Your Comprehensive Guide to Pennsylvania Public Records

Pennsylvania Public Records

Public records in Pennsylvania are documents and information created, maintained, or received by government agencies in the course of their official business. These records serve as a vital resource for citizens seeking transparency and accountability in government operations. Pennsylvania's public records system is governed by the Right-to-Know Law (RTKL), which establishes guidelines for public access to government information.

The Commonwealth of Pennsylvania maintains a comprehensive system for managing and providing access to public records across various state agencies and departments. From vital records to property documents, court records to business filings, Pennsylvania's public records system encompasses a wide range of information that serves both individual and collective interests.

Are Pennsylvania Records Public?

Yes, most records created or maintained by Pennsylvania government agencies are considered public under the Right-to-Know Law (65 P.S. §§ 67.101-67.3104). The law presumes that all records in possession of Commonwealth and local agencies are public unless:

1. They fall under one of the specific exemptions listed in the law
2. They are protected by another state or federal law, regulation, or court order
3. They are privileged (such as attorney-client communications)
4. They would endanger public safety if disclosed

The Pennsylvania Office of Open Records (OOR) oversees the implementation of the Right-to-Know Law and provides guidance on public records access. The law applies to all Commonwealth agencies, local agencies (including counties, municipalities, and school districts), legislative agencies, and judicial agencies, though with varying degrees of coverage.

Pennsylvania Office of Open Records
333 Market Street, 16th Floor
Harrisburg, PA 17101
717-346-9903
Pennsylvania Office of Open Records

What Information Is Included in Pennsylvania Public Records?

Pennsylvania public records encompass a vast array of documents and information, including:

• Vital Records: Birth certificates, death certificates, marriage licenses, and divorce records
• Property Records: Deeds, mortgages, liens, property tax assessments, and zoning information
• Court Records: Civil and criminal case files, dockets, judgments, and court calendars
• Business Records: Corporate filings, fictitious name registrations, and professional licenses
• Government Operations: Meeting minutes, budgets, contracts, and expenditure reports
• Voter Registration: Voter rolls and election results
• Criminal History: Arrest records, criminal charges, and conviction information
• Motor Vehicle Records: Vehicle registrations and driver's license information (with restrictions)
• Environmental Records: Permits, inspections, and compliance reports
• Tax Records: Property tax information and certain tax filings
• Education Records: School district budgets, policies, and aggregate performance data

The specific content and format of these records vary by the agency that maintains them, but all are subject to the provisions of the Right-to-Know Law regarding public access.

What Does the Pennsylvania Public Records Law Do?

The Pennsylvania Right-to-Know Law (RTKL), enacted in 2008 and effective January 1, 2009, establishes the framework for public access to government records in the Commonwealth. This law:

1. Creates a Presumption of Openness: The law presumes all records in possession of government agencies are public unless specifically exempted.

2. Establishes Request Procedures: The law outlines how citizens can request records, including timeframes for agency responses.

3. Defines Exemptions: The law specifies 30 categories of records that may be exempt from disclosure, including those containing personal information, security details, or confidential communications.

4. Creates the Office of Open Records: This independent agency oversees implementation of the law, provides training, and decides appeals of denied requests.

5. Sets Fee Guidelines: The law limits fees agencies can charge for providing records and prohibits charging for review time.

6. Provides Appeal Mechanisms: The law establishes procedures for appealing denied requests through the Office of Open Records.

7. Imposes Penalties: Agencies that willfully violate the law may face civil penalties.

The RTKL replaced Pennsylvania's former Right to Know Act of 1957 and significantly expanded public access to government records. It applies to Commonwealth agencies, local agencies, legislative agencies, and judicial agencies, though legislative and judicial records have more limited coverage under the law.

How To Find Public Records in Pennsylvania in 2025

Accessing public records in Pennsylvania involves several methods depending on the type of record and the agency that maintains it:

1. Online Access:

   • Many Pennsylvania agencies provide online portals for accessing public records.
   • The Pennsylvania Open Records Portal serves as a central resource for information about requesting records.
   • Court records can be accessed through the Unified Judicial System Web Portal.
   • Business records are available through the Department of State's Business Search.

2. In-Person Requests:

   • Visit the relevant agency's public counter during business hours.
   • Bring identification and any required forms or fees.
   • Some records may be available for immediate viewing, while others may require a formal request.

3. Written Requests:

   • Submit a Right-to-Know request form to the agency's Open Records Officer.
   • Be specific about the records you're seeking.
   • Include your contact information for response.
   • Standard RTK request forms are available on the Office of Open Records website.

4. Third-Party Services:

   • Commercial services and researchers can obtain records on your behalf (fees apply).
   • These services may be helpful for complex or multi-jurisdictional searches.

For 2025, Pennsylvania continues to expand digital access to public records, with many agencies implementing enhanced online systems. However, some records, particularly older documents or those containing sensitive information, may still require in-person requests or formal RTK submissions.

Does Pennsylvania Have Free Public Records?

Pennsylvania offers some public records at no cost, while others require payment of fees:

Free Public Records:

• Many online database searches (such as basic business entity searches)
• Viewing public records in person at agency offices
• Certain electronic records that require minimal processing
• Records provided in electronic format when the agency already maintains them electronically
• Records accessed through public terminals at government offices

Records That Typically Require Fees:

• Certified copies of vital records (birth, death, marriage certificates)
• Copies of deeds and property records
• Criminal history reports
• Driver records and vehicle information
• Records requiring extensive redaction or processing
• Paper copies exceeding a certain number of pages

Under the Right-to-Know Law, agencies may charge reasonable fees for duplication of records, but not for staff time spent searching for or reviewing records. The Office of Open Records establishes fee guidelines, which currently set standard copying fees at up to $0.25 per page for black and white copies.

How Much Does It Cost To Get Public Records in Pennsylvania?

The cost of obtaining public records in Pennsylvania varies based on the type of record, format requested, and the agency providing it:

Standard RTKL Fees:

• Black and white copies: Up to $0.25 per page
• Color copies: Actual cost (typically $0.50-$0.75 per page)
• Specialized documents (blueprints, non-standard sizes): Actual cost
• Electronic records: Cost of media (CD/DVD/flash drive) if not emailed
• Postage: Actual cost for mailing records

Specific Record Type Fees (2025 rates):

• Birth Certificate: $20
• Death Certificate: $20
• Marriage License: $40-$80 (varies by county)
• Criminal History Check: $22
• Driver's Record: $12
• Property Deed Copy: $10-$30 (varies by county)
• Business Entity Certificate of Good Standing: $40

Agencies must provide fee schedules upon request. For Right-to-Know requests, agencies may require prepayment if fees are expected to exceed $100. Agencies may waive fees when deemed in the public interest.

How Long Does It Take to Obtain Public Records in Pennsylvania?

The timeframe for obtaining public records in Pennsylvania varies depending on the request method and record type:

For Right-to-Know Law Requests:

• Agencies must respond within 5 business days
• Agencies may extend this period by 30 additional days for complex requests
• If an agency fails to respond within the required timeframe, the request is deemed denied and can be appealed

For Specific Record Types:

• Vital Records (birth, death certificates): 4-6 weeks by mail; same day for in-person requests at state offices
• Criminal History Records: Immediate to 2 weeks, depending on request method
• Court Records: Immediate access for public terminal searches; 1-2 weeks for copies of case files
• Property Records: Immediate to 3 days, depending on county systems
• Business Entity Records: Immediate for online searches; 7-10 business days for certified copies

Expedited services are available for some record types at additional cost. Processing times may increase during periods of high demand or staff shortages. For the most current processing times, check with the specific agency handling your request.

What Records Are Confidential In Pennsylvania?

Pennsylvania law exempts certain records from public disclosure to protect privacy, security, and other important interests. Records that are generally confidential include:

1. Personal Information Protected by Law:

   • Social Security numbers
   • Driver's license numbers
   • Financial account numbers
   • Home addresses of judges, law enforcement officers, and certain other officials
   • Medical records and protected health information

2. Records Exempt Under the RTKL (Section 708):

   • Records that would threaten personal security or public safety
   • Criminal investigative records
   • Noncriminal investigative records
   • Draft documents and internal deliberations
   • Trade secrets and confidential proprietary information
   • Attorney-client privileged communications
   • Personnel records (including performance evaluations)
   • Labor relations and collective bargaining information
   • Predecisional deliberations
   • Academic transcripts

3. Other Protected Records:

   • Juvenile records (with limited exceptions)
   • Adoption records
   • Mental health records
   • Child abuse reports and investigations
   • Certain tax information
   • Records sealed by court order
   • Victims' information in certain cases
   • Records related to emergency preparedness and infrastructure security

The confidentiality of these records is established through various laws, including the Right-to-Know Law, Criminal History Record Information Act, Health Insurance Portability and Accountability Act (HIPAA), Family Educational Rights and Privacy Act (FERPA), and numerous other state and federal statutes.

Who Has the Right To Request Public Records in Pennsylvania

Under Pennsylvania's Right-to-Know Law, the right to request public records is broadly granted:

• Any person: The law defines "requester" as "a person that is a legal resident of the United States and requests a record pursuant to this act." This includes:

  • Pennsylvania residents
  • Residents of other U.S. states
  • Legal entities (corporations, LLCs, partnerships)
  • Media organizations
  • Non-profit organizations
  • Advocacy groups
  • Incarcerated individuals (with some limitations)

• No statement of purpose required: Requesters do not need to explain why they want records or how they plan to use them.

• No citizenship verification: While the law limits requests to U.S. legal residents, agencies typically do not verify citizenship status.

• Anonymous requests: The law does not explicitly prohibit anonymous requests, but agencies may require contact information to respond.

• Limitations for inmates: The law restricts the types of records that inmates in correctional facilities can request.

The Pennsylvania Supreme Court has upheld the broad right of access, ruling that the identity or motivation of the requester generally should not affect whether records are public.

What Can Be Done With Public Records in Pennsylvania

Public records obtained in Pennsylvania can be used for various legitimate purposes:

• Personal Research: Investigating family history, property ownership, or personal legal matters
• Business Purposes: Conducting due diligence, verifying credentials, or researching market information
• Legal Proceedings: Supporting litigation, verifying facts, or preparing legal documents
• Academic Research: Studying government operations, historical trends, or social patterns
• Media Reporting: Investigating government activities, reporting on public issues, or fact-checking
• Civic Engagement: Monitoring government performance, advocating for policy changes, or informing public debate
• Real Estate Transactions: Researching property history, verifying ownership, or checking for liens
• Background Checks: Verifying information about potential employees, tenants, or business partners (subject to applicable laws)
• Genealogical Research: Tracing family history through vital records and historical documents

While public records are generally available for any lawful purpose, users should be aware of legal restrictions on certain uses, particularly those involving:

• Commercial solicitation in certain contexts
• Identity theft or fraud
• Harassment or stalking
• Discrimination prohibited by law
• Republishing certain information for commercial purposes without permission

Users of public records must comply with all applicable federal and state laws regarding privacy, data protection, and fair information practices.

Key Agencies and Departments for Public Records in Pennsylvania

Pennsylvania Office of Administration
613 North Street
Harrisburg, PA 17120
717-787-9945
Pennsylvania Office of Administration

Pennsylvania Department of Transportation (PennDOT)
1101 South Front Street
Harrisburg, PA 17104
717-412-5300
Pennsylvania Department of Transportation

Pennsylvania Department of Health - Bureau of Vital Records
P.O. Box 1528
New Castle, PA 16103
844-228-3516
Pennsylvania Bureau of Vital Records

Pennsylvania State Police - Central Repository
1800 Elmerton Avenue
Harrisburg, PA 17110
717-783-5494
Pennsylvania State Police

Administrative Office of Pennsylvania Courts
601 Commonwealth Avenue
Harrisburg, PA 17120
717-231-3300
Unified Judicial System of Pennsylvania

Pennsylvania State Archives
350 North Street
Harrisburg, PA 17120
717-783-3281
Pennsylvania State Archives

State Library of Pennsylvania
607 South Drive
Harrisburg, PA 17120
717-783-5950
State Library of Pennsylvania

Pennsylvania Department of State - Bureau of Corporations
401 North Street, Room 206
Harrisburg, PA 17120
717-787-1057
Pennsylvania Department of State

Pennsylvania Department of Labor & Industry
651 Boas Street
Harrisburg, PA 17121
717-787-5279
Pennsylvania Department of Labor & Industry

Pennsylvania Department of Education
333 Market Street
Harrisburg, PA 17126
717-783-6788
Pennsylvania Department of Education

Pennsylvania Department of Environmental Protection
Rachel Carson State Office Building
400 Market Street
Harrisburg, PA 17101
717-783-2300
Pennsylvania Department of Environmental Protection

Pennsylvania Department of Conservation and Natural Resources
400 Market Street
Harrisburg, PA 17105
717-787-2869
Pennsylvania Department of Conservation and Natural Resources

Pennsylvania Department of Revenue
1133 Strawberry Square
Harrisburg, PA 17128
717-787-8201
Pennsylvania Department of Revenue

Pennsylvania General Assembly
Main Capitol Building
Harrisburg, PA 17120
717-787-2372
Pennsylvania General Assembly

Office of Attorney General
Strawberry Square, 16th Floor
Harrisburg, PA 17120
717-787-3391
Pennsylvania Office of Attorney General

Pennsylvania Housing Finance Agency
211 North Front Street
Harrisburg, PA 17101
855-827-3466
Pennsylvania Housing Finance Agency

Philadelphia Department of Records
City Hall, Room 156
Philadelphia, PA 19107
215-686-2261
Philadelphia Department of Records

Allegheny County Department of Real Estate
County Office Building
542 Forbes Avenue, Room 101
Pittsburgh, PA 15219
412-350-4226
Allegheny County Department of Real Estate

How to Appeal a Denied Public Records Request in Pennsylvania

If your request for public records in Pennsylvania is denied, you have the right to appeal through the following process:

1. File an Appeal with the Office of Open Records (OOR):

   • Submit your appeal within 15 business days of the agency's response or deemed denial
   • Appeals can be filed online at OOR Appeals or by mail
   • Include a copy of your original request and the agency's response (if any)
   • Explain why you believe the records should be public
   • No filing fee is required for appeals

2. OOR Review Process:

   • The OOR assigns an Appeals Officer to review your case
   • The agency must provide a legal justification for the denial
   • You may submit additional evidence supporting your position
   • The Appeals Officer may request additional information from either party
   • In some cases, the OOR may conduct hearings

3. Final Determination:

   • The OOR must issue a Final Determination within 30 calendar days (unless extended)
   • The determination will either grant your appeal, deny it, or partially grant it
   • Both parties receive a copy of the determination with explanation

4. Further Appeals:

   • If dissatisfied with the OOR's determination, you may appeal to the appropriate Court of Common Pleas within 30 calendar days
   • For Commonwealth agency records, appeals go to Commonwealth Court
   • For local agency records, appeals go to the local Court of Common Pleas

5. Special Procedures for Certain Agencies:

   • Appeals involving legislative records go to the Legislative Appeals Office
   • Appeals involving judicial records go to the appropriate court administrator
   • Appeals involving district attorneys go to the local District Attorney's Appeals Officer

The Office of Open Records provides detailed guidance on the appeals process on their website, including sample appeal forms and instructions.

Difference Between Federal and Pennsylvania Public Records

Jurisdiction The Freedom of Information Act (FOIA) (5 U.S.C. § 552) applies exclusively to federal executive branch agencies, such as the U.S. Department of Justice or the Department of Homeland Security. It does not apply to state or local records. Pennsylvania’s Right-to-Know Law (RTKL) (65 P.S. §§ 67.101 et seq.) governs access to public records held by Pennsylvania state agencies, local governments, school districts, and other public bodies. FOIA cannot be used to obtain Pennsylvania records, and the RTKL cannot be used to obtain federal records.

Exemptions FOIA contains nine exemptions, including national security, trade secrets, law enforcement investigations, and personal privacy protections. Pennsylvania’s RTKL contains its own list of exemptions, which include:

• Records relating to ongoing criminal or noncriminal investigations
• Personal identification information (e.g., Social Security numbers)
• Trade secrets and confidential proprietary information
• Medical records
• Certain infrastructure and public safety records
• Records protected by attorney–client privilege or attorney work-product doctrine

Right to Request Under FOIA, any person, regardless of residency or citizenship, may request federal records. Under the RTKL, U.S. citizens may request Pennsylvania public records; non-citizens are not granted rights under the statute.

Response Timelines FOIA agencies must respond within 20 business days, with the possibility of an extension of up to 10 additional business days for unusual circumstances. Under the RTKL, agencies must respond within 5 business days. They may extend the time for up to 30 calendar days if they provide written notice explaining the reason for the extension.

Appeals and Enforcement FOIA denials can be appealed administratively to the agency and then challenged in U.S. District Court. Under the RTKL, denials can be appealed to the Pennsylvania Office of Open Records (OOR) within 15 business days of the denial. Further appeals can be made to the Pennsylvania Commonwealth Court.

Penalties for Non-Compliance FOIA provides court-ordered disclosure and possible attorney’s fees to prevailing requesters but no direct fines for agencies. Under the RTKL, courts may impose civil penalties of up to $1,500 per violation for willful or bad-faith withholding of records. Agencies may also be required to pay attorney’s fees and court costs.

Legal References

• Federal Law: Freedom of Information Act (FOIA) – 5 U.S.C. § 552
• State Law: Pennsylvania Right-to-Know Law – 65 P.S. §§ 67.101 et seq.
• Pennsylvania Office of Open Records: 333 Market Street, 16th Floor, Harrisburg, PA 17101. Phone: (717) 346-9903. Pennsylvania Office of Open Records

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