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Scheduling Agency Records

Management Directive 210.5 (Records Management) requires that all agencies subject to Section 524 of the Administrative Code inventory and schedule their records regardless of format. A records retention and disposition schedule is a comprehensive statement approved by the Executive Board showing retention periods and all actions to be taken with respect to disposition of records. The schedule lists each record series, indicates length of time each series is to be maintained in a prescribed format, and the location where the records are to be stored. Executive Board approval of general or agency-specific record schedules provides agencies with continuing authority to dispose of records in accordance with procedures and time periods established by the schedules. Records may not be destroyed unless they are covered by an Executive Board approved schedule.

Forms are in the right hand box on each web page. Please note: Data entered into online forms is not saved nor transmitted to the PHMC. To save a copy of any form to your workstation, follow the steps below:

Click on the open form
In the toolbar at the top right, click "File" to open the File menu.
Click "Save As" to display the Save File Dialog Box.
Choose the drive / folder / subfolder in which you wish to save the form.
Click the “Save” button at the bottom right corner of display to save the form to the chosen folder.

Forms for Scheduling Agency Records:

STD-56 and 64 forms may be submitted electronically for review from the Records Coordinator to ra-staterecordsmgmt@pa.gov. Final copies must have signatures and may be mail to 1825 Stanley Drive, Harrisburg, PA 17130 or scanned and sent to the resource account. Keep an agency pending copy.

STD-56 (Records Action Request Summary and Deletions)
STD-64 (Records Action Requests: Addition and Amendment to the Records Retention and Disposition Schedule)

Forms for Micrographics:

STD-65 (Microfilm Requirement Analysis)
STD-66 (Request to Acquire Microfilm Equipment)

Forms for Records Center Storage:

The services of the Pennsylvania State Records Center are only available to Pennsylvania State Agencies with approved Records Retention and Disposition Schedules, and their Authorized Personnel as appointed by Agency Records Coordinators. Requests from the general public or other non-authorized personnel must be directed to the appropriate State Agency.

To submit the STD-59, STD-59-GS and STD-59-P79 forms – Records Coordinators are to e-mail as an attachment to Shannon Bilger.

STD-59 (Records Transfer List)
STD-59-GS (General Schedule Records Transfer List)
STD-59-P79 (Personnel Records Transfer List)

Form for Disposition of Records:
STD-62 (Records Disposition Report) (for agency use only)

For information or questions concerning an agency's retention and disposition schedule, please contact your agency records coordinator, or the Records Services Division (783-7330).

Scheduling Agency Records FAQs

1.) What forms do I need to complete to add an item to an agency-specific schedule?

STD-56 - Records Action Requests Summary and Deletions

STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule

2.) What forms do I need to complete to amend an item from the current agency-specific schedule?

STD-56 - Records Action Requests Summary and Deletions

STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule

3.) What forms do I need to complete to delete an item from the current agency-specific schedule?

STD-56 - Records Action Requests Summary and Deletions

STD-64 - Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule

4.) Why do I have to fill out these forms?

The forms provide information for the PHMC and the agency Records Coordinator to determine the value of the records, how long they should be kept, and in what format, what type of disposition should be given to the records and also provides information for space and resource allocation.

5.) How long will it take to receive an Executive Board Resolution?

The entire process, beginning with correctly completed forms, review by PHMC and OA/Office of Enterprise Records Management staff, final review by the Executive Board through issuance of an approved Executive Board Resolution is approximately 3-4 months.

6.) Can I transfer records to the State Records Center once the paperwork is started?

No, you can not transfer records to the State Records Center until an approved Executive Board Resolution is issued.

7.) Can I destroy records once the paperwork is started?

No, you can not destroy any records until an approved Executive Board Resolution is issued. According to the Administrative code of 1929, the Executive Board must approve the disposition of Commonwealth records under the Governor’s jurisdiction.

8.) Why is the STD-64 so long?

The STD-64, Records Action Request: Addition or Amendment to Records Retention and Disposition Schedule form is intended for appraisal purposes, to allow the Archives to know more about the records content, amount, format, etc. and for the agencies’ use to determine space needs, provide analysis on the value of the records and identify vital records.

9.) What is the procedure for appointing an agency Records Coordinator?

A letter from the Agency/Department Head appointing an agency Records Coordinator must be directed to the attention of Records Service Division, Pennsylvania Historical and Museum Commission, 1825 Stanley Drive, Harrisburg, PA 17103 or scanned and sent to RA-StateRecordsMgmt@pa.gov.

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