1.) Where is the State Records Center facility?
The State Records Center is located on Stanley Drive off of Pine Drive in Harrisburg. If you are located in downtown Harrisburg, take 2nd Street North. Turn right onto Maclay Street. Follow Maclay to traffic light at Cameron (Farm Show Complex will be to your left). Go through light onto 22 By-pass. Turn left onto Pine Drive. At stop sign, turn right onto Stanley Drive, go 2/10 mile to State Records Center building on the right.
2.) Who can use the State Records Center?
The State Records Center stores semi-active and inactive records for Pennsylvania State agencies. The records must be listed on an approved records retention schedule.
3.) 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 Cindy Bendroth, Pennsylvania Historical and Museum Commission, Records Services Division, 1825 Stanley Drive, Harrisburg, PA 17103.
4.) How do I know which records in my office should be sent to the State Records Center?
Your records should be inventoried on your agency specific Records Retention and Disposal Schedule. The Records Center will store records anytime past the "retain at agency" time period listed and up until 6 months prior to the final disposal period indicated on the retention schedule.
5.) Can anyone request records from the State Records Center?
No, only authorized employees may request records.
6.) What is the procedure for authorizing an employee to request records from the State Records Center?
A memo from the Agency Records Coordinator or Alternate Records Coordinator authorizing the employee must be directed to the attention of Shannon Bilger, Pennsylvania Historical and Museum Commission, Records Services Division, 1825 Stanley Drive, Harrisburg, PA 17103 or emailed to ra-staterecordsmgmt@pa.gov
7.) How do I request records from the State Records Center?
Requests should be submitted via ERMS (Enterprise Records Management System).
8.) How long does it take to process a request?
A request for 25 files or boxes will be processed by 10:00am the following morning. Requests for more than 25 files or boxes will be processed on a first come, first served basis, but usually within 2 days
9.) What is the procedure for sending record boxes to the State Record Center?
The records must be official record series as described in the Records Retention and Disposition Schedule approved by the Executive Board, and must have met agency retention requirements for transfer to the State Records Center. The Records Coordinator must contact the State Records Center to schedule a date for shipment of the records to the Center. Scheduling of shipment dates should be done as far in advance as possible during any one calendar year. The records must be packed in official record cartons and each carton must be marked with the agency name or number, schedule item number and agency box number. It is the responsibility of the Agency to make arrangements to ship the boxes to the Center. The Center does not offer pickup services. A Records Transfer List (STD-59) must be completed and submitted for the records contained in the shipment to the Center at least one week in advance.
10.) Are any of the required forms available online?
Yes, the forms listed below are available in the right side box on every State Records Management page.
-
STD-56 - Records Action Request Summary and Deletions
-
-
STD-64 - Records Action Request :Additions and Amendments to the Records Retention and Disposition Schedule
-
-
STD-59 - Records Transfer List
11.) What is the difference between the State Records Center and the State Archives?
They are at separate locations and have two entirely separate purposes. The Records Center provides low cost off-site storage to state agencies--the agencies retain legal custody. When records have met agency retention requirements and are designated "Archival," (disposition code of 2 or 4 on the retention and disposition schedule), agencies transfer legal custody of the record to the State Archives for historical preservation and public research.
