PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/AD/

Administration
Series ID

Description

PJ-AD-

PRISONS - ADMINISTRATION

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

PJ-AD-0001-

PERSONNEL FILES - CONFIDENTIAL - EVENT DATE REQUIRED

(continued from previous page)

EVENT IS EMPLOYEE SEPARATION

Includes work performance information, evaluations, disciplinary actions and related documents.

PJ-AD-0002-

CLASSIFICATION, MOVEMENT & REGISTRATION FILES

(continued from previous page)

Includes classification forms, discharges, commitments, clothes docket and clothing issue cards,
disposition sheets, cardex data, articles received, index cards, mail cards, block cards, warrant
receipts, punishment records. Includes identification summary data and photographs. Includes
detention and sentenced prisoner history, conduct reports, visiting data, inmate passes and related
information.

SEP+7

CLO+10

Closed = Inmate discharge, transfer or death

(Was previously PJ-XX-0001, 0009, 0011, 0012, 0013, 0017, 0018)
CR+4

PJ-AD-0003-

SHAKE DOWN FORMS

(continued from previous page)

Records of inspections and contraband found.

(Previously record series PJ-XX-0014)
CR+5

PJ-AD-0004-

CENSUS DATA

(continued from previous page)

Electronic admission, discharge and transfer sheets. Includes historical data.

(Previously record series PJ-XX-0016)

PJ-AD-0005-

CLO+4

INVESTIGATION REPORTS

(continued from previous page)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 1
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/AD/

Administration
Series ID

Description

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

Report of any unusual occurrence or use of force. Includes electronic logs.

Closed = Close of investigation.
(Previously record series PJ-XX-0016)
CR+4

PJ-AD-0006-

OPERATIONS REPORTS

(continued from previous page)

Includes state inspections, Juvenile Detention Reports, out of state detainers, punishment reports,
warden report and others.
(Previously record series PJ-XX-0003)
CR+2

PJ-AD-0007-

DAILY OPERATOINS DATA - HOLD ON SITE

(continued from previous page)

Includes menus, roll call logs, officer sick call slips, yard patrol clock records, schedules, removal
reports, accident reports, security, court bring downs, inspections, etc.
(Previously record series PJ-XX-0004)
CR+2

PJ-AD-0008-

MAINTENANCE WORK REQUESTS - HOLD ON SITE

(continued from previous page)

Requisitions for maintenance work. Includes laundry lists, requests for repairs and related data.
(Previously record series PJ-XX-0002)
CR+5

PJ-AD-0009-

BOILER ROOM DATA

(continued from previous page)

Includes engineer reports, boiler room log books and related information.
(Previously record series PJ-XX-0008)

PJ-AD-0010-

AUD+7

CASHIER RECORDS OF INMATE PROPERTY - EVENT DATE REQUIRED

(continued from previous page)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 2
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/AD/

Administration
Series ID

Description

Total Retention
Requirement

Confidential

Vital

REF=Reference

SEP=Separation (Employee)

(continued from previous page)

EVENT IS AUDIT
Records relating to inmate property and money. Includes cash and effects, receipts, requests for
payment of prisoner funds.
(Previously record series PJ-XX-0015)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

Page 3
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/IA/

Inmate Accounting
Series ID

Description

Confidential

PJ-IA-

PRISONS - INMATE ACCOUNTING

Vital

Total Retention
Requirement

(continued from previous page)

PJ-IA-0001-

INMATE ACCOUNTS - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS AUDIT
Records pertaining to money taken from inmates on admission and money earned by inmates.
Includes reports from kiosk vendors of money from other sources credited to inmates. Includes work
reports, cash and effects receipts. Includes batch bank deposit slips, daily financial activity for inmates
and supporting documentation.

AUD+1

(Was previously PJ-XX-0006)

AUD+1

PJ-IA-0002-

INMATE LEDGERS - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS AUDIT
Ledgers which record receipt and disbursement accounts of inamtes. Records summarize inmate
financial transactions.
Note: All activity is electronic in Lock and Track System.
(Was previously PJ-XX-0007)

PJ-IA-0003-

DISBURSEMENT CHECKS - EVENT DATE REQUIRED - HOLD ON SITE

(continued from previous page)

EVENT IS AUDIT
Checks issued to others at request of inmate, checks issued to inmate upon release, and checks issed
to vendors.
Note: Records are images.

AUD+1

(Was previously PJ-XX-0005)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 4
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/MED/

Medical Records
Series ID

Description

Confidential

PJ-MD-

PRISONS - MEDICAL RECORDS

Vital

Total Retention
Requirement

(continued from previous page)

PJ-MD-0001(continued from previous page)

ADULT INMATE MEDICAL RECORDS - CONFIDENTIAL - EVENT DATE

REQUIRED

ACT+7

ACT+28

EVENT IS RELEASE FROM PRISON

All medical records pertaining to an adult prisoner at one of the City Prison facilities. File may include
background information, demographic information, examination reports, immunization records,
insurance information, test results, progress notes, referrals, family planning documentation, pre-natal
care records, social service records, HIV/STD records, and related correspondence.
NOTE: These records were previously handled by the Health Department. Category was added with
the approval of Law Department. Retention is similar to that of patients at City Health Centers,
however, is based on date of prisoner release.

PJ-MD-0002(continued from previous page)

PEDIATRIC MEDICAL RECORDS - YOUTH STUDY CENTER DETAINEES CONFIDENTIAL - EVENT DATE REQUIRED
EVENT IS RELEASE FROM PRISON
All medical records pertaining to juvenile detainees at the Youth Study Center. File may include
background information, demographic information, examination reports, immunization records,
insurance information, test results, progress notes, referrals, family planning documentation, pre-natal
care records, social service records, HIV/STD records, and related correspondence.
NOTE: These records were previously handled by the Health Department. Category was added with
the approval of Law Department. Retention is similar to that of pediatric patients at City Health
Centers.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 5
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/OP/

Operations
Series ID

Description

PJ-OP-

PRISONS - OPERATIONS

Confidential

Vital

Total Retention
Requirement

(continued from previous page)

CR+5

PJ-OP-0001-

GATE OPERATIONS

(continued from previous page)

Daily logs of vehicles entering gate, K9 log books, incident log books, monthly vehicle logs and other
related information.
Note: Logs may be kept electronically in IJMS.
(Was previously PJ-XX-0019)
CLO+7

PJ-OP-0002-

INCIDENTS & INVESTIGATIONS

(continued from previous page)

Includes reports of, and investigations into, any occurrences that vary from the norm.
Closed = Close of investigation.

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 6
Report Date: January 3, 2013

PHILADELPHIA PRISONS - Record Retention Schedule

NOTE: The retention requirements stated in this schedule apply to all records described in the series,
regardless of format. This includes paper, electronic, images, microfilm, microfiche, etc.

Sub-Department
/PJ/RT/

Restorative & Transitional Services

Series ID

Description

Confidential

PJ-RT-

PRISONS - RESTORATIVE & TRANSITIONAL SERVICES

Vital

Total Retention
Requirement

(continued from previous page)

PJ-RT-0001-

INMATE SOCIAL SERVICES RECORDS - CONFIDENTIAL

(continued from previous page)

Records relating to the classification and conseling or social services performed for the individual
inmate. Includes applications, parole petitions, detention or sentenced prisoner summaries, inmate
work applications and work program performance evaluations. Philadelphia Prisons Institutional
Adjustment Summaries/parole paperwork, program referrals, Request to Staff forms and other relevant
documentation such as Lock & Track reports. May also include grievances, discharge service plans,
standardized points of contact (i.e., scheduled contacts), and intakes (United Assessment Forms).

CLO+7

Closed = Inmate discharge, transfer or death.

Note: Records may be paper, electronic or both.
(Was previoulsy PJ-XX-0010)

RETENTION CODES:
ACT=Action (Event)
AUD=Audit
CLO=Closed
SUP=Superseded
TERM=Termination

CITY OF PHILADELPHIA / DEPT. OF RECORDS

Revision Date: October 22, 2011

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 7
Report Date: January 3, 2013