regulatory or statutory environment as well as changes in the Gas Commission's advisors.

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

April 15, 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