CITY OF PHILADELPHIA / DEPT.

OF RECORDS
Record Series Report - CITY PLANNING COMMISSION
Department ID

Department Name

/PL/

City Planning Commission

Series ID

Description

PL-

CITY PLANNING COMMISSION

Confidential

Vital

Total
Retention
Requirement

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SUP=Superseded

March 24, 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

/PL/COM/

Community Planning
Series ID

Description

PL-

CITY PLANNING

PL-CP-

COMMUNITY PLANNING

PL-CP-0001-

REDEVELOPMENT AUTHORITY AGENDAS - ARCHIVAL REVIEW

REQUIRED BEFORE DESTRUCTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+5

Redevelopment Authority meeting agendas on vacant properties as well as Board of Review

meeting agendas.

PL-CP-0002-

COMMISSION ACTION FILES - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION

CLO+5

Representative graphics showing a physical proposal for developing properties. The file includes
the date and description of the action, fact sheets about redevelopment proposals,
correspondence from the Redevelopment Authority, staff and commission meeting agendas and
minutes and letters of certification.

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SUP=Superseded

March 24, 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

/PL/COM/

Community Planning
Series ID

Description

PL-CP-0003-

PLANNING PROJECT FILES - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CLO+5

Redevelopment Authority and Housing Development planning projects on potential development

sites in the City. File includes census documentation, background reports and related
correspondence.

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SUP=Superseded

March 24, 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

/PL/GG/

Geographic Information Systems / Graphics

Series ID

Description

PL-

CITY PLANNING

PL-GG-

GEOGRAPHIC INFORMATION SYSTEMS / GRAPHICS

PL-GG-0001-

GEOGRAPHIC INFORMATION SYSTEMS - GIS FILES - ARCHIVAL

REVIEW OF MYLARS REQUIRED PRIOR TO DISPOSAL

Confidential

Vital

Total
Retention
Requirement

SUP

Electronic data files of changes in existing parcel coverage to reflect legal property boundaries
as well as mylars of existing maps.

PL-GG-0002-

MAPPING INDEX - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION

SUP

Database of all maps created by City Planning Commission, including the date created, area of
interest, name of cartographer and how it was distributed.

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

March 24, 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

/PL/PP/

Project Planning
Series ID

Description

PL-

PROJECT PLANNING

Confidential

Vital

Total
Retention
Requirement

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

March 24, 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

/PL/PP/EP/

Environmental Projects
Series ID

Description

PL-

CITY PLANNING - PROJECT PLANNING

PL-EP-

ENVIRONMENTAL PROJECTS

PL-EP-0001-

ENVIRONMENTAL ASSESSMENTS

Confidential

Vital

Total
Retention
Requirement

CLO+10

PRM

Investigations of potential contamination of Federally funded real estate development sites. File
includes project development contracts, investigation requests and results and related
correspondence.

PL-EP-0002-

SITE REMEDIATION FILES

Federally funded development sites found to have environmental hazards such as lead in soil, oil
spills or ash. File contains site plans, engineer's site report, test sample results, recommended
actions, follow-up reports and related correspondence.
Retention based on EPA requirement.

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

March 24, 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

/PL/PP/EP/

Environmental Projects
Series ID

Description

PL-EP-0003-

CITY PLAN CHANGE REVIEWS - ARCHIVAL REVIEW REQUIRED

BEFORE DESTRUCTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

Agency reviews of possible changes to existing City plans. File includes proposed changes,
backup documentation, documentation regarding existing conditions, related correspondence
and approval and denial notifications.

PL-EP-0004-

APPLICABLE SUBDIVISION PROJECT FILES - ARCHIVE

PRM

Requests to subdivide lots into parcels per regulations that apply. File includes preliminary site
plans and letter of approval from the Planning Commission, letter of request from the applicant,
comments from the Board of Review and related correspondence. It also may contain flood plan
information, copy of the final payment and review determination.

PL-EP-0005-

NON-APPLICABLE SUBDIVISION PROJECT FILES - HOLD ON SITE

CLO+1

Requests to review site plans from Licenses and Inspections for applicability of subdivision
regulations and found not to apply. File contains the site plan, L&I zoning application, request
from the applicant, review determination and related correspondence.

PL-EP-0006-

INDEX TO SUBDIVISION PROJECTS - HOLD ON SITE

SUP

Ledgers and cards listed by stamp number, which contains the address, owner and applicant's
name, date review is completed, proposed use of subdivided property and determination as to
applicable or non-applicable.

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

March 24, 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

/PL/PP/EP/

Environmental Projects
Series ID

Description

PL-EP-0007-

ENVIRONMENTAL AUDITS - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

PRM

PRM

Auditing procedures on industrial and commercial properties that the City may wish to purchase.
File includes environmental site assessments, letter of request, letter of determination and
related correspondence.

PL-EP-0008-

RESIDENTIAL MASTER PLAN DEVELOPMENTS (RC-6) - HOLD ON SITE

Site plans for parcels of land that are five acres or more which are developed for zoning
purposes. File includes City Council reviews and approval notification and related
documentation and correspondence.

PL-EP-0009-

FLOOD PLAN FILES - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION - HOLD ON SITE

Areas of the City determined by the Planning Commission to be prone to flooding which, per
Federal Emergency Management Administration requirements, must be reported. File includes
the determination of elevation levels, a certification letter, and flood plan requirements submitted
to the applicant and Zoning Board for variances and related correspondence.
RETAIN UNTIL AREA IS DETERMINED TO BE NO LONGER FLOOD PRONE.

PL-EP-0010-

ENVIRONMENTAL CLEARANCES

CR+10

Compliance documents to permit the release of Community Development Block Grants for
economic development. File contains the release request, project description, clearance
documentation, site plan assessments, compliance documents and related correspondence.

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

March 24, 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

Department ID

Department Name

/PL/PP/EP/

Environmental Projects
Series ID

Description

PL-EP-0011-

COMMUNITY DEVELOPMENT BLOCK GRANT FILES

Confidential

Vital

Total
Retention
Requirement

CLO+10

Records that show compliance of proposed activities with the Federal Environmental Protection
Agency's policies and regulations for housing, such as flood plans, asbestos removal,
abatement, etc., which are prerequisites to receiving Federal grant funds. File includes copies of
permits and plans, requests from the EPA, approval documentation and related correspondence.

PL-EP-0012-

WISSAHICKON WATERSHED PROJECT FILES - ARCHIVAL REVIEW

REQUIRED BEFORE DESTRUCTION - HOLD ON SITE

Plans supporting the protection of the Wissahickon Creek by controlling building in the area. File
includes copies of variances that go to Licenses and Inspections, justifications for refusal of a
variance, approval documentation, plan copies and related correspondence.

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 9

Department ID

Department Name

/PL/PP/ZP/

Zoning and Property Planning

Series ID

Description

PL-

CITY PLANNING - PROJECT PLANNING

PL-ZP-

ZONING AND PROPERTY PLANNING

PL-ZP-0001-

CERTIFIED SKETCHES - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Certified sketches of properties that have been rezoned. Included in the file is a copy of the
passed ordinance, a survey of the property being rezoned, notices of fees paid and related
correspondence.

PL-ZP-0002-

ORDINANCE FILES - EVENT DATE REQUIRED - ARCHIVAL REVIEW

REQUIRED BEFORE DESTRUCTION - HOLD ON SITE

ACT+5

EVENT IS DATE OF PASSAGE OF ORDINANCE

File includes all zoning ordinance drafts and a copy of the final ordinance, actions, amendments,
reports on any actions taken, recommendations and related correspondence.

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 10

Department ID

Department Name

/PL/PP/ZP/

Zoning and Property Planning

Series ID

Description

PL-ZP-0003-

ZONING MAP CHANGE FILES - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

PRM

PRM

Bills created that go to City Council regarding changes in zoning of City properties. File includes
requests for zoning change, plans, maps, photographs, recommendations and related
correspondence

PL-ZP-0004-

INSTITUTIONAL DEVELOPMENT DISTRICT PLANS - ARCHIVE

Master plans for zoning of universities, hospitals, sports complexes and similar institutions. File
includes change documentation, approvals/ denials, amendments to the master plan and related
correspondence

PL-ZP-0005-

RESIDENTIAL / COMMERCIAL ZONING PLANS - ARCHIVE

Master plans for residential and commercial zoning (RC 6). File includes change documentation,
approvals/denials, amendments to the master plan and related correspondence.

PL-ZP-0006-

ZONING BOARD OF ADJUSTMENT FILES - HOLD ON SITE

CLO+1

Applications for zoning variances submitted to the Zoning Board of Adjustment for approval. File
includes the request, a copy of the plan, recommendations and related correspondence.

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 11

Department ID

Department Name

/PL/PP/ZP/

Zoning and Property Planning

Series ID

Description

PL-ZP-0007-

PUBLIC PROPERTY ZONING CHANGE FILES - ARCHIVAL REVIEW

REQUIRED BEFORE DESTRUCTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

Passed ordinances regarding City owned property requiring changes, including back-up
information relating to the bill, fact sheets, rezoning legal descriptions, maps, meeting notes and
related documents

PL-ZP-0008-

PUBLIC PROPERTY BILL FILES - ARCHIVE

PRM

Ordinances introduced by City Council on the sale / purchase of City owned property and vacant
land. File includes recommendations to the Mayor and City Council, maps and photographs of
the area, development plans and related correspondence.

PL-ZP-0009-

ZONING CODE AMENDMENT FILES - ARCHIVAL REVIEW REQUIRED

BEFORE DESTRUCTION - HOLD ON SITE
Drafts of bills to change zoning codes. File includes background information as to why the
change is needed, recommendations, maps and related correspondence.

PL-ZP-0010-

PENDING ZONING BILLS - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION - HOLD ON SITE
Drafts of bills to change zoning or property ownership. File includes documentation explaining
the reason for the change, a copy of the map showing the proposed change and related
correspondence.

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 12

Department ID

Department Name

/PL/SP/

Strategic Planning and Policy

Series ID

Description

PL-

CITY PLANNING

PL-SP-

STRATEGIC PLANNING AND POLICY

PL-SP-0001-

COMMISSION ACTION FILES - SEND SAMPLES OF EACH PUBLICATION

TO CITY ARCHIVES FOR PERMANENT RETENTION - HOLD ON SITE

Confidential

Vital

Total
Retention
Requirement

CR+20

Publications of long-term policy and strategic plans presented to and adopted by the Planning
Commission Board. Copies of these publications are sent to the Free Library for public access.

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 13

Department ID

Department Name

/PL/UD/

Urban Design
Series ID

Description

PL-

CITY PLANNING

PL-UD-

URBAN DESIGN

PL-UD-0001-

DESIGN PROJECT FILES - ARCHIVE

Confidential

Vital

Total
Retention
Requirement

PRM

Computer generated drawings and maps as well as sketches on vellum, trace or reprographic
paper and actual models which depict specific areas of the City's business community
designated for change, revitalization or expansion. The file includes cost analyses, summation
reports on project feasibility and related correspondence.

PL-UD-0002-

PHOTOGRAPHIC FILES - ARCHIVAL REVIEW REQUIRED BEFORE

DESTRUCTION - HOLD ON SITE
Photographic negatives, slides and prints of models of proposed plans and initiatives used for
studies, meetings and to illustrate reports and recommendations

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

March 24, 2009

AUD=Audit
CLO=Closed
TERM=Termination

CR=Created (Opened)

CY=Calendar Year

FY=Fiscal Year

PRM=Permanent

REF=Reference

SEP=Separation (Employee)

Page 14