1.) What is the difference between the State Archives and State Records Center?
They are at separate entities with different physical locations and have two entirely separate purposes. The State Records Center provides low cost off-site storage to state agencies--the agencies retain legal custody of their records while they are stored there. When records that have been designated as archival have met retention requirements, they are then transferred to the State Archives for permanent preservation. The Archives then assumes legal custody of these records and makes them available for research unless they are designated as confidential.
2.) How do I know which records should be transferred to the State Archives?
Agency-specific and general records retention and disposition schedules will identify which records are to be transferred to the State Archives and when that transfer should take place. [Disposition codes 2 or 4]
3.) How do I send records to the State Archives?
In accordance with approved retention and disposition schedules, records can arrive at the State Archives in one of two ways:
1)Some records are authorized for temporary storage at the State Records Center. After the temporary storage period has expired, some records are automatically transferred to the State Archives for permanent preservation. The Records Center will notify agencies before shipping records to the State Archives.
2)Some records which are transferred to the State Archives never spend time in the State Records Center, but are sent directly to the Archives from the agencies themselves. In these situations, agencies must contact Susan Hartman (717) 787-3913 or Anne Marie Ickes (717) 787-7180 or Jerry Ellis (717) 787-3384 (ra-staterecordsmgmt@pa.gov) at the State Archives to arrange for the transfer.
4.) Who decides if a record has archival/historical value?
In all cases, archivists from the State Archives decide which records have historical value. Though government officials create and maintain records in order to transact official agency business, some of these records have evidential and informational value which extends beyond the original business purposes for which they were initially used:
Evidential Value-refers to the significance of the information a record provides about a government office and the function that produced it. It is the evidence of an agency's existence and achievements. Records that document significant government functions, policies, and decisions have evidential value.
Informational Value-refers to the value records derive from the information they contain on persons, places, and historical events.
5.) How does the State Archives handle confidential records?
The State Archives will work with the agency to provide for any confidentiality issues that may arise when transferring records.
6.) Does the State Archives collect records only from the Executive Branch of government?
No, the State Archives collects and preserves records from all three branches of state government as well as local governments.
7.) Does the State Archives collect personal papers?
Yes, in some instances, the Archives will collect the personal papers of private individuals, or organizations and companies who have left their mark on the history of Pennsylvania.
8.) Who do I contact if I think I have records in my office of archival value?
You should contact Susan Hartman (717) 787-3913 or Anne Marie Ickes (717) 787-7180 or Jerry Ellis (717) 787-3384 or ra-staterecordsmgmt@pa.gov.
9.) How can I use the records at the State Archives?
The State Archives is open to the public Wednesday - Friday, 9:00am - 4:00pm. Special arrangements can be made in advance to use records on Monday, if there is an emergency situation. Contact the Reference Section at (717) 783-3281.
