Inactive Records Management
The Records Center staff monitors and manages inactive records in storage. A variety of custom reports may be generated by the agency records coordinator, providing updated information regarding stored records.
Agency Records Coordinators should verify records retention requirements before an actual transfer is made. Records to be stored for six months or less are not eligible for transfer to the Center. The applicable Records Transfer List (STD-59 , STD-59-GS) (see right block for forms) must be submitted one week prior to the scheduled transfer, email to firstname.lastname@example.org. A copy of the completed transfer list with Records Center box numbers will be returned to the Agency Records Coordinator for future reference and retrieval of records. Agencies must submit Records Transfer Lists via Excel spreadsheets.
A copy of the completed STD-59 transfer list with Records Center box numbers will be returned to the Agency Records Coordinator for future reference and retrieval of records. Only individuals authorized by the agency will be permitted access to the records. Requests for records must be submitted through the Enterprise Records Management System (ERMS). Emergency requestors only should also call 717-787-2911 to verify the request has been received.
When inactive records have met their retention requirements, an Agency Disposal Report will be generated and sent to the Agency Records Coordinator. Upon receipt of the signed destruction authorization, records will be sent for disposal.
Official Personnel Folders STD-301 of terminated employees are to be sent to the SRC within 60 calendar days of termination, except those employees with formal actions requiring further retention in an agency. Folders are maintained at the SRC until former employees reach their 75th year of birth. The Records Transfer List (STD-59-P79) (see right block for forms) must be submitted one week prior to the scheduled transfer, email to email@example.com. As agencies convert to electronic OPFs, shipments of paper OPFs will no longer be accepted
Information on Record Center Services:
SRC Manager: Shannon Bilger: (717) 783-2836
Agency and Personnel Records: (717) 787-2911
Hours: Monday-Friday 8:00 a.m.-4:00 p.m.