What PHMC actually requires
The Pennsylvania Historical and Museum Commission (PHMC) sets retention schedules for every county-government record class — deeds, minutes, vital statistics, court records — and approves the formats in which permanent records may be kept.
For permanent records, PHMC accepts paper, microfilm meeting ANSI/AIIM standards, or a digital copy backed by archival microfilm. Pure digital-only is rarely accepted for the permanent retention tier.
PHMC compliance is verified during state audits and during merger/consolidation events. A failed records audit can hold up county budgets and bond issuances.
The four PHMC record tiers
- Permanent — never destroyed; archival storage required
| County office | Record series | Retention period |
|---|---|---|
| Recorder of Deeds | Deed books and indices | Permanent |
| Register of Wills | Will books | Permanent |
| Prothonotary | Civil dockets, books and indices | Permanent |
| Sheriff | Arrest records | 5 years after final disposition of case |
| Treasurer | Financial statements | Permanent (certified); 7 years (periodic) |
- Long-term (20+ years) — secure storage, regular condition checks
- Medium-term (5–20 years) — standard records storage
- Short-term (under 5 years) — destroy on schedule with log
How counties stay compliant without more storage
The most common path: scan permanent records, generate PHMC-grade archival microfilm from the scans, and store the microfilm in environmentally controlled vaults. The original paper can then be destroyed under PHMC schedule, freeing courthouse space.
Reynolds operates a PHMC-grade microfilm production lab in Bethlehem, PA. We've delivered compliant output to 30+ Pennsylvania counties.
Compliance and responsiveness are the same project: the records that satisfy PHMC are the records you can produce in five days.
Common PHMC audit findings
- Missing destruction certificates for short-term records
- Microfilm produced outside ANSI/AIIM density tolerances
- Permanent records stored in non-archival paper folders
- Digital images without verified archival backup
Frequently asked questions
What is the PHMC records retention schedule?
The Pennsylvania Historical and Museum Commission (PHMC), through its County Records Manual and municipal schedules, sets how long Pennsylvania local governments must keep each record series before it can be legally destroyed.
How long must Pennsylvania counties keep records?
It varies by series. Deeds, wills, and court dockets are permanent; many financial and administrative records have fixed minimums (commonly seven years). Always confirm the specific series against the current PHMC manual.
What is the 7-year retention rule?
Many record types — including common financial records and some county and employer records — carry a seven-year minimum. It is not universal; the governing schedule sets the period for each series.
How long should employee records be kept in Pennsylvania?
It depends on the record. Federal rules set common minimums — IRS employment-tax records four years, FLSA payroll records three years — while some personnel records have longer holds. Confirm each against the applicable schedule.
Can records be destroyed once retention is met?
Yes, but only after the retention period and with a documented disposition authorized by the schedule. Destroying a record early — or keeping it past schedule — both create exposure.
How does Reynolds help Pennsylvania counties with retention?
Reynolds digitizes and stores county records to PHMC standards, including PDF/A for archival records, and has served 30+ Pennsylvania counties with records programs.
Resources
1 FILE- 01 · PDFPHMC County Records Reference Guide (PDF)Quick-reference table of PHMC retention tiers by record class.
