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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Many counties struggle with outdated storage systems, paper backlogs, and limited staff resources.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.
Retention isn't about keeping everything — it's about keeping the right things, for the right time, in a format that lasts.
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.
Frequently asked questions
What is PHMC compliance for Pennsylvania counties?
It means retaining, preserving, and disposing of county records according to the PHMC County Records Manual — keeping permanent series indefinitely and disposing of others only after their retention period under a documented disposition.
How long must county records be kept?
By series: deeds, wills, and dockets are permanent; many financial and administrative records have fixed minimums (commonly seven years). Confirm each against the current PHMC manual.
What format should archival county records use?
PDF/A — the ISO archival PDF format — is the standard for long-term and permanent government records, ensuring they remain readable over time.
What happens if a county misses a Right-to-Know deadline?
Failing to respond within five business days (65 P.S. §67.901) is treated as a deemed denial, which the requester can appeal. Indexed digital records make the deadline easier to meet.
How does Reynolds support PHMC compliance?
Reynolds digitizes and stores county records to PHMC standards with PDF/A output and documented chain-of-custody, serving 30+ Pennsylvania counties.
