Water

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.

WATER DEPARTMENT - Record Retention Schedule

Total RetentionRequirement

Sub-Department/WA/CO/ Commissioner

Series ID Description Confidential Vital

(continued from previous page)COMMISSIONERWA-CO-

(continued from previous page)COMMISSIONER COMPLAINTS - HOLD ON SITEComplaints sent to Commissioner's attention that are logged and sent to specific areas for response.

CLO+1WA-CO-0001-

ACT=Action (Event) AUD=Audit CLO=Closed CR=Created (Opened) CY=Calendar Year FY=Fiscal Year PRM=Permanent REF=Reference SEP=Separation (Employee)SUP=Superseded TERM=Termination

RETENTION CODES:

CITY OF PHILADELPHIA / DEPT. OF RECORDSReport Date: January 3, 2013Revision Date: April 2, 2012




Sub-Department/WA/ENV/BLS/ Bureau of Laboratory Services


(continued from previous page)PLANNING & ENVIRONMENTAL SERVICES - BUREAU OF LABORATORYSERVICES

WA-BL-

(continued from previous page)LABORATORY REPORTS - HOLD ON SITEBench sheets, related data, lab and quality control reports. Includes cumulative reports and informationused in special investigations.

FY+10WA-BL-0001-

(continued from previous page)LEAD AND COPPER TESTINGTest results and support data required by State of Pennsylvania.

FY+12WA-BL-0002-

(continued from previous page)MATERIALS TEST RESULTS - HOLD ON SITERecords of various materials' test dates and results.

FY+5WA-BL-0003-

(continued from previous page)ON-LINE INSTRUMENTATION RECORDS - HOLD ON SITEData from on-line instruments.

FY+5WA-BL-0004-

(continued from previous page)PIPELINE REPORTS - HOLD ON SITERequests for pipeline approval along with necessary test and support data.

FY+5WA-BL-0005-


RETENTION CODES:





Sub-Department/WA/ENV/BLS/MEL/Materials Engineering Laboratory


(continued from previous page)PLANNING & ENVIRONMENTAL SERVICES - BUREAU OF LABORATORYSERVICES - MATERIALS ENGINEERING LABORATORY

WA-ME-

(continued from previous page)TESTING RECORDS - HOLD ON SITERecords of tests made on pumps, materials and equipment used at installations.

FY+5WA-ME-0001-


RETENTION CODES:





Sub-Department/WA/ENV/PI/ Planning & Innovation


(continued from previous page)PLANNING & ENVIRONMENTAL SERVICES - PLANNING & INNOVATIONWA-PI-

(continued from previous page)RESEARCH STUDIESPWD Bench & Pilot studies for regulatory compliance or new treatment technologies.

CLO+10WA-PI-0001-


RETENTION CODES:





Sub-Department/WA/ENV/PR/ST/ Storm Water Plan Review Group


(continued from previous page)PLANNING & ENVIRONMENTAL SERVICES - PLANNING & RESEARCH -STORM WATER PLAN REVIEW GROUP

WA-ST-

(continued from previous page)STORM WATER MITIGATION & RELATED PLANSText narratives, geotechnical/environmental reports, schematics and technical design plans.Note: The approved electronic & scanned versions are the official records kept permanently. Rejectedelectronic plans are retained for two years, then deleted. Paper records are kept 2 years past theirclosed, approved or rejected date then disposed.

PRMWA-ST-0001-


RETENTION CODES:





Sub-Department/WA/ENV/WE/ Wet Weather Planning & Engineering


(continued from previous page)PLANNING & ENVIRONMENTAL SERVICES - WET WEATHER PLANNING &ENGINEERING

WA-WE-

(continued from previous page)COMBINED SEWER OVERFLOW ABATEMENTRecords of combined sewer overflow abatment installations. Includes critical compliance records.

CLO+25WA-WE-0001-

(continued from previous page)STORM WATER & SEWER MANAGEMENT PERMITSPermits and original maps showing City storm water, sanitary and sewer systems.

CLO+5WA-WE-0002-


RETENTION CODES:





Sub-Department/WA/FI/CN/ Construction


(continued from previous page)FINANCE - CONSTRUCTIONWA-FI-

(continued from previous page)CONSTRUCTION CONTRACTS - INVOICESIncludes invoices and supporting documentation related to construction contracts.

CLO+10WA-FI-0001-


RETENTION CODES:





Sub-Department/WA/FI/GR/ Grants


(continued from previous page)FINANCE - GRANTSWA-GR-

(continued from previous page)GRANTS - EVENT DATE REQUIRED - CONFIDENTIAL - HOLD ON SITEEVENT IS CITY CONTROLLER AUDITProposals, applications, agreements, narratives, evaluations and reports related to federal and stategrants received. May include budgets, amendments, expenses and correspondence related tospending of grant funds.Formerly WA-FI-0001.

Y AUD+2WA-GR-0001-


RETENTION CODES:





Sub-Department/WA/FI/IN/ Inventories


(continued from previous page)FINANCE - INVENTORIESWA-IN-

(continued from previous page)EQUIPMENT INVENTORIESEquipment inventories describing items, locations and total number.

CR+6WA-IN-0001-


RETENTION CODES:





Sub-Department/WA/FI/OM/ Office Management


(continued from previous page)FINANCE - OFFICE MANAGEMENTWA-OM-

(continued from previous page)PROFESSIONAL SERVICES CONTRACTS - HOLD ON SITECopies of contracts for professional services and related information.

CLO+1WA-OM-0001-


RETENTION CODES:





Sub-Department/WA/FI/PU/ Purchasing


(continued from previous page)FINANCE - PURCHASINGWA-PU-

(continued from previous page)VENDING MACHINE FUNDS - EVENT DATE REQUIRED - HOLD ON SITEEVENT IS CITY CONTROLLER AUDITCorrespondence, financial transactions etc. pertaining to vending machines.

AUD+1WA-PU-0001-


RETENTION CODES:





Sub-Department/WA/FI/RA/ Rates Analysis


(continued from previous page)FINANCE - RATES ANALYSISWA-RA-

(continued from previous page)TOWNSHIP BILLING REVENUE - HOLD ON SITEAggregate revenue history.

FY+10WA-RA-0001-

(continued from previous page)QUARTERLY FLOW SAMPLE REPORTS - HOLD ON SITESource documents for bills for sewage flow from suburban townships.

FY+10WA-RA-0002-

(continued from previous page)RATESIncludes rates, basis of rates, calculations and summary information.

FY+25WA-RA-0003-

(continued from previous page)TOWNSHIP AGREEMENTSAgreements between the City of Philadelphia and surrounding townships on the use of water and/orsewer facilities.CLO=Notice of Termination

CLO+20WA-RA-0004-


RETENTION CODES:





Sub-Department/WA/HR/SA/ Safety


(continued from previous page)HUMAN RESOURCES - SAFETYWA-SA-

(continued from previous page)SAFETY CASE FILES - HOLD ON SITERecords and summaries of individual accidents and pertinent information used to determine cause,responsibility, severity, frequency and background data for accident prevention. Includes accidentstastistics. Includes records of vehicle accidents, injuries etc.

FY+4WA-SA-0001-

(continued from previous page)SAFETY PLANNING SOURCE FILES - HOLD ON SITEASSE minutes and announcements, charts, material on driver license status, First Aid, fire prevention,National Saftey Council list, Safety News, specifications, training etc.

FY+2WA-SA-0002-


RETENTION CODES:





Sub-Department/WA/OP/AD/ Administration


(continued from previous page)OPERATIONS - ADMINISTRATIONWA-AD-

(continued from previous page)INVESTIGATION FILES - CONFIDENTIAL - HOLD ON SITEReport of loss due to shortage, theft or other irregularity or reasonable suspicion thereof.CLO=Close of Investigation

Y CLO+1WA-AD-0001-


RETENTION CODES:





Sub-Department/WA/OP/AD/CS/ Customer Service


(continued from previous page)OPERATIONS - ADMINISTRATION - CUSTOMER SERVICEWA-CS-

(continued from previous page)CHARITY APPLICATIONSApplications for charitable rating and related documents.CLO=Cancellation

CLO+7WA-CS-0001-

(continued from previous page)CLAIMS - HOLD ON SITERecords related to claims against the City.CLO=Settlement of Claim

CLO+6WA-CS-0002-

(continued from previous page)COMPLAINT AND ADJUSTMENT FILESFiles of complaints and adjustments which may or may not become claims. Includes complaints,inspections, violation notices, adjustments, bills and other related information. Includes copies ofcomplaint transmittals to various PWD units.Note: If complaint becomes a claim, it is transferred to Claims file.CLO=Settlement of Claim

CLO+5WA-CS-0003-


RETENTION CODES:





Sub-Department/WA/OP/AD/DR/ Delinquency & Restoration


(continued from previous page)OPERATIONS - ADMINISTRATION - DELINQUENCY & RESTORATIONWA-DR-

(continued from previous page)SHUT OFF RECORDS - HOLD ON SITEWater service shut off records and complaints. Includes hardship case records.

FY+6WA-DR-0001-


RETENTION CODES:





Sub-Department/WA/OP/AD/PL/ Plumbing Repair Program


(continued from previous page)OPERATIONS - ADMINISTRATION - PLUMBING REPAIRWA-PL-

(continued from previous page)CITY FUND FILES - JOINT AND SINGLE PROPERTIESRecords of bills from plumbers, memoranda, correspondence to and from owners and agreements topay signed by owners. Also includes records of emergencies requiring immediate action where Citypays for work and bills taxpayer.

FY+5WA-PL-0001-


RETENTION CODES:





Sub-Department/WA/OP/CL/ Collectors


(continued from previous page)OPERATIONS - COLLECTORSWA-CL-

(continued from previous page)CAVE-INS - HOLD ON SITEList of sewer cave-ins and related information. Records are kept electronically.

FY+4WA-CL-0001-


RETENTION CODES:





Sub-Department/WA/OP/CL/IC/ Inlet Cleaning


(continued from previous page)OPERATIONS - COLLECTORS - INLET CLEANINGWA-IC-

(continued from previous page)INLET CLEANING RECORDSRecords and response to public complaints about inlets. Includes inlet work completed relating tostorm, reset, missing covers, failure to take water, clogged inlets, locking covers and work tickets.

FY+5WA-IC-0001-

(continued from previous page)INLETS CONTROL INDEX - HOLD ON SITEIndex records with description and location of inlets in the City.

SUPWA-IC-0002-


RETENTION CODES:





Sub-Department/WA/OP/CL/SM/ Sewer Maintenance


(continued from previous page)OPERATIONS - COLLECTORS - SEWER MAINTENANCEWA-SM-

(continued from previous page)DEFECTIVE LATERAL RECORDSNPDES permit records, defective lateral records, notifications, dye tests and action taken.

FY+3WA-SM-0001-

(continued from previous page)SEWER BREAKS - HOLD ON SITEInspections and examinations of sewers and sewer breaks. Includes list of sewers examined, theircondition and notices of sewer breaks.

FY+2WA-SM-0002-

(continued from previous page)SEWER EXAMINATIN REPORT - HOLD ON SITEField examinations of sewers throughout the City.

FY+2WA-SM-0003-


RETENTION CODES:





Sub-Department/WA/OP/CV/DI/ Distribution


(continued from previous page)OPERATIONS - CONVEYANCE - DISTRIBUTIONWA-DI-

(continued from previous page)HYDRANT RECORDS - HOLD ON SITEHistories of all fire hydrants in the City including records of fire hydrant repair and painting.

FY+5WA-DI-0001-

(continued from previous page)WATER MAIN BREAKSWater main breaks and related information.

FY+6WA-DI-0002-


RETENTION CODES:





Sub-Department/WA/OP/CV/LC/ Load Control


(continued from previous page)OPERATIONS - CONVEYANCE - LOAD CONTROLWA-LC-

(continued from previous page)VALVE RECORDS AND REPORTSMaintenance information, inspection and open operation reports on valves in the distribution system.

FY+5WA-LC-0001-


RETENTION CODES:





Sub-Department/WA/OP/CV/PM/ Pumping


(continued from previous page)OPERATIONS - CONVEYANCE - PUMPINGWA-PM-

(continued from previous page)PUMP CHARTS - HOLD ON SITEMonitoring charts for all pumping stations including recording, suction & discharge pressure and flowrates.

CY+5WA-PM-0001-


RETENTION CODES:





Sub-Department/WA/OP/IW/ Industrial Waste Unit


(continued from previous page)OPERATIONS - INDUSTRIAL WASTE UNITWA-IW-

(continued from previous page)INCIDENT RESPONSE DATAIncident response reports and related information.

FY+5WA-IW-0001-

(continued from previous page)INDUSTRIAL WASTE USER SAMPLE RESULTSAnalytical results of industrial waste samples - permit or surcharge related.

FY+5WA-IW-0002-

(continued from previous page)INSPECTION RECORDSRecords of inspections by industrial waste unit of industrial users.

FY+5WA-IW-0003-

(continued from previous page)PERMIT DATAApproved permit, permit application, permit rejection, inspection reports and related information.

FY+5WA-IW-0004-

(continued from previous page)SEWER RENTAL FACTOR CREDIT DATA - HOLD ON SITEAdjustments to the basic sewer rental factor that aid in determining sewer rental credits. Includesapplications, calculations and related data.

SUP+5WA-IW-0005-


RETENTION CODES:





Sub-Department/WA/OP/MT/ Metering


(continued from previous page)OPERATIONS - METERINGWA-MT-

(continued from previous page)CONSUMPTION RECORDS - HOLD ON SITEIncludes meter proof sheet, condensations of meter count, large and small meter records, breakdownsby type of service and meter size, and consumption summaries and reports including outputsummaries.

FY+5WA-MT-0001-

(continued from previous page)METER DATA - HOLD ON SITERecords on meter changes made to large connections into property.

FY+5WA-MT-0002-

(continued from previous page)METER SHOP COMPLAINTSWater meter complaint reports.CLO=Settlement of Complaint

CLO+7WA-MT-0003-

(continued from previous page)METER SHOP PERMITSWater service, meter and water discontinuance permits.CLO=Permit issuance

CLO+7WA-MT-0004-

(continued from previous page)MISSING METERS - HOLD ON SITERecords of meter installation and removal.CLO=Completion of meter card.

CLO+7WA-MT-0005-


RETENTION CODES:





Sub-Department/WA/OP/WW/ Water & Wastewater Treatment


(continued from previous page)OPERATIONS - WATER & WASTEWATER TREATMENTWA-WW-

(continued from previous page)NPDES RECORDSStudies, reports and applications for waste discharge licenses.

CY+9WA-WW-0001-

(continued from previous page)OPERATION EQUIPMENT FAILURESReport failure events and other related information.

FY+10WA-WW-0002-

(continued from previous page)WATER POLLUTION CONTROL PROJECTSAdministrative records dealing with construction of three wastewater treatment plants. Includes costestimates, environmental assessments and certifications.

PRMWA-WW-0003-


RETENTION CODES:





Sub-Department/WA/PA/ Public Affairs - Department Archives


(continued from previous page)PUBLIC AFFAIRS - DEPARTMENT ARCHIVESWA-PA-

(continued from previous page)ARCHIVAL MATERIALPWD-related source or unique information (plans, photos, documents etc.) 1798 to present.

Y PRMWA-PA-0001-


RETENTION CODES:





Sub-Department/WA/PE/CT/ Construction


(continued from previous page)PLANNING & ENGINEERING - CONSTRUCTIONWA-CT-

(continued from previous page)CONSTRUCTION CONTRACTSContracts, design documents and other related documents connected with construction projects.

Y CLO+10WA-CT-0001-

(continued from previous page)GRADING & PAVING PLANSGrading and paving plans of streets in which water mains are blocked.CLO=Issuance of notice of completion.

CLO+10WA-CT-0002-

(continued from previous page)INLET/INFLOW PROJECTSConstruction and engineering information related to inlet/inflow/sewer construction. Includes drawings,maps, correspondence and other related material.

CLO+10WA-CT-0003-

(continued from previous page)PLANT EXPANSION RECORDSPlant cost plans, technical information and other related information on construction of sewagetreatment plants.CLO=Removal of plant.

CLO+10WA-CT-0004-


RETENTION CODES:





Sub-Department/WA/PE/DE/ Design


(continued from previous page)PLANNING & ENGINEERING - DESIGNWA-DE-

(continued from previous page)FERRULE ATTACHMENT RECORDS - HOLD ON SITERecords of service attachments and formal discontinuance of water service.

FY+6WA-DE-0001-

(continued from previous page)SEWER PERMITSApplications to and permits from State Board of Health for sewer. Includes correspondence.CLO=Removal of installation.

CLO+6WA-DE-0002-

(continued from previous page)WATER & SEWER DESIGN PLANS - HOLD ON SITEIncludes material related to state highway and PIDC projects. Includes plans, relay base plans, Boardof Review plans and all correspondence.

PRMWA-DE-0003-


RETENTION CODES:





Sub-Department/WA/PE/DE/IS/ Information Services


(continued from previous page)PLANNING & ENGINEERING - DESIGN - INFORMATION SERVICESWA-IS-

(continued from previous page)STORM WATER & SEWER MANAGEMENT PLANSGIS plans and original maps showing City storm water, sanitary and sewer systems.

PRMWA-IS-0001-


RETENTION CODES:





Sub-Department/WA/PE/ON/ One Call Unit


(continued from previous page)PLANNING & ENGINEERING - ONE CALL UNITWA-ON-

(continued from previous page)UTILITY NOTIFICATION - HOLD ON SITEReceipts of request for sewer lines at locations throughout the City

FY+6WA-ON-0001-


RETENTION CODES:





Sub-Department/WA/PE/PC/ Projects Control


(continued from previous page)PLANNING & ENGINEERING - PROJECTS CONTROLWA-PC-

(continued from previous page)AGREEMENTSAgreements relating to functions of Water Department, including rights of way, leases, deeds, PUCorders, state highways, water and sewer service to townships, etc.

PRMWA-PC-0001-

(continued from previous page)WATER & SEWER MAIN PLANS & RECORDS - HOLD ON SITEInformation relating to water and sewer mains. Records are electronic on City server. Also stored atIron Mountain.

PRMWA-PC-0002-


RETENTION CODES:





Sub-Department/WA/PE/PR/ Planning & Research


(continued from previous page)PLANNING & ENGINEERING - PLANNING & RESEARCHWA-PR-

(continued from previous page)PLAN DATAPlans for tracings pertaining to specific contracts and water construction.

PRMWA-PR-0001-

(continued from previous page)WATER LINES MAINTENANCERecomendations for cleaning lining and relay of water lines.

FY+25WA-PR-0002-


RETENTION CODES:





Sub-Department/WA/PE/WM/ Water Mains


(continued from previous page)PLANNING & ENGINEERING - WATER AND SEWER MAIN RECORDSWA-WM-

(continued from previous page)PLAN AND TECHNICAL DATA - HOLD ON SITECopies of block plans, installation sketches and plan record of pipe laid plus other related data andinformation used.

PRMWA-WM-0001-

(continued from previous page)SEWER RETURN PLANS - HOLD ON SITEPlans showing sewers as constructed in a given City street.

PRMWA-WM-0002-

(continued from previous page)SPECIAL SEWER CONNECTIONS - HOLD ON SITEDrawings submitted by outside sources, approvals, details and correspondence relating to specialsewer connections.

FY+6WA-WM-0003-


RETENTION CODES:


Water

Documents

Transcript of Water