Pennsylvania PUBLIC RECORDS SEARCH

Pennsylvania State Public Records Search Online

Public records in Pennsylvania are made accessible through the state's Right-to-Know Law (RTKL), a key element of government transparency. This legislation empowers citizens by allowing them to access various government records, ranging from court documents to property deeds, to foster an open and accountable government.

The availability of public records serves both personal and professional purposes. Individuals may use these records to conduct background checks, verify property ownership, or research legal issues. Businesses also benefit, as these records can inform decisions, ensure regulatory compliance, and mitigate risks.

By leveraging Pennsylvania's public records, residents and organizations can gain insights into various aspects of the state, supporting informed decision-making and promoting a more transparent society.

What Records are Public in Pennsylvania?

In Pennsylvania, public records are documents and information held by government agencies that anyone can access. These records promote transparency and allow citizens to stay informed about government activities. However, some records are kept confidential to uphold certain citizen rights.

What is Considered Public Information in Pennsylvania?

Various types of information are classified as public in Pennsylvania:

• Records such as reports, letters, and memoranda created or retained by government agencies in their official duties
• Details of government budgets, contracts, and expenditures
• Documentation from public meetings, including minutes and agendas
• Information on real estate transactions, property assessments, and zoning
• Data on arrests, charges, and court proceedings, except for juvenile and sealed records
• Basic employment details, like job titles and salaries, for public employees
• Reports on environmental monitoring, permits, and inspections

Pennsylvania Public Records Laws

Pennsylvania public records are regulated by the Right-to-Know Law (RTKL) and the Freedom of Information Act (FOIA). These laws specify the types of government information available to the public and the conditions for accessing it.

What is the RTKL?

The current RTKL (Right-to-Know Law), enacted in 2009, is a legal framework designed to ensure public access to government records. This law operates on the principle that most records held by government agencies should be accessible to the public unless they fall under certain exemptions. It also established the Office of Open Records (OOR).

Under the RTKL, citizens can request various documents, such as reports, emails, and contracts, and government agencies must respond within a specified timeframe. If an agency wants to withhold a record, it must provide a valid reason, such as protection under the RTKL, another law, a legal privilege, or a court order.

In the past, the requester was required to prove a record was public, and appeals had to go through the courts. The process was more costly and time-consuming than the current process with the OOR.

What is the FOIA?

The FOIA (Freedom of Information Act) is a federal law that gives the public the right to access records from federal government agencies. Established in 1966, FOIA aims to promote transparency and accountability by allowing citizens to request and obtain information about government activities and decisions.

Under FOIA, federal agencies must release records upon receiving a written request unless the information is protected by one of the law's nine exemptions. These exemptions include sensitive areas like classified national security information, personal privacy, trade secrets, and certain law enforcement or internal communications.

FOIA also outlines a process for submitting requests, requiring agencies to respond within 20 working days. If a request is denied, the requester can appeal the decision and potentially take the matter to court.

Who Can Access Public Records in Pennsylvania?

RTKL (Right-to-Know Law) provides everyone, regardless of residency, with the right to access public records. This law allows any individual, whether a Pennsylvania resident, someone from another state, or even a non-U.S. citizen, to request public records from state and local government agencies.

While the RTKL broadly grants access to public records, it also includes certain exemptions to protect sensitive information. Records related to personal privacy, public safety, and confidential business information may be withheld from disclosure. Requests for such records may be denied if the release could infringe on privacy, compromise safety, or expose confidential data.

Pennsylvania Public Records Search

In Pennsylvania, citizens can search for records online and offline, depending on the document type and the government agency that manages it.

Online access is facilitated through state and local government websites, which offer searchable databases and record request forms.

For those preferring offline methods, requests can be made in person, through fax, or by mail to the relevant government office, where staff can assist in locating and retrieving the needed documents.

How To Find Pennsylvania Public Records Online

Before tackling the online options, here are the general steps to access public records in Pennsylvania:

Find the Right Agency

To file an RTK (Right-to-Know) request, one should first identify which agency holds the necessary records. It is best to contact the municipality for local issues, while for state-related matters, the appropriate state department should be contacted.

Contacting the wrong agency can lead to delays in processing the request. To find the right agency, check the OOR (Office of Open Records) table of Commonly Misdirected Requests.

Contact the Open Records Officer

Each agency designates an Agency Open Records Officer (AORO) to handle RTK (Right-to-Know) requests. Their contact information can typically be found on the agency's website or in the OOR (Office of Open Records) AORO database.

If the information is unavailable, the request should be sent to the "Agency Open Records Officer" at the agency's main address.

Submit the Request

Use the agency's RTK (Right-to-Know) Request Form if available. If not, use the Standard RTK Request Form of the OOR (Office of Open Records). Requests should be sent through email at RTK-OOR@pa.gov.

To file an effective RTK request, individuals should be specific and clear about the records they need. This approach helps the agency quickly locate and assess the records. Individuals should always retain a copy of their request to appeal a denial.

Accessing public records in Pennsylvania online involves several effective methods:

State and Local Government Websites

Official government websites provide searchable databases for various records, including court documents, property assessments, and meeting minutes.

Online Databases and Portals

The OOR (Office of Open Records) site is a key resource for Right-to-Know (RTK) requests and state records. Many state and local agencies also have their online databases.

Third-Party Sites

Some commercial and non-profit websites provide access to public records, which can be helpful but often has drawbacks.

These third-party sites might charge access fees and may not always have the most up-to-date information. They can also have issues with accuracy, as the information might be incomplete. Privacy is another concern, as third-party sites may not offer the same level of protection as government sites.

How To Find Pennsylvania Public Records Offline

The process of accessing Pennsylvania public records offline mirrors the online approach, with the main difference being the submission method. Completed Right-to-Know (RTK) request forms can be submitted by mail, in person, or via fax.

For mail submissions, send the completed RTK request form to the OOR (Office of Open Records) at 333 Market Street, 16th Floor, Harrisburg, PA 17101-2234.

For in-person submissions, deliver the completed form to the same address.

To fax a request, use the number 717-425-5343.

Regardless of the submission method, the review and response process will follow the same procedures as online requests.

Citizens can review the complete OOR RTKL (Right-to-Know Law) Request Policy for more information.

Types of Public Records in Pennsylvania

Government agencies in Pennsylvania manage a wide range of records throughout an individual's life, from birth certificates to death certificates and everything in between. These records can include significant life events or everyday administrative paperwork. Some of the most commonly sought Pennsylvania records include:

State of Pennsylvania Public Court Records

The Unified Judicial System of Pennsylvania provides access to various court records, including documents like papers, photographs, dockets, and books created or received during legal proceedings. These records detail court case events, including participant information and case outcomes.

To access a court record in Pennsylvania, start by identifying the court where the case was filed. The state's judicial system includes three appellate courts ( Supreme Court, Superior Court, and Commonwealth Court) and several trial courts ( Courts of Common Pleas, Magisterial District Courts, and Municipal Courts).

Next, contact the record custodian for the relevant court. Requesters must provide specific details such as case numbers or party names and may need to pay a fee, which varies by county and record type. Some court information is also available for free online through the Unified Judicial System of Pennsylvania Web Portal.

Pennsylvania Public Bankruptcy Records

In Pennsylvania, public bankruptcy records provide detailed information on personal and business bankruptcy cases. These records include documents like petitions, schedules, statements, court orders, judgments, and case dockets.

There are different ways to access bankruptcy records. One is through Public Access to Court Electronic Records (PACER). The online system allows users to search for and view bankruptcy case details, including dockets and filings. To use PACER, one must register for an account and pay a fee per page viewed.

PACER charges 10 cents per page for most documents, with additional fees for audio files. However, access can be free under certain conditions, such as when a user accrues less than $30 worth of records in a quarter, gets a fee exemption, accesses court opinions, or is a litigant entitled to one free copy of an e-filed document.

Another is through the Multi-Court Voice Case Information System (MCVCIS).It provides basic case information via an automated telephone service. Users can call a toll-free number to get details like case numbers, filing dates, and case status.

Lastly, records can be accessed by visiting the federal bankruptcy court where the case was filed. In Pennsylvania, bankruptcy courts are in the following:

• Eastern District
• Middle District
• Western District

Records are available in the clerk's office, and copying fees may apply.

For older records preserved for 20 years, individuals may need to check the National Archives and Records Administration (NARA) or visit the U.S. Courts for more information.

County Court Records in Pennsylvania

Accessing county-level court records in Pennsylvania can vary significantly between counties, as each county independently manages its records and procedures. Some counties provide comprehensive digital databases where users can search for and view case information, while others may offer limited or no online resources.

In counties with limited online access, individuals must visit the courthouse in person to request records. The process for accessing records, including the needed documents and fees, varies by county. Record retention policies also differ, which can impact the availability of older records.

For the most accurate and current information, contacting the county courthouse or court office directly is recommended. A Clerks of Courts directory is available online for this purpose.

Pennsylvania Criminal Records

In Pennsylvania, criminal records include various types of documentation: arrest records, court records, incarceration records, and probation or parole records. These records contain:

• Personal identifying information like name, date of birth, and address
• Arrest details, including the date, location, and charges
• Court proceedings data, such as charges, pleas, verdicts, and sentences
• Correctional facility information, such as booking, incarceration, and release dates

Public access to Pennsylvania criminal records is generally available through several methods. Individuals can use online databases, make direct requests to law enforcement or court agencies, or visit courthouses and record repositories in person.

However, access to certain sensitive information, particularly involving juveniles or specific personal details, may be restricted.

Pennsylvania Public Arrest Records

Arrest records document a suspect's apprehension by law enforcement. An arrest record alone does not confirm a criminal conviction. It typically includes:

• The suspect's name, date of birth, gender, and physical description (such as hair color, height, and weight)
• The date and location of the arrest
• The name of the arresting officer
• The address and name of the detention facility
• The name of the individual who issued the arrest warrant

In Pennsylvania, arrest records can be accessed through the state's online system, Pennsylvania Access To Criminal History (PATCH). This system allows both citizens and law enforcement to request detailed criminal histories.

To start a search on PATCH, users must first create an account. This account will keep track of personal information and previous search requests. After setting up the account, users need to complete forms with information about the individual being searched, such as their full name, address, Social Security number (SSN), and any previous names or addresses.

Users will also need to pay a fee using a credit card. Once the information is submitted, the system will process the request automatically.

Another option is to visit the courthouse where the records were filed and request them directly from the court clerk. Some police departments may waive this fee if the release of the record serves the public interest.

Pennsylvania Vital Records

In Pennsylvania, vital records become publicly accessible after a set period. While some records are available without restriction, others may be restricted based on state laws. To access these restricted records, individuals must obtain permission from a state judge.

Local county health departments, local courts, and the Bureau of Health Statistics and Registries maintain these documents.

The requirements vary depending on the type of record and the requestor's legal standing. No extra documentation is usually needed for informational copies. However, for certified copies or restricted records, requestors must provide proof of eligibility. This may include:

• Government-issued photo ID
• Court order from a licensed Pennsylvania judge
• Documents that prove the relationship between the requester and the record's subject

Pennsylvania Public Birth Records

A birth certificate is an official document summarizing a person's birth information. In Pennsylvania, these certificates are printed on specialized security paper with a raised seal and are commonly used to verify identity.

The Department of Health handles records for births that occurred in Pennsylvania from 1906 onward. If a requested record cannot be located, the office will issue a certified "No Record Certification of Birth". Providing as much information as possible improves the chances of locating the correct record.

Public access to birth certificates in Pennsylvania is limited, and only eligible individuals can access them. Eligible individuals for accessing birth records in Pennsylvania include:

• Individuals aged 18 or older
• Parents or guardians (if listed on the record)
• The registrant's spouse and descendants
• Siblings and other immediate family members
• Individuals with a court-approved power of attorney
• Legal representatives of those named on the record
• Family members who can present the registrant's death certificate
• Persons authorized by a court

To request a birth certificate, individuals must complete the Application for a Birth Certificate form, provide identification, and provide a $20 payment. The request can be submitted to:

The certificate can also be requested online through the Online Vital Record Ordering page. This page accepts credit card payments, with an additional $10 processing fee.

Pennsylvania Public Death Records

In Pennsylvania, certified death records are not available to the general public due to privacy regulations. However, informational copies can be accessed for genealogical research. The Pennsylvania Historical and Museum Commission provided complimentary online access to death indices covering the years 1906 to 1973.

Certified death records are available to:

• The deceased's parents or legal guardians
• The deceased's current or former spouse
• Immediate family members
• Legal counsel of any eligible person
• Those authorized by the government or state courts

Eligible individuals must fill out a death certificate search application with the deceased's details, including the date and place of death, to request a death record. The form and documents should be submitted to the same address used for birth records.

For certificates related to individuals who passed away in another state, individuals should visit the National Center for Health Statistics website to find the appropriate contact information.

Pennsylvania Public Marriage Records

Marriage records, including those issued within Pennsylvania, are public records. However, certified copies of these records are generally restricted and can only be accessed by the individuals named on the record or those with a court order.

A Pennsylvania marriage record consists of the complete documentation of a marriage, including the marriage license and certificate. This record includes detailed information such as the names, ages, addresses, occupations, dates, and places of birth of both parties and any agreements made.

To request a marriage record, individuals can visit the local courthouse clerk's office or the Orphans' Court Clerk's office.

When making a request, individuals should provide:

• Names of both parties
• The date of the union
• License number and issuance date
• The location where the marriage took place

Pennsylvania Public Divorce Records

Divorce records are typically public in Pennsylvania unless a court order restricts access. However, only the individuals involved in the divorce or those with legal authorization can obtain certified copies.

To access a divorce record, individuals should contact the clerk's office at the county courthouse where the divorce was filed. This application should include necessary details such as:

• Full names of both parties
• The location and approximate date of the divorce

When applying, include identification documents and payment for copying and certification.

Pennsylvania Property Records

Property records in Pennsylvania provide comprehensive details about real estate and are mostly available to the public. These records cover various aspects:

• Deeds and titles: Documenting the history and transfer of property ownership
• Property assessments: Detailing the property's assessed value and characteristics
• Mortgage records: Showing information on mortgages, liens, and encumbrances
• Property tax records: Including data on taxes, payments, and assessments
• Building permits: Recording details about construction and renovations
• Subdivision and zoning records: Related to property divisions and zoning changes

Most of these records are accessible due to state law. Individuals can obtain them through several methods:

• County Recorder of Deeds Office
• Online Databases
• Local Tax Assessor's Office

To request property records, individuals generally need to provide specific details like the property address or parcel number and may need to pay fees for copies or certifications.

Pennsylvania Inmate Records

The Pennsylvania Department of Corrections (DOC) offers public access to inmate information through its Inmate and Parolee Locator database. This tool allows users to search for details about individuals currently serving jail sentences in Pennsylvania.

The inmate locator doesn't show the type of treatment an inmate is receiving. The database also excludes those from outside Pennsylvania or on parole elsewhere. DOC updates the information daily, but personal details are self-reported by inmates and are not always verified for accuracy.

Inmate records provide essential information, including:

• The inmate's full legal name and any known aliases
• Information about the crime for which the person was convicted
• Inmate's birth date, gender, height, weight, and other physical attributes
• Identification information such as fingerprints and a mugshot
• The date of incarceration and the expected release date
• The location and security level of the facility where the inmate is housed
• Details of past convictions and sentences served
• Information about any bail or bond conditions, if applicable

Pennsylvania Traffic Records

In Pennsylvania, public traffic records offer a comprehensive view of an individual's driving history from the time they first obtained a driver's license or ID card through the Department of Transportation (PennDOT). These records typically include personal identifiers such as:

• Driver's full name
• Date of birth
• Details on crashes
• License suspensions and revocations
• Traffic violations

State traffic court records also apply to documents related to legal proceedings concerning traffic offenses. Unlike PennDOT records, these judicial records specifically pertain to cases handled by traffic courts.

The disclosure of traffic records managed by PennDOT is governed by 67 Pennsylvania Code section 95.2(c) and the Pennsylvania Vehicle Code. Access is limited to the following parties:

• The individual to whom the record pertains
• Individuals with the written consent of the record's subject
• Persons holding a court order
• Federal, state, or local government agencies
• Individuals with intended use of record for employment, insurance, or credit purposes

License Plate Lookup in Pennsylvania

Performing a license plate lookup in the state entails using the PennDOT (Pennsylvania Department of Transportation) website or third-party services that offer detailed vehicle history reports. For the former, requests cannot be processed using only the license plate number. However, a request can be submitted using the vehicle identification number (VIN).

A license plate lookup typically reveals details such as the vehicle's make, model, year of manufacture, and VIN. It may also provide ownership history, registration status, title status, accident history, and lien information.

While some information is publicly accessible, personal details about vehicle owners are restricted due to privacy laws. Accessing sensitive information requires proper authorization or a legitimate reason.

What Information is Exempt from the RKTL in Pennsylvania?

In Pennsylvania, RTKL (Right-to-Know Law) specifies certain exemptions where records are considered "not public". Under Section 708, key exemptions include:

• SSNs (Social Security numbers), driver's license numbers, employee numbers, and other confidential identifiers
• Credit card numbers, bank account numbers, and personal financial statements
• Protected individual medical histories under the Health Insurance Portability and Accountability Act (HIPAA)
• Investigative materials, security records, and information related to ongoing criminal investigations
• Information that could jeopardize public safety or national security
• Communications between government agencies and legal counsel
• Trade secrets and proprietary information
• Juvenile criminal records or identities of child victims and witnesses

Other Public Records in Pennsylvania

Here are some other types of public records available in Pennsylvania:

• State health statistics: Data on public health issues, disease outbreaks, and health surveys
• Environmental protection reports: Information on pollution levels and environmental quality assessments
• Maps and geographic information: Detailed maps, land use maps, and Geographic Information Systems (GIS) data
• Public library collections: Books, historical documents, and archival materials from state and local libraries
• Sex offender registry: State repository of registered sex offenders, created under Megan's Law
• Elections data: Voter registration statistics, election results, and campaign finance reports

Frequently Asked Questions

The following are common questions about accessing and understanding public records in Pennsylvania:

Recent Articles

Noise Ordinances: Quiet Hours, Complaint Laws, and How to File a Noise Complaint

What Is Harboring a Fugitive and What Are the Penalties and Jail Time for It?

Are Written or Verbal Contracts Legally Binding and When Should You Use Each?

When Your Driving License Can Be Revoked and What You Can Do About It?