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Records Management

GUIDELINES

The following guidelines are details of procedures discussed in Manual 210.1, The Commonwealth of Pennsylvania Employee Records Management Manual. This manual is intended to assist employees in organizing, maintaining, and disposing of records created and used in day-to-day operations, in accordance with Management Directive 210.5, The Commonwealth of Pennsylvania State Records Management Program (PDF).

Agency Records Coordinators and other agency records staff should refer to Manual 210.7, State Records Management Manual (PDF) for specific responsibilities, procedures and instructions.

Each agency has an Agency Records Coordinator and an Agency Records Legal Liaison to assist employees, including field offices, with understanding and implementing the agency records management program. Some agencies may also have Agency Records Liaison(s) to support the Agency Records Coordinator and Agency Records Legal Liaison. If you are unsure about your agency's records management program or records staff, please contact the Pennsylvania Historical Museum Commission at RA-StateRecordsMgmt@pa.gov to obtain the name of your Agency Records Coordinator.

How to Read a Records Retention and Disposition Schedule – General Use (PDF)

Applying Records Retention and Disposition (PDF)

Sample File Plan Format (PDF)

E-mail Management (PDF)

Filing and Naming Electronic Records (PDF)

Creating Electronic File Folders (PDF)

Separation Guidelines (separation from agency or state employment) (PDF)

Records Management Inventory: Employee Separation (PDF)

Form for Agency Chief Counsel Regarding Departure of Senior Management Employees (PDF)

If you need further assistance, please contact us at Ra-staterecordsmgmt@pa.gov.

Forms and Directives

	Name
	Authorized Personnel Form
Document Title:	Authorized Personnel Form
	Authorized Personnel Form Instructions
Document Title:
	File Plan Template
Document Title:
	M210.1
Document Title:	Commonwealth of PA Employee Records Management Manual
	M210.7
Document Title:	Manual on the Commonwealth Records Management program
	MD210.5
Document Title:	Commonwealth of PA State Records Management Program
	STD-56
Document Title:	Records Action Requests Summary and Deletion
	STD-59
Document Title:	Records Transfer List
	STD-59-GS
Document Title:
	STD-59-P79
Document Title:	Personnel Records Transfer Lists
	STD-61
Document Title:	Reference Request
	STD-62
Document Title:	Records Disposal Report
	STD-64
Document Title:	Records Action Request:Addition or Amendment to Records Retention and Disposition Schedules
	STD-64 Instructions
Document Title:	Records Action Request: Addition or Amendment to Records Instructions
	STD-65
Document Title:	Microfilm Requirement Analysis
	STD-66
Document Title:	Request to Acquire Microfilm Equipment