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Records, Department of

[Record Group 86]

86.1 Annual Report
1952-1986, 1989, 1990
36 volumes, index
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.2 City Records Inventory and Appraisal
1952
55 volumes, index
Entries for each record created by all City and County agencies grouped by those offices, list agency and/or sub-agency of origin, location, title, use, contents and physical description, date span, annual accumulation, other sources of data contained, recommended disposition.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.3 Papers, Early Records Retention and Disposal Studies
1950-1959
1 cu.ft., no index
Chiefly memos and correspondence regarding recommendations listed in entries in City Records Inventory and Appraisal.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.4 Miscellaneous Book
1952-1955
3 volumes,
Recorded copies of instruments for which no specific records series provided; entries include court orders and decrees, charters and/or constitutions of various types of organizations, agreements, bonds, military discharges, etc.
For similar records, 1799-1951, see Recorder of Deeds, Miscellaneous Books.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.5 Reports and Publications
1952-1995
24 volumes, generally indexed
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
Shelf list is available.
86.6 City Archives. Correspondence and Files
1952-1994
23 cu.ft., partial index
Contents include general correspondence including departmental and interdepartmental memorandums, and correspondence with officials of Pennsylvania, other states, and private archival and historical organizations, archival inquiries, annual reports, a report on the progress of the archives 1952-1959, budget requests, information on employees, transcripts of the radio program "Historically Yours", a history of the City's development of a records storage program, reports of production performance, microfilming data, weekly reports, information on dispositions, record storage requests, traffic accident reports.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.6a City Archives Newsletter
1967-1980
1 cu.ft., no index
Issued three times annually, the newsletter contains articles about aspects of the collections of the Archives, new accessions within the Archives, articles about other archival and museum collections throughout the Philadelphia area, book reviews, personnel changes, and newsnotes which include announcements about new exhibits, new accessions in other Delaware Valley archives, etc. The files also include the rough drafts of many of the articles and report forms for the newsnotes.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.7 Oaths of Office and Bonds of Officeholders
1952-1971
1 cu.ft., no index
Includes name of official, office held, date, name of bonding company and amount of bond. Oaths arranged chronologically and bonds arranged by office.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.7a Records Service Division. Records Management Surveys and Reports
1952-1987
7 cu.ft., index
Includes reports of records management surveys and audits of departmental and unit file systems, standard subject file systems, surveys of reproduction and file equipment, photocopier cost comparisons, and microfilm feasibility analyses.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.8 Records Management Division. Official Records Retention and Disposition Schedules
1958-
6 cu.ft., no index
Includes the date of schedule, department or unit for which prepared, reason for schedule, pertinent rules of the Administrative Board and Department of Records governing the preparation of the schedule, title of record group, the office of record, form number, title of form or other description, and disposition including cut-off dates, form number, form title, record group with which filed, department or unit retaining form, and disposition.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.9 Correspondence and Files
1952-1958, 1961-1962, 1964, 1966-1968
4 cu.ft., no index
Includes 3 cubic feet of correspondence and files and a "reading file" in 13 vols. The correspondence and files contain correspondence with City agencies, memos, policy statements, opinions of the Law Department relating to the Department of Records, Departmental rules and explanatory memoranda relating to the disposition of records, copies of forms,; minutes of the Commissioner's staff meetings, 1956-1957; publicity releases, audits of records files of City agencies; correspondence and memos pertaining to the operation of the City Archives and publication of its Guide (1957), the Forms Control Unit, microfilming, indexing procedures, storage of vital records, procedures for recording instruments, personnel policies and procedures, the transfer of the Registry Division from the Department of Streets to the Department of Records on October 1,1956, legislation affecting the Records Department, political activity by employees, and equipment purchases; payroll summaries, budgets, and analyses of expenditures. The "reading file" includes memos and correspondence pertaining to operation of the Department including employee relations, purchase of equipment, microfilming of records, policy directives, and relations with the public.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.10 Financial Management Manual
1974
1 volume, index
Information on budget structure and formulation, management including flow chart standards, information flow, base documents, and final report format, and accounting fund control procedures and account structure.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.11 Financial Disclosure Forms
1985-1986
3 cu.ft., no index
Included are the Commonwealth of Pennsylvania State Ethics Commission's "Statement of Financial Interest" form required by the State Ethics Act, 65 Pa. C.S. 401 et.seq. and the City of Philadelphia "Statement of Financial Interest" form (82-S-92) required by Section 20-610 of the City Code. Each form lists public position or public office holder's name, address, telephone number, public position or office, occupation, real estate interests, identification of creditors, sources of income, gifts received in excess of two hundred dollars, honoraria in excess of one hundred dollars, financial interests businesses; offices, directorships or employment in businesses, public position or public office holder's signature and date.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.12 Mortgages
1952-1963
14 cabinets, index
Dates of making and recording, names of parties and general places of residence, amount of mortgage, amount of interest on mortgage, conditions of mortgage, description and specific address of property, names of proceeding owner and of person acknowledging instrument, certificate of mortgagor's residence, and signatures of mortgagors and person acknowledging mortgage. Often attached to mortgage is an Assignment of Bond and Mortgage which lists parties to assignment, date of making and recording, amount of consideration, amount of mortgage, description of property and its specific address, names of mortgagors, and acknowledgement.
For similar records, 1748-1951, see Recorder of Deeds, Mortgages.
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.13 Rules and Regulations of City Departments, Boards, and Commissions, Filed with the Department of Records
1952-current,
Filed with the Department of Records and advertised in accordance with sections 8-407(a) and (b) a file folder for each new rule or regulation or for a change in a rule or regulation includes written notice to the Commissioner of Records by the head of a City agency requesting filing of the rule or regulation with the Department of Records, a draft of the rule or regulation, a draft of the public announcement by the Commissioner of Records of its filing with his or her department with notations of the newspapers in which the announcement is to be published, affidavits by representatives of newspapers that publication has taken place with clippings of newspaper announcement, notification to the City Solicitor by the Commissioner of Records that the rule or regulation has been on file in the Department of Records for a thirty day period and has taken force; where applicable, statement of Administrative Board approval; and occasional correspondence
Location: City Archives, 3101 Market Street, Philadelphia, PA 19104
86.14 Deed Registry Unit - Title Registration Sheets
1957-1958,
The Registry Division of the Department of Records was created in 1957 when the Registry Office of the Bureau of Surveys and Designs was transferred into this Department. For specific information regarding these records, see Bureau of Surveys, Registry Office Title Registration Sheets.
Location: City Archives, 401 N. Broad Street, Philadelphia, PA 19108
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Last updated on November 1, 1999