Pennsylvania public records are government-created documents, filings, databases, and communications maintained by state and local agencies that are generally accessible to the public under the Pennsylvania Right-to-Know Law (RTKL), codified at 65 Pa. C.S. §§67.101–67.3104. Enacted in its current form in 2008 and effective January 1, 2009, the RTKL establishes a presumption that all state and local government records are public unless the agency can demonstrate that a specific exemption applies.
Residents frequently perform a Pennsylvania public records search — sometimes called a Pennsylvania Right-to-Know request, Pennsylvania RTKL request, or Pennsylvania open records search — to locate court filings, criminal history records, property ownership information, business registrations, vital records, and other government documents.
Public records in Pennsylvania are distributed across state agencies and 67 counties, with records maintained by a combination of state repositories, county recorders, county assessors, and magisterial district courts. Understanding which agency maintains each record type is the key to researching public records effectively in Pennsylvania.
On This Page
- Quick Answer: Where to Search Pennsylvania Public Records
- Legal Notice
- Why This Guide Is Reliable
- Why Pennsylvania Public Records Law Is Distinctive
- The Legal Framework
- Pennsylvania Court Records
- Pennsylvania Criminal Records
- Pennsylvania Property Records
- Pennsylvania Business Records
- Pennsylvania Vital Records
- Pennsylvania Inmate and Corrections Records
- Professional License Records
- Charity and Nonprofit Records
- How to Submit a Pennsylvania Right-to-Know Request
- Free Government Databases for Pennsylvania Public Records
- Common Mistakes When Researching Pennsylvania Public Records
- Frequently Asked Questions
- Final Thoughts
- Related Guides
- Disclaimer
Quick Answer: Where to Search Pennsylvania Public Records
The most important free and low-cost government databases for researching Pennsylvania public records include:
- Pennsylvania UJS Web Portal (ujsportal.pacourts.us) — free statewide court case search covering all levels of Pennsylvania’s court system
- Pennsylvania PATCH — Access to Criminal History (epatch.pa.gov) — Pennsylvania State Police name-based criminal history search ($22 fee)
- Pennsylvania Sex Offender Registry (meganslaw.pa.gov) — free statewide Megan’s Law offender registry
- Pennsylvania DOC Inmate Search (cor.pa.gov) — state prison inmate records
- PA USLandRecords (pa.uslandrecords.com) — multi-county recorder of deeds document search
- Pennsylvania Department of State — Business Entity Search (file.dos.pa.gov) — business registrations statewide
- Pennsylvania Vital Records (mycertificates.health.pa.gov) — birth and death certificates via the authorized online portal
- Pennsylvania Licensing System (pals.pa.gov) — professional license verification statewide
- PA Office of Open Records (openrecords.pa.gov) — RTKL appeal portal, standard request form, and agency contacts
These systems provide access to the majority of publicly searchable government records in Pennsylvania.
⚠️ Legal Notice
Pennsylvania public records law is governed primarily by the Right-to-Know Law (RTKL), 65 Pa. C.S. §§67.101–67.3104, and the Pennsylvania Sunshine Act, 65 Pa. C.S. §§701–716 (open meetings). While all state and local government records are presumed public under the RTKL, common exemptions include personal identification information, criminal investigative records, attorney-client privileged communications, medical and psychological records, and certain law enforcement records. Vital records are governed separately and are not subject to the RTKL.
This guide explains lawful public records research methods and does not constitute legal advice.
Why This Guide Is Reliable
inet-investigation.com publishes research-based guides built on primary government sources, investigative research methods, and public records law. All databases referenced in this guide link to official government websites whenever possible.
For jurisdiction-specific legal questions, consult a licensed Pennsylvania attorney or the relevant government agency responsible for the record.
Why Pennsylvania Public Records Law Is Distinctive
Pennsylvania operates under one of the most procedurally structured open records frameworks in the United States, with several features that distinguish it from most other states.
The agency bears the burden of proving a record is not public. Under the 2008 RTKL, the presumption runs in favor of disclosure — if an agency wants to withhold a record, it must prove that the record falls within a specific statutory exemption, privilege, or court order. This is the opposite of the burden structure in some other states, where requesters must demonstrate that a record is public. Pennsylvania’s burden-shifting approach is one of the strongest presumption-of-openness provisions in the country.
The Office of Open Records provides a free, independent administrative appeal body. Pennsylvania is one of only a handful of states with a dedicated independent agency — the Office of Open Records (OOR) — that hears appeals of denied RTKL requests, issues binding final determinations, and publishes a searchable database of its decisions. The OOR charges no filing fee, does not require an attorney, and issues final determinations with binding legal effect. In 2024, the OOR received over 3,200 appeals — evidence of both heavy use and an active appeals culture. This is a significantly stronger enforcement structure than Florida (voluntary AG mediation only) or New York (advisory opinions only, then court).
Response and appeal deadlines are precisely defined and strictly enforced. Agencies must respond within five business days. If additional time is needed, the agency may invoke a single 30-calendar-day extension for specified reasons. If no response is given within five business days, the request is automatically deemed denied and the requester’s appeal rights begin immediately. Appeals to the OOR must be filed within 15 business days of the denial. The OOR issues a binding final determination within 30 business days of receiving the appeal. This creates one of the most regimented public records timelines of any state.
Requesters must be legal residents of the United States. Unlike Florida, New York, and most other states, Pennsylvania’s RTKL requires requesters to be legal U.S. residents. Anonymous requests are not accepted under the RTKL, and some agencies require requesters to identify themselves. This is a significant restriction compared to most state public records laws.
The RTKL was substantially overhauled in 2008. The current law, introduced as Senate Bill 1 and signed February 14, 2008, replaced a much weaker predecessor and took effect January 1, 2009. It expanded the categories of presumptively public records, created the OOR, imposed clear deadlines, and shifted the burden of proof to agencies. The 2008 reform is widely cited as one of the most significant state open records modernizations of the 21st century.
Pennsylvania’s statewide court portal is one of the most comprehensive in the country. The UJS Web Portal provides free public access to docket sheets for cases across all levels of the court system — appellate courts, Courts of Common Pleas, Magisterial District Courts, and Philadelphia Municipal Court — through a single statewide interface. This level of centralized online court access is uncommon nationally and makes Pennsylvania court research significantly more accessible than states like New York where different court types use separate portals.
The Legal Framework
| Law | What It Covers |
|---|---|
| 65 Pa. C.S. §§67.101–67.3104 | Right-to-Know Law (RTKL) — public access to government records; current version effective January 1, 2009 |
| 65 Pa. C.S. §§701–716 | Sunshine Act — public access to government meetings and deliberations |
| 18 Pa. C.S. §9101 et seq. | Criminal History Record Information Act (CHRIA) — governs access to and use of criminal history data |
| 35 Pa. C.S. §§450.101–450.810 | Vital Statistics Law — birth, death, marriage, and divorce records |
| 42 Pa. C.S. §§6101 et seq. | Judicial Code — court records and access to proceedings |
| 68 Pa. C.S. §§3101 et seq. | Real Estate Disclosure Law — governs property transaction records |
→ Related guide: What Are Public Records?
→ Related guide: How FOIA Requests Work
Pennsylvania Court Records
Pennsylvania court records document civil, criminal, family, orphans’ (probate), and minor court cases filed throughout the Commonwealth’s Unified Judicial System (UJS). The court structure includes the Pennsylvania Supreme Court, Superior Court, and Commonwealth Court at the appellate level; Courts of Common Pleas (one in each of 67 counties) as the primary trial courts; and Magisterial District Courts and Philadelphia Municipal Court handling summary cases, minor civil matters, and preliminary hearings in criminal cases. Pennsylvania’s UJS Web Portal is one of the most complete statewide court access systems in the country, providing free public access to docket sheets across all court levels through a single interface.
Pennsylvania UJS Web Portal — Case Search
URL: ujsportal.pacourts.us/casesearch
Cost: Free
The UJS Web Portal provides free public access to docket sheets for cases across the entire Pennsylvania court system — appellate courts (Supreme, Superior, Commonwealth), Courts of Common Pleas, Magisterial District Courts, and Philadelphia Municipal Court. Search by participant name (party or attorney), docket number, or date of birth. Results include case type, charges, docket entries, and case status. The portal also has a free mobile app — PAeDocket — available for iOS and Android.
Important limitations: docket sheets list case actions and filings but do not allow download of actual documents or transcripts. Filed documents, exhibits, and court records beyond the docket sheet must be obtained from the Clerk of Courts or Prothonotary for the county where the case was filed. Juvenile cases, certain protection from abuse (PFA) filings, and sealed records are not viewable to the public on the portal.
Pennsylvania Appellate Courts
URL: pacourts.us
Cost: Free
Published opinions from the Pennsylvania Supreme Court, Superior Court, and Commonwealth Court are available through the UJS website and are searchable by party name, judge, or topic. These represent Pennsylvania’s binding and persuasive case law and are fully accessible without registration.
County Clerk of Courts and Prothonotary
Actual court documents — pleadings, orders, exhibits — are maintained by the Clerk of Courts (for criminal cases) or the Prothonotary (for civil cases) in the county where the case was filed. Most counties provide in-person access; some offer online document search through county websites or subscription services. Philadelphia’s court records are accessible through the Philadelphia Courts e-filing system and the First Judicial District portal.
Federal Court Records
Federal cases filed in Pennsylvania — including bankruptcy, civil rights, and federal criminal cases — are maintained by the U.S. District Courts. Pennsylvania has three federal judicial districts: the Eastern District (Philadelphia), the Middle District (Harrisburg, Scranton, Williamsport), and the Western District (Pittsburgh, Erie). Federal court records are searchable through PACER (pacer.gov), which requires free registration and charges $0.10 per page for documents.
Pennsylvania Criminal Records
Pennsylvania criminal history records are maintained centrally by the Pennsylvania State Police (PSP) Central Repository under the Criminal History Record Information Act (CHRIA). Unlike New York — where DCJS records are entirely non-public — Pennsylvania makes criminal history available to the general public through the PATCH system for a modest fee. This is one of the most significant access differences between Pennsylvania and other large states.
PATCH — Pennsylvania Access to Criminal History
URL: epatch.pa.gov
Cost: $22 per name search; volunteer checks are free
The Pennsylvania State Police established the PATCH system to provide public name-based criminal background checks online. Any person may request a criminal history check on any individual — not just employers or licensed agencies. The check searches the PSP Central Repository and returns results immediately 85% of the time as either a “No Record” certificate (printable online) or a “Request Under Review” status, which does not mean there is a record but indicates the search requires additional review (typically two to four weeks).
PATCH searches Pennsylvania criminal history only — federal records and records from other states are not included. Results cover felonies and misdemeanors. Summary offenses (minor violations) are not included in public searches. Notarization of results costs an additional $5. The $22 fee applies regardless of whether a record is found.
To request by mail: use Form SP4-164, Pennsylvania State Police Request for Criminal Record Check, and mail with payment (money order or certified check payable to Commonwealth of Pennsylvania) to: Pennsylvania State Police Central Repository, 1800 Elmerton Avenue, Harrisburg, PA 17110-9758. Phone: 888-783-7972.
Pennsylvania Megan’s Law Registry — Sex Offender Search
URL: meganslaw.pa.gov
Cost: Free
The Pennsylvania State Police maintains the public Megan’s Law registry covering registered sexual offenders and sexually violent predators in Pennsylvania. Search by name, zip code, county, or address proximity. The registry is updated daily and includes photographs, current address, offense, and tier level for registered individuals.
Arrest Records
Arrest records in Pennsylvania are accessible through the UJS Web Portal for cases that have entered the court system. County-level arrest logs and booking records vary by jurisdiction and may be accessible through local law enforcement agency or county sheriff websites. The PATCH system covers convictions and pending charges reported to the PSP Central Repository — it may not reflect all arrests, particularly for cases that were withdrawn or dismissed before being reported to PSP.
What Is Not Public
- Juvenile criminal records (generally confidential under Pennsylvania law)
- Expunged records (removed from public access upon court order)
- Summary offense records (excluded from PATCH public searches)
- Active criminal investigative information and confidential informant details
- Victim identity information in criminal matters
Pennsylvania Property Records
Pennsylvania property records are maintained at the county level through a two-office structure. The County Recorder of Deeds maintains the official record of all real property instruments — deeds, mortgages, satisfactions, liens, and other recorded documents. The County Assessment Office (sometimes part of the county revenue or finance department) maintains ownership, valuation, and tax data. Pennsylvania has 67 counties, each managing its own system, and there is no single statewide portal covering all counties for either office.
PA USLandRecords — Multi-County Recorder of Deeds Search
URL: pa.uslandrecords.com
Cost: Free for basic searches; fees for document copies
PA USLandRecords is the most widely used multi-county portal for searching recorded property documents in Pennsylvania. It covers the recorder of deeds offices for many of Pennsylvania’s 67 counties and allows searches by party name (grantor/grantee), document type, or recording date. Document images may require a fee to view or download depending on the county.
Major County Recorder of Deeds Portals
For counties not covered by PA USLandRecords, or for the most current records, go directly to the county recorder’s own portal:
- Philadelphia Department of Records — phila.gov/departments/department-of-records (deeds, mortgages, liens for Philadelphia)
- Allegheny County Real Estate Portal (Pittsburgh) — alleghenycounty.us (property records and assessment)
- Montgomery County Recorder of Deeds — chesco.org (also covers Chester County on the same platform)
- Bucks County Recorder of Deeds — buckscounty.gov/recorder
- Delaware County Recorder of Deeds — delcopa.gov/row
- Lancaster County Recorder of Deeds — lancasterdeeds.com
County Assessment Records
Property assessment data — ownership, assessed value, tax history, and parcel maps — is maintained by the county assessment office separately from the recorder of deeds. Most county assessment offices provide online search portals accessible through the county government website. Allegheny County’s assessment search at alleghenycounty.us is among the most comprehensive in the state. Philadelphia’s Office of Property Assessment portal (opa.phila.gov) serves that function for the city.
What Pennsylvania Property Records Contain
- Current and historical ownership (grantor/grantee names and dates)
- Legal property description and parcel identification number (PIN)
- Assessed value and fair market value estimate
- Sale history and recorded transfer dates
- Mortgage, lien, and satisfaction history
- Realty transfer tax information
- Property tax payment status (through county treasurer)
Pennsylvania Business Records
Pennsylvania Department of State — Business Entity Search
URL: file.dos.pa.gov (Business Entity Search)
Cost: Free for basic entity searches
The Pennsylvania Department of State maintains the official registry of business entities formed or registered in Pennsylvania — including corporations, LLCs, limited partnerships, limited liability partnerships, and nonprofits. Search by entity name, entity number, registered agent, or officer name. Results include entity status, formation date, registered office address, registered agent, and filed document history. Copies of filed documents (articles of incorporation, amendments, annual reports) can be ordered for a fee.
Pennsylvania UCC Filings
URL: File.dos.pa.gov (UCC section)
Cost: Free for searches
Uniform Commercial Code (UCC) financing statements filed with the Pennsylvania Department of State are publicly searchable by debtor name. These filings document secured transactions and liens on personal property. UCC filings related to fixtures attached to real property may be filed at the county recorder of deeds level rather than the state level.
Pennsylvania Treasury — Contracts and Financial Transparency
URL: patreasury.gov (Transparency Portal)
Cost: Free
Under the 2008 RTKL, all state contracts exceeding $5,000 must be posted on the Pennsylvania Treasury’s publicly accessible Contracts E-Library. This is a notable transparency feature — Pennsylvania makes contract data proactively available without requiring a RTKL request.
Pennsylvania Vital Records
Pennsylvania vital records — birth certificates, death certificates, marriage licenses, and divorce decrees — are maintained with a split between state and county custodians. Birth and death records from 1906 to present are held by the Pennsylvania Department of Health, Division of Vital Records. Marriage licenses and divorce records are held by the county courthouse where the event was registered or adjudicated. Records prior to 1906 are held at the county level or at the Pennsylvania State Archives.
How to Request Pennsylvania Birth and Death Certificates
Online: mycertificates.health.pa.gov — VitalChek is PA’s only authorized online vendor ($20 certificate fee + $10 online service fee)
Mail: Division of Vital Records, P.O. Box 1528, New Castle, PA 16103-1528 — $20 per copy
Phone: 724-656-3100 or toll-free 844-228-3516 (Monday–Friday, 7:15 a.m.–10:00 p.m.)
In person: Six Vital Records branch offices statewide; locations listed at health.pa.gov
Records begin: January 1906 (pre-1906 records held at county courthouses)
Birth Certificates
Pennsylvania birth certificates are restricted records. Eligible applicants include the registrant (if 18 or older), parents named on the certificate, legal guardians, siblings, children, grandchildren, and legal representatives with supporting documentation. For genealogical research, access is available when the registrant is deceased and the requester provides proof of death. The standard fee is $20 per copy.
Death Certificates
Pennsylvania death certificates are restricted records. Eligible applicants include the surviving spouse, children, parents, siblings, grandchildren, and others with a direct financial interest. The standard fee is $20 per copy. Fee waivers are available for eligible U.S. Armed Forces members and their families under Act 137 of 2024. Death records from 1906 to 1974 are held at the Pennsylvania State Archives and are more broadly accessible for genealogical research.
Marriage Records
Marriage license records in Pennsylvania are maintained by the county courthouse Register of Wills or Marriage License Clerk in the county where the license was issued — not by the state Department of Health. Marriage records in Pennsylvania are public records, though certain details such as Social Security numbers are redacted. Contact the county courthouse in the county where the marriage took place for copies. Fees vary by county.
Divorce Records
Divorce (dissolution of marriage) records are court records maintained by the Prothonotary of the Court of Common Pleas in the county where the divorce was granted. Contact the prothonotary’s office in the relevant county directly. Abstract divorce information from 1946 to present is also available from the Division of Vital Records — contact the state office for those records.
Pennsylvania Inmate and Corrections Records
Pennsylvania DOC Inmate Locator
URL: cor.pa.gov (Inmate Locator)
Cost: Free
The Pennsylvania Department of Corrections maintains a public inmate locator for individuals currently or previously incarcerated in Pennsylvania state correctional institutions. Search by name or DOC number. Results include current facility (for active inmates), offense, sentence, and release information where applicable.
County Jail Rosters
Individuals held in county jails — including those recently arrested and awaiting trial — are managed by county sheriffs or county prison boards. Most larger Pennsylvania counties maintain online inmate lookup systems accessible through the county sheriff website. Philadelphia’s detention system is searchable through the Philadelphia Prison System portal at phila.gov/departments/philadelphia-department-of-prisons.
Federal Bureau of Prisons Inmate Locator
URL: bop.gov/inmateloc
Cost: Free
Individuals incarcerated in federal prisons — including those convicted of federal crimes in Pennsylvania’s three federal districts — are searchable through the BOP Inmate Locator by name or federal register number.
Professional License Records
Pennsylvania licenses more than 60 categories of professions through a range of state agencies, with the primary licensing portal being the Pennsylvania Licensing System (PALS).
URL: pals.pa.gov
Cost: Free
PALS covers professions regulated by the State Real Estate Commission, State Board of Medicine, State Board of Nursing, State Board of Pharmacy, State Board of Psychology, Bureau of Professional and Occupational Affairs (BPOA), and other licensing boards. Search by name, license number, or license type. Results include license status, issue date, expiration date, and disciplinary history.
Additional professional licenses outside the main PALS system include:
- Attorneys — Pennsylvania Bar Association / Pennsylvania Supreme Court Attorney Search (padisciplinaryboard.org)
- Insurance agents and companies — Pennsylvania Insurance Department (insurance.pa.gov)
- Contractors and home improvement — Pennsylvania Attorney General Home Improvement Consumer Protection (attorneygeneral.gov)
- Financial advisors and broker-dealers — Pennsylvania Department of Banking and Securities (dobs.pa.gov) and FINRA BrokerCheck (brokercheck.finra.org)
- Teachers and educators — Pennsylvania Department of Education Educator Certification (certportal.education.pa.gov)
Charity and Nonprofit Records
Pennsylvania charities soliciting donations from Pennsylvania residents must register annually with the Pennsylvania Bureau of Charitable Organizations, part of the Department of State. Registration records — including charity name, officers, annual financial reports (BCO-10), and audit filings — are publicly accessible through the Bureau’s online portal at charities.pa.gov.
Federal tax-exempt organizations operating in Pennsylvania file Form 990 with the IRS. These annual information returns — disclosing revenue, expenses, officer compensation, and program activities — are publicly available through:
- IRS Tax Exempt Organization Search — apps.irs.gov/app/eos
- ProPublica Nonprofit Explorer — projects.propublica.org/nonprofits
- Candid (GuideStar) — candid.org
Pennsylvania-incorporated nonprofit corporations are also registered with the Pennsylvania Department of State and searchable through the business entity portal at file.dos.pa.gov.
How to Submit a Pennsylvania Right-to-Know Request
Step 1 — Identify the Agency and Records Custodian
Every Pennsylvania state and local agency subject to the RTKL must designate an Agency Open Records Officer (AORO) to receive and coordinate responses to RTKL requests. For state agencies, the OOR maintains a directory at openrecords.pa.gov. For county and municipal agencies, contact the agency directly to identify the AORO. Note that Pennsylvania courts are not subject to the RTKL — court records are governed separately by the Pennsylvania Rules of Judicial Administration and must be requested from the clerk of courts or prothonotary.
Step 2 — Submit the Request
RTKL requests must be submitted in writing — verbal requests can be fulfilled but do not trigger the formal deadlines, appeal rights, or remedies available under the RTKL. Anonymous requests are not accepted. Requests may be submitted by mail, email, fax, or in person. The OOR provides a standard statewide RTKL request form at openrecords.pa.gov/Documents/RTKL/RTKRequestForm.pdf which many agencies require — always use this form when submitting to agencies that post a requirement for it.
Unlike Florida and New York, requesters must identify themselves by name and U.S. mailing address. Requests must be sufficiently specific to allow the agency to identify which records are being sought. A well-formed request includes: a description of the records (subject, date range, document type), the RTKL citation (65 P.S. §67.101 et seq.), your contact information, and your preferred delivery format.
Step 3 — Response Timeline
Pennsylvania has one of the most precisely regulated RTKL timelines of any state:
- Agencies must respond within five business days of receipt — either granting access, denying access in writing, or invoking an extension
- If more time is needed, the agency may take an additional 30 calendar days for specified reasons (legal review required, prepayment of fees required, extent of request precludes timely response, need to notify third parties)
- Failure to respond within five business days constitutes an automatic deemed denial — the requester’s appeal rights begin immediately without waiting for a written response
- There is no further automatic extension — one 30-day extension is the limit
Step 4 — Fees
Pennsylvania agencies charge fees based on the OOR’s published fee schedule. Standard fees include:
- Black and white copies: $0.25 per page
- Color copies: $0.50 per page
- Electronic records: actual cost of electronic media (CD/DVD/flash drive) or no charge if delivered electronically
- Certification: $1.00 per record
- Postage: actual cost
- Agencies may require prepayment of estimated fees exceeding $100 before production
- Fee waivers: The OOR and some agencies may waive fees at their discretion for nonprofit organizations or public interest requests. Fee waiver availability varies by agency and is not guaranteed — request one in writing when submitting your RTKL request.
Step 5 — If Access Is Denied or Delayed
Pennsylvania’s appeal and enforcement structure is among the most developed of any state:
- OOR administrative appeal (state and local agencies) — file a written appeal with the Office of Open Records within 15 business days of the mailing date of the denial or deemed denial. There is no filing fee and no attorney is required. Use the OOR online appeal form at openrecords.pa.gov. The OOR assigns an appeals officer, issues a binding Final Determination within 30 business days, and publishes its decisions in a searchable database. This is a genuine adjudicatory body — its determinations have the same force as an administrative agency order. The OOR also offers free mediation as an alternative to a full adjudicated appeal.
- Legislative and judicial agency appeals — RTKL appeals involving the General Assembly or courts follow different procedures. Appeals involving the legislature go to the relevant chamber’s designated appeals officer. Appeals involving court records go to the president judge of the relevant court.
- Commonwealth Court petition — if the OOR’s Final Determination is adverse, either party may appeal to the Pennsylvania Commonwealth Court within 30 days. Courts may award attorney fees and costs to a successful requester.
Free Government Databases for Pennsylvania Public Records
| Database | Record Type | URL | Cost |
|---|---|---|---|
| UJS Web Portal — Case Search | Statewide court case search (all levels) | ujsportal.pacourts.us/casesearch | Free |
| PATCH Criminal History | State Police criminal history search | epatch.pa.gov | $22 per search |
| Megan’s Law Registry | Sex offender registry | meganslaw.pa.gov | Free |
| PA DOC Inmate Locator | State prison inmates | cor.pa.gov | Free |
| PA USLandRecords | Multi-county recorded property documents | pa.uslandrecords.com | Free search / fees for copies |
| Allegheny County Real Estate | Pittsburgh-area property assessment and records | alleghenycounty.us | Free |
| Philadelphia OPA | Philadelphia property assessment | opa.phila.gov | Free |
| PA DOS Business Entity Search | Business registrations statewide | file.dos.pa.gov | Free |
| PA Licensing System (PALS) | Professional license verification | pals.pa.gov | Free |
| PA Bureau of Charitable Organizations | Charity registrations and filings | charities.pa.gov | Free |
| PA Vital Records (VitalChek) | Birth and death certificates (1906–present) | mycertificates.health.pa.gov | $20 + $10 online fee |
| PA Treasury Contracts Library | State contracts over $5,000 | patreasury.gov | Free |
| Office of Open Records Appeal Portal | RTKL appeals and agency directory | openrecords.pa.gov | Free |
| PACER | Federal court records (3 districts) | pacer.gov | $0.10/page |
Common Mistakes When Researching Pennsylvania Public Records
Assuming the UJS portal docket sheet contains the actual court documents. The UJS Web Portal is an excellent starting point — it shows docket entries for cases across all 67 counties — but it does not allow downloading of the underlying filed documents, exhibits, or transcripts. Those are maintained by the Clerk of Courts or Prothonotary in the county of filing. A researcher who finds a case docket on UJS and assumes they have the full record has only found the index, not the documents themselves.
Submitting an anonymous RTKL request. Pennsylvania explicitly does not accept anonymous requests under the RTKL, and most agencies will reject them outright. Unlike Florida or New York — where requesters have no identification requirement — Pennsylvania requires a name and U.S. mailing address. The request itself becomes a public record, meaning the identity of the requester may be disclosed to others who ask for it. This is a meaningful privacy consideration that researchers should understand before submitting.
Searching only the Recorder of Deeds for a complete property picture. In Pennsylvania, deeds, mortgages, and liens are held by the county Recorder of Deeds, while assessed value, ownership data, and parcel maps are held by the county Assessment Office — two separate offices at the same county level. For a complete property research picture, both offices must be checked. PA USLandRecords covers the recorder side for many counties; county assessment portals must be accessed separately through each county’s website.
Filing an OOR appeal after the 15-business-day window has closed. The appeal window to the OOR is strictly enforced — 15 business days from the mailing date of the denial or deemed denial. Missing this deadline forfeits the right to appeal that particular request. If the deadline passes, the requester must file a new RTKL request. Build the appeal deadline into your calendar as soon as you receive a denial or a deemed denial date.
Requesting marriage and divorce records from the state Department of Health. Unlike birth and death certificates, Pennsylvania marriage licenses and divorce records are not held by the state Department of Health. Marriage records are held by the county Register of Wills or Marriage License Clerk where the license was issued. Divorce records are held by the Prothonotary of the county Court of Common Pleas where the divorce was granted. Submitting a request to the state will result in a “no record” response even if the record exists.
Expecting PATCH to return summary offense records. PATCH’s public criminal history search covers felony and misdemeanor convictions and pending charges, but does not include summary offenses — the lowest tier of Pennsylvania criminal offenses (equivalent to traffic infractions or minor violations). A person may have multiple summary offense convictions without any record appearing in a PATCH search. For summary offense information, check the UJS Web Portal where summary cases filed in Magisterial District Courts are also searchable.
Frequently Asked Questions
Are Pennsylvania public records open to anyone?
With an important restriction — Pennsylvania requires that requesters be legal residents of the United States. This is unlike Florida, New York, and most other states, which allow any person to request records regardless of residency or citizenship. Anonymous requests are also not accepted under the RTKL. Within those constraints, any qualifying person may request any record from any covered agency without stating a reason or purpose. The presumption is that all records are public unless the agency proves otherwise.
Does Pennsylvania have a FOIA law?
Pennsylvania does not use the federal Freedom of Information Act (FOIA), which applies only to federal agencies. Pennsylvania’s state equivalent is the Right-to-Know Law (RTKL), codified at 65 Pa. C.S. §§67.101–67.3104. The current RTKL was enacted in 2008 and is one of the most procedurally advanced state open records laws in the country, featuring an independent Office of Open Records that issues binding decisions on appeals at no cost to requesters.
Are Pennsylvania criminal records public?
Yes, with limitations. Pennsylvania’s PATCH system allows any person to run a name-based criminal history search through the State Police Central Repository for $22 per search. Results cover felony and misdemeanor convictions and pending charges but do not include summary offenses, juvenile records, or expunged records. Voluntary checks for non-profit and certain other purposes are free. This is notably more accessible than New York (where official records are not public at all) but narrower than Florida (which covers more record types at the same fee). For court case information at no cost, the UJS Web Portal provides free docket sheet access statewide.
Where are Pennsylvania property records searched?
Pennsylvania property records are split between two county-level offices. For recorded documents — deeds, mortgages, liens, and satisfactions — search the county Recorder of Deeds for the county where the property is located; PA USLandRecords at pa.uslandrecords.com covers many counties in one search. For assessed value, ownership details, and parcel maps — search the county Assessment Office, accessible through the county government website. Both offices must be checked for a complete picture. Philadelphia and Allegheny County (Pittsburgh) have their own dedicated portals for both functions.
Are Pennsylvania arrest records public?
Arrest records are accessible primarily through two channels. Arrests that result in court cases appear in the UJS Web Portal, which is free and covers all 67 counties. The PATCH criminal history search returns convictions and pending charges from the PSP Central Repository for $22. Arrests that did not result in charges, cases that were withdrawn before disposition, and summary offenses may not appear in either system. Local law enforcement agencies and county sheriffs may maintain their own booking records accessible through their websites or by direct request.
Can a Pennsylvania agency charge fees for RTKL records?
Yes. Pennsylvania agencies charge fees based on the OOR’s standardized fee schedule — $0.25 per black and white page, $0.50 per color page, actual cost of electronic media, and $1.00 per record for certification. If estimated fees exceed $100, agencies may require prepayment before producing records. Unlike Florida (no waivers), Pennsylvania permits fee waivers at agency discretion for nonprofit organizations or requests serving the public interest — submit a written waiver request with your RTKL request when applicable. Fee disputes can be appealed to the OOR along with any denial of access.
Final Thoughts
Pennsylvania’s public records landscape is defined by two strengths that distinguish it nationally: a genuinely independent administrative appeal body in the Office of Open Records, and a statewide court portal that provides more unified free public access to case information than almost any other state. The 2008 RTKL overhaul was substantive — it created clear timelines, shifted the burden of proof to agencies, and established a binding adjudication process that functions as a meaningful check on agency non-compliance without requiring requesters to hire attorneys or file in court.
The main practical challenges are the two restrictions that set Pennsylvania apart from most comparable states: the U.S. residency requirement for RTKL requests, and the county-by-county fragmentation of property records. With 67 counties, each managing its own recorder of deeds and assessment system with varying levels of online access, property research outside the major metro areas often requires contacting county offices directly rather than using a single statewide portal. PA USLandRecords covers a significant subset of counties, but coverage is incomplete.
For most research tasks: start with the UJS Web Portal for court cases (free, comprehensive), PATCH at $22 for criminal history, PA USLandRecords for recorded property documents, and the DOS business entity portal for corporate records. For records held by a specific state or local agency, the OOR’s agency directory at openrecords.pa.gov is the most reliable starting point for identifying the correct AORO and submitting a compliant RTKL request.
Related Guides
- Texas Public Records: A Complete Research Guide
- Florida Public Records: A Complete Research Guide
- New York Public Records: A Complete Research Guide
- How to Search Property Records Step by Step
- How FOIA Requests Work
- Best Government Databases for Background Research
Disclaimer
This guide is provided for informational and educational purposes only. It does not constitute legal advice. Public records laws and agency procedures change over time. Always verify current law and agency requirements directly with the relevant government office or a licensed Pennsylvania attorney before relying on this information for legal or official purposes.