Pennsylvania counties face increasing pressure to meet PHMC (Pennsylvania Historical and Museum Commission) compliance standards for records management. With evolving guidelines and approaching deadlines, county administrators and records managers must act proactively to avoid penalties and ensure public records are properly maintained.
Understanding PHMC Requirements
The PHMC oversees records management for all 67 Pennsylvania counties. Their guidelines specify retention schedules, storage standards, and disposal procedures for public records. Key requirements include:
- Registered records retention schedules approved by PHMC
- Proper environmental controls for physical records storage
- Digital preservation standards for electronically stored records
- Microfilm as an accepted long-term preservation medium
Common Compliance Challenges
Many counties struggle with outdated storage systems, paper backlogs, and limited staff resources. The transition from physical to digital records management can seem overwhelming, but a phased approach makes it manageable.
Reynolds Business Systems has helped dozens of Pennsylvania counties navigate PHMC requirements. Our approach combines document scanning services with Laserfiche document management software to create compliant, searchable digital archives while maintaining required physical records.
A Practical Compliance Roadmap
Step one is conducting a records inventory to understand what you have and where it is stored. This audit identifies immediate risks — water-damaged documents, deteriorating microfilm, or records stored in non-compliant environments.
From there, prioritize digitization of high-use and at-risk records. County deed books, court records, and vital statistics are typically the highest priority. A phased scanning program can process thousands of documents monthly without disrupting daily operations.
How Reynolds Can Help
With over 55 years serving Pennsylvania organizations, Reynolds Business Systems provides end-to-end PHMC compliance solutions. From initial assessment through implementation and ongoing support, our team ensures your county meets every requirement. Contact us today to schedule a free compliance assessment.