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)