Are Philadelphia County Records Public?

Yes. In Philadelphia County, Pennsylvania, state and local government agency records are open to members of the public for inspection and reproduction under the provisions of the state’s Right to Know Law (RTKL). According to the RTKL, public records include any information that documents an agency’s activities or transactions, whether created, received, or retained, regardless of the format.

Pennsylvania’s RTKL aims to promote transparency and accountability in government by ensuring public access to government operations. Consequently, requesters can obtain different public records from governmental entities, such as the Philadelphia County court records, vital records, property documents, and criminal records.

Individuals also have the right to appeal if access to a public record is denied. Agencies subject to the RTKL include Commonwealth, local, legislative, and judicial agencies.

What is Exempted Under the Pennsylvania Public Records Act?

While Pennsylvania promotes access to government information, the state also protects access to sensitive data to guarantee personal privacy, secure government interests, and maintain public safety. Accordingly, the RTKL exempts specific categories of records from public disclosure. These exemptions are highlighted in Section 708(b) of the Pennsylvania Right to Know Law and include:

• Medical records
• Personal identifying information (e.g., Social Security numbers, financial data, email addresses, driver's license numbers)
• Records reflecting an agency’s internal, predecisional deliberations
• Trade secrets and proprietary information
• Identifying information of an individual who lawfully donates to an agency
• Certain criminal investigative records
• Identities of confidential sources
• Employee numbers
• Juvenile records
• DNA and RNA records
• Certain 911 records
• Records restricted by other laws (for example, adoption records are not open to public disclosure, even though vital statistics records are subject to the Pennsylvania Right to Know Law)

Record custodians carefully analyze public record requests to ensure they do not infringe on the public's right to access government information while also protecting classified documents.

Philadelphia County Public Records Search

Philadelphia County public records are maintained by various government agencies. As such, the first step in locating a record is identifying its custodian. Each agency has a designated open records officer—sometimes called an Agency Open Records (AORO) officer or RTKL officer—responsible for handling public record requests, as highlighted in Section 2 of the county's Open Records Policy.

After locating the appropriate officer, the next step is to prepare and submit the public records search request. In Philadelphia County, requests are submitted in writing at the agency custodian’s address during regular work hours, via email, fax, U.S. mail, or using any other method prescribed by the custodian. Some agencies also offer online searchable databases for obtaining records in their custody. For example, individuals access marriage records through the Register of Wills Marriage License Search portal.

Agencies are required to respond—in writing—to record requests within five business days. They can either:

• grant the request
• partially or fully deny the request (with legal justification for the denial), or
• invoke a 30-day extension in special cases

Requesters should note the following:

• RTKL requests cannot be made to private institutions, as they are not considered public agencies under the law.
• If the appropriate RTKL officer is unknown, requests can be made to the open records officer for the City Law Department (Office of the City Solicitor), indicating the records they need.
• Requesters are always advised to consult agency websites for specific information on requesting records in their custody.
• It is always advisable to use an agency's request form when available or the standard Office of Open Records (OOR) RTKL request form.
• Requests should be concise and specific, including valuable information to expedite retrieval.
• Requesters are advised always to retain a copy of their request forms, which will be necessary for appeal purposes.
• Requests should include the requester's name and contact information (email or physical address).

Find Public Records For Free in Philadelphia County

Requesters are mandated to pay a fee for copies of documents or certified documents under the RTKL. However, costs are not incurred for the inspection of records.

Individuals can also access records on third-party websites that offer name searches at no cost. However, these websites may provide limited or potentially inaccurate information, necessitating verification with the authorities where applicable.

How to Remove Information From Public Records Free

In Pennsylvania, record custodians can withhold information that falls under one of the RTKL's exemptions. Consequently, an individual who is the subject of an exempt record can request its removal or redaction from public viewing by petitioning the record's custodian.

Agencies typically have distinct procedures for removing information from public access. Therefore, requesters should inquire directly at the record custodian's office.

For example, to remove eligible criminal records, subjects of records can initiate an expungement proceeding in the Court of Common Pleas in Philadelphia County. Parties can visit the state's Apply for Criminal Expungement page or contact a qualified expungement attorney for relevant information.

Who Can Access Philadelphia County Public Records in Pennsylvania?

Pennsylvania’s RTKL allows any person who is a legal resident of the United States of America to access Philadelphia County public records. The RTKL does not define "person". However, per the Statutory Construction Act, the term encompasses private individuals, corporations, partnerships, limited liability companies, trusts, associations, and government entities (other than the Commonwealth).

What Happens if I Am Refused a Public Records Request?

Record custodians may deny a public records request in the following circumstances:

• The requested information is exempt under law.
• A requester requests the same records repeatedly (Section 506 of the RTKL).
• The request was made anonymously.
• The request was made orally.
• The record has not yet been created or does not exist.

However, if a requester suspects a denial was made erroneously or in bad faith, they can contest the decision by directing their appeal to the address below.

Commonwealth of Pennsylvania
Office of Open Records
333 Market Street
16th FL
Harrisburg, PA 17101

If the request was made for criminal investigative records, the appeal should be directed to the Philadelphia District Attorney's Office at the address below.

District Attorney's Office
Civil Litigation Unit
Open Records Appeals Officer
Three South Penn Square
Philadelphia, PA 17107-3499

Note: Appeals must be made within 15 days of the mailing date of the denial.

After reaching a decision, the appeals officer will mail the final determination (with a written explanation) to the requester within 30 days of receiving the appeal. An appeal is deemed denied if a ruling is not issued within this timeframe.

Unsatisfied applicants can then ask the Philadelphia Court of Common Pleas to review the ruling. The sued public agency has the burden of proving that it denied the request for records per the law. If the court finds the denial was made in bad faith, it may impose a maximum $1,500 civil penalty. If the agency still refuses to release the record, the court may impose a penalty of up to $500 each day until the record is released.

More details on how to file an appeal are available in the RTKL Citizens' Guide.