Records Management


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 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)


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