CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - MAYOR'S OFFICE OF COMMUNITY SERVICES
Department ID

Department Name

/MOCS/

Mayor's Office of Community Services

Series ID

Description

MC-

MAYOR'S OFFICE OF COMMUNITY SERVICES

Confidential

Vital

Total
Retention
Requirement

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SUP=Superseded

April 16, 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

/MOCS/CO/

Contracts
Series ID

Description

MC-

MAYOR OFFICE OF COMMUNITY SERVICES

MC-CO-

CONTRACTS

MC-CO-0001-

BENCHMARK PROJECT FILES - EVENT DATE REQUIRED - HOLD ON

SITE

Confidential

Vital

Total
Retention
Requirement

AUD+3

EVENT IS CITY CONTROLLER'S AUDIT

Files of various programs and initiatives funded by the City and or State Department of
Community and Economic Development, which include a description of project, approval of
allocation of resources, minutes of board meetings, copies of agency annual report and related
correspondence

MC-CO-0002-

COMMUNITY SERVICE BLOCK GRANT FILES - EVENT DATE

REQUIRED - HOLD ON SITE

ACT+2

EVENT IS END OF GRANT

Information maintained on grants funded by the State to carry out Community Services projects,
including the Request for Proposal, a work plan description, job descriptions of staff hired with
such funds, project budgets, quarterly expenditure and monitoring reports and related
correspondence

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SUP=Superseded

April 16, 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

/MOCS/ED/

Economic Development
Series ID

Description

MC-

MAYOR OFFICE OF COMMUNITY SERVICES

MC-ED-

ECONOMIC DEVELOPMENT

MC-ED-0001-

MARKETING AND PUBLIC RELATIONS OUTREACH FILES - EVENT

DATE REQUIRED - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

AUD+3

EVENT IS COMPLETION OF STATE AND FEDERAL AUDIT

Contacts with marketing agencies to provide public outreach services to communities in the
Empowerment Zone. Includes distribution information, invoices, terms of contract, special event
information and related documents

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SUP=Superseded

April 16, 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

/MOCS/EM/

Empowerment Zone
Series ID

Description

MC-

MAYOR OFFICE OF COMMUNITY SERVICE

MC-EM-

EMPOWERMENT ZONE

MC-EM-0001-

NON-PROFIT CONTRACTS - EVENT DATE REQUIRED - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

AUD+3

EVENT IS CITY CONTROLLER AUDIT

Contracts with non-profit community-based organizations to assist with establishing and keeping
neighborhoods in the Empowerment Zone self-sufficient. Contain contract, Request for
Proposal, negotiation notes, site visit reports, meeting notes, provider quality reports, invoice
copies and related documents

MC-EM-0002-

FUND ALLOCATIONS - EVENT DATE REQUIRED - HOLD ON SITE

AUD+3

EVENT IS CITY CONTROLLER AUDIT

Approval of fund allocations to various organizations in the Empowerment Zone Program.
Includes copies of approvals, minutes, reports, procedures and related documents

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

April 16, 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

/MOCS/EM/

Empowerment Zone
Series ID

Description

MC-EM-0003-

BUSINESS CONTACT FILES - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+2

Correspondence with businesses requesting inclusion in the Empowerment Zone Program.

Includes application, financial information, acceptance or denial notification and related
documentation

MC-EM-0004-

COMMUNITY TRUST BOARD MINUTES - ARCHIVE

PRM

PRM

Files on board meetings composed of community representatives and mayoral appointees who
make recommendations on how to use funds. Includes proceeding minutes and agendas

MC-EM-0005-

FEDERALLY FUNDED GRANT AGREEMENT - HOLD ON SITE

Original agreement with Housing and Urban Development and State of Pennsylvania which lays
out the rules, terms and conditions by which the Empowerment Zone operates and to whom the
Empowerment Zone reports

MC-EM-0006-

PUBLICITY FILES - HOLD ON SITE

CR+2

Notices to communities, outreach groups and the media about neighborhood events such as new
business openings, newly funded projects to assist businesses and related documents

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

April 16, 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

/MOCS/FD/

Family Development
Series ID

Description

MC-

MAYOR OFFICE OF COMMUNITY SERVICES

MC-FD-

FAMILY DEVELOPMENT

MC-FD-0001-

CASE MANAGEMENT PROGRAM FILES - CONFIDENTIAL - HOLD ON

SITE

Confidential

Vital

Total
Retention
Requirement

CLO+2

CLO+4

Records of families referred to the Family Development Center from the Department of Human
Services to provide home and school visitations, teach life skills to parents, nutrition and cooking
lessons and child abuse prevention. State funded program also provides counseling to
teenagers on birth control and pregnancy, and summer lunch program with activities for children.
File contains documentation on individual families, including type of service needed and
provided, progress reports and related documentation.

MC-FD-0002-

CLIENT CASE FILES - CONFIDENTIAL

Report on families or family members requesting services from the Development Center. File
includes the intake application, assessments and evaluations, rules and regulations that both
clients and the agency must follow, release of confidential information form, referrals, name of
case manager assigned, daily progress notes, monitoring reports, recommendations and related
correspondence.

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

April 16, 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

/MOCS/FD/

Family Development
Series ID

Description

MC-FD-0003-

ADVISORY BOARD MINUTES - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Agendas and minutes from meetings of the Advisory Council for the Family Development Center,
which consists of social workers, community volunteers and client representatives who help to
develop proposals, attempt to resolve issues and make recommendations

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

April 16, 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

/MOCS/PL/

Planning
Series ID

Description

MC-

MAYOR OFFICE OF COMMUNITY SERVICES

MC-PL-

PLANNING

MC-PL-0001-

PLANNING PROJECT FILES - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+3

Proposals that become contracted programs. Include a copy of contract, monitoring reports and
evaluations, financial reports, newspaper articles on the project and related correspondence

MC-PL-0002-

WORKING PLANS - EVENT DATE REQUIRED

AUD+5

EVENT IS CITY CONTROLLER AUDIT

Grant related records for Community Service projects. Includes Request for Proposal, quarterly
and final reports and related correspondence

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

April 16, 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