Pennsylvania Public Records

About Pennsylvania Public Records

Comprehensive Guide to Accessing Pennsylvania Public Records | Pennsylvania Right-to-Know Law (RTKL)

Pennsylvania operates one of the most transparent public records frameworks in the country, governed by the Pennsylvania Right-to-Know Law (RTKL) under Pennsylvania Act 3 of 2008, 65 P.S. § 67.101 through § 67.3104. The state's commitment to transparency means that government records — from court filings and property deeds to criminal histories and vital statistics — are presumed public unless a specific exemption applies. This guide explains how to access Pennsylvania public records, what the law requires agencies to produce, how long you have to wait, what you can be charged, and what your options are if a request is denied.

THE LAW: Pennsylvania Right-to-Know Law (RTKL)

Governing Statute: Pennsylvania Act 3 of 2008, 65 P.S. § 67.101 through § 67.3104

Pennsylvania's public records law establishes the legal framework for how

residents and the public can access government information. Enacted to ensure government accountability, the Pennsylvania Right-to-Know Law (RTKL) establishes the right of any person to inspect and obtain copies of government records held by Pennsylvania state agencies, counties, municipalities, and other public bodies. The law reflects the principle that transparent government is a prerequisite for an informed citizenry and a functioning democracy.

Response Deadline

5 business days to respond. If the agency cannot meet the deadline, it must notify the requester within 5 days and can extend by up to 30 additional days.

If an agency fails to respond within the required time, the request may be treated as a constructive denial — triggering the right to appeal. Always document the date of your submission and follow up in writing if no response is received.

Who Can Request Records In Pennsylvania

Any person — no residency requirement; however, incarcerated persons are restricted

While Any person — no residency requirement; however, incarcerated persons are restricted, certain categories of records may impose additional eligibility requirements. Requesters are generally not required to state a reason for their request, and agencies in Pennsylvania are prohibited from using the requester's identity or stated purpose as a basis for denial.

How To Request Pennsylvania Public Records: Step-By-Step

1. 1 Identify the Records You Need

Before submitting a request, pinpoint which government agency holds the

records. Different agencies maintain different records:

1. 2 Draft Your Request

Write a specific, clearly worded request describing:

• ›Court records → Pennsylvania Court System
• ›Property records → County Recorder or Assessor
• ›Vital records (birth/death/marriage) → Pennsylvania Department of Health
• ›Criminal records → Pennsylvania State Police / Department of Public Safety
• ›Business filings → Pennsylvania Secretary of State
• ›Legislative records → Pennsylvania General Assembly
• ›The type of documents or records you seek
• ›The date range covered
• ›Names, case numbers, or addresses involved (if known)
• ›The format you prefer (electronic preferred to minimize fees)

Keep it specific — overly broad requests are more likely to result in delays

or fee estimates that stall the process.

1. 3 Submit to the Right Agency

Address your request to the specific agency's designated records custodian or records officer. In Pennsylvania, the primary oversight body is Pennsylvania Office of Open Records (OOR), 333 Market St., 16th Floor, Harrisburg, PA 17101; (717) 346-9903. Most agencies also accept requests by email — check the agency's website for the records officer's contact information.

1. 4 Track Your Request

Note the date you submitted your request. The agency must respond within

5 business days to respond. If the agency cannot meet the deadline, it must noti. Keep a copy of your submission and any acknowledgment

receipts.

1. 5 Review the Response

If the agency produces records: review them carefully. If records are

withheld, the agency must cite the specific statute authorizing withholding.

Request a log of all withheld records.

1. 6 Appeal If Denied

File an appeal with the OOR within 15 business days of denial (free); OOR issues a final determination within 30 days. Further appeal goes to Commonwealth Court.

Fees For Pennsylvania Public Records

Actual cost of duplication; standard copies $0.25/page; no charge for first 100 pages when request is a financial document

Fee waivers may be available for journalists, nonprofit organizations, students, or when the disclosure serves the public interest. Always ask about fee waivers when submitting a request — agencies are not required to volunteer this information. If the fee estimate exceeds your budget, consider narrowing the scope of your request.

Key Exemptions: What Is Not Publicly Available

Pre-decisional deliberations, attorney-client privilege, medical records, ongoing criminal investigations, personal financial information, trade secrets, and records relating to public safety or security

Understanding exemptions is critical before filing a request. Exempted records

include: Pre-decisional deliberations, attorney-client privilege, medical records, ongoing criminal investigations, personal financial information, trade secrets, and records relating to public safety or security

If an agency cites an exemption, request that they identify the specific

statutory authority — vague or overly broad exemption claims can be successfully

challenged in district or circuit court.

Pennsylvania Public Records Oversight & Enforcement

Oversight Authority: Pennsylvania Office of Open Records (OOR), 333 Market St., 16th Floor, Harrisburg, PA 17101; (717) 346-9903

Pennsylvania's oversight authority plays a critical role in ensuring compliance with the Pennsylvania Right-to-Know Law (RTKL). When agencies fail to respond or improperly withhold records, the oversight body can investigate, issue guidance, and in some cases impose penalties. Filing a complaint with the oversight authority is typically free and faster than pursuing a court action.

What Makes Pennsylvania'S Public Records Law Unique

Pennsylvania's RTKL flipped the presumption of openness in 2008 — under the previous law, requesters had to prove records were public; under RTKL, agencies must prove records are exempt. The Office of Open Records (OOR) — an independent, quasi-judicial body — adjudicates appeals free of charge, issuing binding final determinations within 30 days. Pennsylvania's OOR is one of the most active and respected administrative open records bodies in the country.

Types Of Public Records Available In Pennsylvania

Court Records

Pennsylvania maintains an extensive court record system covering district,

circuit/superior, and appellate courts. Court records include civil case

filings, criminal dockets, probate records, family law cases (divorce,

custody, adoption), and small claims matters. Many Pennsylvania court records

are accessible through the state court's online portal or by visiting the

clerk of court's office in the relevant county.

Property Records

County-level property records in Pennsylvania include deeds, mortgage

documents, liens, tax assessment records, and zoning information. These are

maintained by the County Recorder (or equivalent) in each county. Property

records are among the most widely accessed public records and are often

available online through county government websites.

Vital Records (Birth, Death, Marriage, Divorce)

Vital records in Pennsylvania are maintained by the Pennsylvania Department

of Health (or equivalent). Certified copies of birth certificates, death

certificates, marriage licenses, and divorce decrees are available to

eligible requesters upon submission of an application and required fee.

Ancestry and genealogy researchers may access historical vital records

through the Pennsylvania State Archives.

Criminal Records & Background Checks

Criminal history records in Pennsylvania are maintained by the Pennsylvania

Department of Public Safety or State Police. Background checks are governed

by both the Pennsylvania Right-to-Know Law (RTKL) and the federal Fair Credit Reporting Act (FCRA).

State-level criminal history includes felony and misdemeanor convictions,

arrests, and sex offender registry information.

Business & Corporation Records

All business entities formed or registered in Pennsylvania must file with

the Pennsylvania Secretary of State. Publicly available records include

articles of incorporation, registered agent information, annual reports,

officer names, and business status. These are often searchable online free

of charge through the Secretary of State's business search portal.

Voter Registration Records

Voter registration data in Pennsylvania is maintained by the Secretary of

State's Elections Division and county clerks. The scope of what is public

varies — names and addresses are typically public, while Social Security

numbers and driver's license numbers are withheld.

Government Contracts & Spending

Contracts between Pennsylvania government agencies and private vendors are

public records. These include procurement contracts, grants, professional

service agreements, and construction contracts. Many can be found through

the state's open data portal or through specific agency websites.

Environmental & Regulatory Records

Pennsylvania environmental agencies maintain records of permits, inspections,

violations, and remediation plans. These are public under both the Pennsylvania Right-to-Know Law (RTKL)

and federal laws including the Emergency Planning and Community Right-to-Know

Act (EPCRA).

How To Find Specific Pennsylvania Public Records

Birth Certificates:

Contact the Pennsylvania Department of Health, Vital Statistics office.

Online: Check the state health department's website for mail-in or online

ordering options. Fees apply for certified copies.

Death Records:

Available from the Pennsylvania Department of Health for recent deaths.

Historical death records are available through the State Archives and

genealogy platforms like FamilySearch and Ancestry.

Marriage Records:

Marriage licenses are filed with the county clerk or registrar in the county

where the marriage occurred. The state health department may maintain a

central index for certified copies.

Divorce Records:

Divorce decrees are filed in the circuit/district/superior court of the

county where the divorce was granted. Contact the clerk of that court.

Criminal Background Checks:

For a certified criminal background check, contact the Pennsylvania Department

of Public Safety or State Police. Online portals are available in most states.

Sex Offender Registry:

Pennsylvania maintains a public Sex Offender Registry available online.

The national registry is searchable at NSOPW.gov.

Property Records:

Search your county's Recorder, Register of Deeds, or Assessor website.

Most counties in Pennsylvania provide free online property record searches.

Court Records:

Search online through the Pennsylvania Courts' public case search portal.

Federal court records are available via PACER (pacer.uscourts.gov).

Important Legal Disclaimer

PublicRecordCenter.com is a privately owned, free public records directory. We

are not a government agency and not affiliated with any government body. We do

not store, sell, or provide consumer reports as defined by the federal Fair

Credit Reporting Act (FCRA). Public records accessed through our directory may

not be used to determine eligibility for credit, insurance, employment, housing,

or other FCRA-regulated purposes.

All links provided lead to official Pennsylvania government websites and trusted

third-party resources. Information in this guide is current as of early 2026.

Verify current fees, deadlines, and procedures directly with the relevant agency

before submitting a request.

Quick Reference

Law Name: Pennsylvania Right-to-Know Law (RTKL)

Statute: Pennsylvania Act 3 of 2008, 65 P.S. § 67.101 through § 67.3104

Response Deadline: 5 business days to respond. If the agency cannot meet the deadline, it must noti

Who Can Request: Any person — no residency requirement; however, incarcerated

Standard Copy Fee: Actual cost of duplication; standard copies $0.25/page; no charge for first 100

Appeal To: district or circuit court

Oversight: Pennsylvania Office of Open Records (OOR), 333 Market St., 16th Floor, Harrisburg, PA 17101; (717) 346-9903

Cite as: www.publicrecordcenter.com