Professional Documents
Culture Documents
OF RECORDS
Record Series Report - BOARD OF PENSIONS AND RETIREMENT
Department ID
Department Name
/PR/
Description
PR-
Confidential
Vital
Total
Retention
Requirement
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
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
/PR/IN/
Investment
Series ID
Description
PR-
PR-IN-
INVESTMENT
PR-IN-0003-
Confidential
Vital
Total
Retention
Requirement
CR+6
PR-IN-0004-
ALTERNATIVE INVESTMENTS
CR+6
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
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
/PR/IN/
Investment
Series ID
Description
PR-IN-0005-
Confidential
Vital
Total
Retention
Requirement
ACT+6
PR-IN-0006-
CR+6
PR-IN-0007-
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-
CLO+6
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
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
/PR/MB/
Membership / Benefits
Series ID
Description
PR-
PR-MB-
MEMBERSHIP / BENEFITS
PR-MB-0001-
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-
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SUP=Superseded
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
/PR/PP/
Pension Payroll
Series ID
Description
PR-
PR-PP-
PENSION PAYROLL
PR-PP-0001-
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-
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
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
/PR/PP/
Pension Payroll
Series ID
Description
PR-PP-0003-
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-
AUD+1
PR-PP-0005-
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
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 6