The State Archives staff are the last professionals to review agency schedules before submission to the Executive Board. At that time, appraisal archivists will code those records having archival or potential archival value with a code 2 or 4. At the conclusion of their retention periods, archival records are transferred either directly from the agency or from the State Records Center in conformance with applicable retention and disposition schedules.

If the records are still at the agency, the Records Coordinator should contact the State Archives at (717) 787-3913, (717) 787-7180 or (717) 787-3384 for information regarding transfer procedures. If the archival records are stored at the State Records Center, the Records Coordinator will receive an Agency Disposal Report twice a year listing records to be destroyed, returned to the agency, or transferred to the Archives. This authorization for final disposition must be signed and dated by the Records Coordinator and returned to the Center.

Once authorization had been received, Center staff will contact the Archives to arrange for the transfer of the archival records. If Records Coordinators or program staff find records that are not listed on the agency schedule or any general records schedule, they should contact the State Records Center at (717) 783-7330.

When the transfer has been completed, the records become the property of the Commission on behalf of the Commonwealth and are accessioned into the holdings of the State Archives. Unless designated as confidential or restricted, the records are made available for research use by agency staff and the general public in the Archives Search Room. Agency staff are encouraged to view records during normal business hours (Wednesday through Friday between 9:00 a.m. and 4:00 p.m.); however, special arrangements can be made to use records on Monday or Tuesday if there is an emergency situation. Contact the Reference Section at (717)783-3281 for more information on services and fees.

The State Archives is located in the State Museum and State Archives Building complex on the corner of Third and Forster Streets in downtown Harrisburg. The facility includes a public Search Room and a twenty-story records tower which is maintained at proper temperature and humidity levels for the preservation of archival records.