Supreme Court of Pennsylvania 
Administrative Office of Pennsylvania Courts 

Record Retention & 
Disposition Schedule 
with Guidelines 

For Courts of Common Pleas, Magisterial District Courts, 
Philadelphia Municipal Court, and the Pittsburgh Municipal 
Court 
January 2014

Table of Contents 

1. Record Retention Program  ..........................................................................................................  1 
1.1 Background  .................................................................................................................  1 
1.2 Definitions  ..................................................................................................................  1 
1.3 Application of the Schedules  ......................................................................................  2 
1.3.1 Conflict With Other Retention Schedules  .................................................  2 
1.4 Mandatory Minimum Retention Periods  .....................................................................  2 
1.4.1 Identification of Records  ...........................................................................  2 
1.5 Effective Date  .............................................................................................................  3 

2. Record Disposal and Retention Procedures  ................................................................................  4 
2.1 Central Point of Contact for Record Retention  ...........................................................  4 
2.2 Disposal Request Procedure: Permanent Records  ......................................................  4 
2.3 Disposal Request Procedure & Log: Non-permanent Records  ...................................  5 
2.4 Destruction Hold Procedures  ......................................................................................  5 
2.4.1 Matters In Litigation  ..................................................................................  5 
2.4.2 Matters Pending Audit  ...............................................................................  5 
2.5 Methods of Record Destruction  ..................................................................................  6 
2.5.1 Confidential Records  .................................................................................  6 
2.5.2 Non-Confidential Records  .........................................................................  6 
2.6 Liability of Record Retention Officer and System and Related Personnel.  ................  6 
2.7 Disposal Request Procedure: Damaged Records  ........................................................  6 

3. Microfilm and Electronic Archival Systems  ...............................................................................  9 

4. Retention and Disposition of Miscellaneous Records  ..............................................................  10 
4.1 Annual Reports  .........................................................................................................  10 
4.2 Electronic Case Indices  .............................................................................................  10 
4.3 Notes of Testimony  ...................................................................................................  10 
4.3.1 Raw Notes of Testimony  .........................................................................  10 
4.3.2 Transcribed Notes of Testimony – Filed ..................................................  10 
4.3.2.1 Juvenile Matters  .....................................................................  10 
4.3.3 Transcribed Notes of Testimony – Not Filed  ..........................................  10 
4.3.4 Method: Record Retention Disposal Log  ................................................  10 
4.3.5 Audio, Digital and Video Recordings  .....................................................  11 
4.3.5.1 Mental Health Proceedings  ....................................................  11 
4.4 Personal Records of the Judiciary  .............................................................................  11 
4.4.1 Retention Period.  .....................................................................................  11 
4.5 Form Retention  .........................................................................................................  11 
4.6 Records Disposed Pursuant to Pa. R.J.A. No. 1901  ..................................................  11 
4.7 Trial/Hearing Lists  ....................................................................................................  12 
4.8 Expungement of Records  ..........................................................................................  12 
4.9 Litigation: Judicial Districts and Employees  ............................................................  12 

5. Schedules  ..................................................................................................................................  13 
5.1 Adoptions Records  ....................................................................................................  14 
5.2 Magisterial District Courts, Pittsburgh Municipal Court, Philadelphia Municipal 

Court Records  ...................................................................................................  15 
5.3 Domestic Relations Records  .....................................................................................  16 
5.4 Facilities Documents .................................................................................................  17 
5.5 Financial Records ......................................................................................................  18 
5.6 Jury Commissioner Records ......................................................................................  19 
5.7 Juvenile Delinquency and Dependency Records  ......................................................  20 
5.8 Payroll Records  .........................................................................................................  21 
5.9 Personnel Documents ................................................................................................  22 

5.10 President & Administrative Judges & Court Administrators  ..................................  23 
5.11 Pretrial Services Records  ........................................................................................  24 
5.12 Probation (Adult) Files ............................................................................................  25 
5.13 Protection from Abuse  ............................................................................................  26 
5.14 Purchasing Records  ................................................................................................  27 

6. Retention Forms  ........................................................................................................................  28 

Index ..............................................................................................................................................  34 
 

Record Retention Schedule and Guidelines – Program 

1. Record Retention Program 

1.1 Background 

Pennsylvania Rule of Judicial Administration No. 507 establishes three categories of offices for 
purposes of record retention and disposition: 1) offices scheduled by the County Records 
Committee (that must dispose of records in conformity with the applicable retention schedules 
established by the Committee)1; 2) offices scheduled by the Supreme Court (that must dispose of 
records in conformity with the applicable retention schedules established by the Supreme Court)2; 
and 3) non-scheduled offices (that can only dispose of records upon request to the Pennsylvania 
Historical and Museum Commission [PHMC] and the Administrative Office of Pennsylvania 
Courts [AOPC] and with approval by the AOPC)3. 

The record retention and disposition schedules set forth hereunder have been adopted by the 
Supreme Court. This document contains guidelines and procedures for storing and archiving 
records, as well as the disposal of both permanent and non-permanent records. 

1.2 Definitions 

Court Records - “Court records” are those papers, dockets, books, photographs, or other 
documentary materials in any form made or received in a Judicial District pursuant to law, 
statute, or rules of court, in connection with transactions of its business and the discharge of its 
responsibilities. 

Permanent Records - “Permanent records” are those which may not be destroyed. Permanent 
records may, however, be disposed if they are replicated as required by the applicable schedules 
adopted by the Supreme Court, and provided that prior approval has been received from the 
AOPC. (See §2.2 Disposal Request Procedure – Permanent Records) 

Non-permanent Records - “Non-permanent records” are those records which need to be 
retained for a specified period of time and which may be disposed without prior approval upon 
expiration of the retention period provided in the applicable record retention schedule,. These 
records must be listed in the appropriate Records Disposal Log which must be filed with the 
AOPC on an annual basis, as further set forth herein. (See  §2.3 Disposal Request Procedure & 
Log – Non-Permanent Records) 

Electronic Records - “Electronic records” include numeric, graphic, and text information which may be 
recorded on any medium capable of being read by a computer and which satisfies the definition of a record 
as defined in §1.2 Definitions. This includes, but is not limited to: magnetic media such as computer tapes, 
disks, optical disks, diskettes and other electronic storage devices and electronic filing systems containing 
records. These requirements apply to all electronic records systems, whether microcomputers, 
minicomputers or main-frame computers, in network or stand-alone configurations. (See §3. Microfilm and 
Electronic Archival Systems) 
Records not subject to retention - “Records not subject to retention” are those records which 

1Pa. R.J.A. 507(a) 

2Pa. R.J.A. 507(b) 

3Pa. R.J.A. 507(c) 

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Record Retention Schedule and Guidelines – Program 

need not be maintained permanently or for a specified period of time, and which may be used by 
system and related personnel of the Unified Judicial System as unofficial in-house working papers, 
reference and drafts. No approval is required to dispose of these records. 

Unscheduled Records – Questions concerning retention periods for records not included in this 
schedule, or, for records created subsequent to the adoption of this schedule, should be directed 
to the AOPC. 

1.3 Application of the Schedules 

This document sets forth schedules and guidelines for records that are being used by personnel 
of the Unified Judicial System and related staff that support the courts of the Commonwealth of 
Pennsylvania, but not records maintained by county officers which are set forth in the County 
Records Manual. 

These schedules and guidelines are intended to supplant existing practices for the retention and 
disposition of permanent and non-permanent records and to help officials responsible for record 
disposition proceed consistently throughout the Unified Judicial System of the Commonwealth. It 
is recognized that the same type of record may be under the control of different offices or 
personnel in the various Judicial Districts. Nonetheless, the retention period of the record remains 
the same, although the office or personnel charged with the responsibility of retaining or 
disposing of the record may vary. 

1.3.1 Conflict With Other Retention Schedules 
These schedules are intended to be consistent with those set forth in the County Records Manual. 
However, if conflicts arise, this schedule shall govern. 

1.4 Mandatory Minimum Retention Periods 

The record retention periods set forth herein are minimum terms for the retention of the 
respective files after which the files may be disposed. While the files may be destroyed – in 
accordance with the conditions and procedures contained herein – they may also be retained for 
longer than the established retention periods. Those decisions are best left to court records 
management officials and their leaders. The District Record Retention Officer – as further defined 
in §2.1 below – will be available to provide information and guidance as necessary. 

Absent good cause to the contrary, personnel should dispose of files in conformity with the minimum 
standards in the schedules. The retention periods have undergone considerable scrutiny, both in terms 
of practicality and for conformance with legally accepted standards from many sources. 

1.4.1 Identification of Records 
The ability to dispose of records in an efficient and responsible manner is dependent upon the 
reliable identification of the records in question. Therefore, officials, when storing records subject 
to these retention schedules, should do so in a manner that clearly sets forth the materials 
contained in the files under consideration. Information may include such elements as the date the 
record was created, the subject matter, record type (i.e., presentence reports, notes of testimony, 
etc.), and scheduled destruction date. 
 

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Record Retention Schedule and Guidelines – Program 

1.5 Effective Date 

This Record Retention Schedule shall become effective as provided by the Supreme Court. 

Record Retention Program Page 3 

2. Record Disposal and Retention Procedures 

Record Retention and Disposition Schedule – Program 

No permanent or non-permanent record may be disposed unless in compliance with the 
procedure set forth in this Schedule. 

2.1 Central Point of Contact for Record Retention 

As a central point of contact, a “Record Retention Officer”, designated by the District Court 
Administrator with the approval of the President Judge, will coordinate the disposition of 
records within each Judicial District. No records may be destroyed without the approval of the 
Record Retention Officer. 

2.2 Disposal Request Procedure: Permanent Records 

Within each District, the record custodian (or person making the disposal request) must submit 
requests to destroy or transfer permanent records to the Record Retention Officer utilizing a 
Unified Judicial System Scheduled Court Records Disposal Certification Request form adopted by 
the AOPC pursuant to Pa. R.J.A. 507(b). The Record Retention Officer shall review the form for 
completeness and ascertain and certify in writing that the records to be destroyed have been 
replicated on a medium approved by the Supreme Court, (See §6 Retention Forms) and must 
forward the original form to the AOPC at such location as may be provided from time to time. A 
copy of each request form must be retained by the Record Retention Officer for the District. The 
AOPC shall review the Disposal Certification Request and shall forward same to the PHMC in the 
event an advisory opinion is deemed necessary, or, if not, shall approve or deny the request. The 
AOPC will return a copy of the request form reflecting the decision to authorize or deny the 
request. If the request is authorized, the specified record(s) may be destroyed or transferred to the 
PHMC, as specifically provided in the form. No permanent records may be destroyed or 
transferred unless the request form with the authorization from the AOPC has been received by the 
Record Retention Officer. The form must be retained permanently. 

The following procedure must be followed: 

1. 
2. 

3. 

4. 

5. 

Permanent records must not be destroyed without approval of the AOPC. 
Requests for the destruction of permanent records will be submitted by the records 
custodian to the Record Retention Officer utilizing a form approved by the AOPC 
pursuant to Pa.R.J.A. 507(b). 
The Record Retention Officer will review the request form to verify that the records in 
question are permanent records and confirm in writing that those records have been 
transferred to an acceptable medium (See §6 Retention Forms). Only then will the Record 
Retention Officer forward the request to the AOPC. Where records have been transferred 
to microfilm format, the standards and quality control measures set forth in the County 
Records Manual shall apply (See County Records Manual at page 1-MF-1). 
Upon receipt of the Disposal Certification Request form, AOPC shall determine whether 
an advisory opinion should be solicited from the PHMC. If so, the AOPC shall forward a 
copy of the form to the PHMC for review, and shall consider the recommendation of the 
PHMC in deciding whether to grant or deny the request. If an advisory opinion is not 
deemed necessary, the AOPC shall determine whether to grant the request based upon a 
review of the form. Upon determination, the AOPC shall send a copy to the Record 
Retention Officer. When the Record Retention Officer receives the written response from 
the AOPC, a copy shall be sent to the record custodian of the unit that requested leave to 
destroy the records, with instructions for their disposal. 
No permanent record may be destroyed without having complied with the specific 

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Record Retention and Disposition Schedule – Program 

direction set forth by the AOPC at the time permission to destroy the permanent record 
is granted. 

2.3 Disposal Request Procedure & Log: Non-permanent 
Records 

A request to destroy non-permanent scheduled records must be submitted by the record custodian 
requesting permission to dispose of the record(s) to the Record Retention Officer utilizing a 
Unified Judicial System Disposal Log for Non-Permanent Records form adopted by the AOPC as 
provided in Pa.R.J.A. No. 507. The Record Retention Officer shall review the Records Disposal 
Log Form for completeness and shall grant written permission to dispose of such non-permanent 
records upon ascertaining that the applicable retention period as set forth in the schedule has been 
met. Written approval from the AOPC is not necessary before destroying non-permanent records 
as identified in the schedule. A log of individual disposition actions involving non-permanent 
records must be maintained. Copies of the Records Disposal Log Form shall be submitted on an 
annual basis to the AOPC. (See  §4.5 Form Retention) 

The following procedure must be followed: 

1. 

2. 

3. 
4. 

The record custodian seeking permission to dispose of the record shall complete a Record 
Disposal Log Form for records designated for destruction pursuant to the appropriate 
schedule, and shall submit the form to the Record Retention Officer for review and 
approval. (See §6. Retention Forms at the end of this document) 
The Record Retention Officer will indicate approval or disapproval in the provided 
place(s), and return a copy to the individual submitting the destruction request. The 
original Records Disposal Log Form will be retained by the Record Retention Officer. 
If approved, the records listed on the log form may then be destroyed. 
No later than January 31st of every year, the Record Retention Officer will forward to the 
AOPC a copy of the log forms listing the records that have been disposed during the 
previous year. 

2.4 Destruction Hold Procedures 

2.4.1 Matters In Litigation 
Notwithstanding the disposition schedules set forth herein, no record which is otherwise eligible for 
disposition shall be destroyed if the District becomes aware that the record may be needed for 
pending litigation. District Court Administrators or their designees, upon having the knowledge or 
belief of actual or impending litigation requiring the preservation of certain records, shall 
immediately so notify in writing the Record Retention Officer, and appropriate deputies or other 
staff, to ensure the preservation of the subject records, as well as suspending any destruction or 
transfer activities. Such records shall be retained until all related proceedings have been concluded 
or until such time as, in the written opinion of counsel for the District or the AOPC, the threat of 
litigation has been removed. (See also §4.9 Litigation: Judicial Districts and Employees) 

2.4.2 Matters Pending Audit 
Records subject to audit must be retained for the periods listed in the schedule and must be audited 
and all findings resolved before such records may be destroyed. Applicable Federal and State 
statutes and administrative regulations may necessitate retaining records for a longer period of 
time than indicated in the schedule. Information on specific program regulations should be 
obtained from the appropriate administering/funding/licensing agency. 

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Record Retention and Disposition Schedule – Program 

2.5 Methods of Record Destruction 

2.5.1 Confidential Records 
Where confidential information may be contained in the records, shredding is the preferred method 
of destruction. Otherwise, records may be incinerated under the direct supervision of the District. 

2.5.2 Non-Confidential Records 
Records that do not contain confidential information may be shredded, incinerated, or 
otherwise disposed according to general practice. 

Records stored at vendor sites designated for record storage, maintenance, and disposition may be 
destroyed under the supervision of the vendor with written confirmation from the vendor that the 
records have been disposed. 

2.6 Liability of Record Retention Officer and System 
and Related Personnel. 

Record retention officers and/or system and related personnel involved in record retention and 
disposal duties shall be immune from all civil liability that may be related to records management 
practices provided that the disposition of records is accomplished in accordance with the terms of 
the within schedule, and any amendment thereto.4 

2.7 Disposal Request Procedure: Damaged Records 
Records are to be maintained at such appropriate locations as to minimize their potential loss or 
damage. It is crucial that Districts periodically undertake risk assessments of the conditions under 
which records are stored, and take appropriate steps to mitigate the threat of damage. Extensive 
information on Disaster Planning and Vital Records protection is provided by the Pennsylvania 
Historical Commission on its website, at http://www.phmc.state.pa.us (see Records Management, 
State Government Services, Disaster Planning & Vital Records; and Local Government/Judicial 
System Services, Disaster Planning & Vital Records Management). All Record Retention Officers 
are encouraged to take advantage of the information provided, which includes generic templates for 
the establishment of Disaster Response and Recovery Plans. 

Despite periodic risk assessments, some records may be damaged before the expiration of their 
retention period by unforeseeable natural disasters such as floods, earthquakes, fires, or other 
causes. When records are damaged, an assessment must be immediately conducted to determine 
the potential for their recovery. Districts should attempt to salvage and preserve all damaged 
records whenever possible. Only after an appropriate determination has been made that the 
damaged records cannot be salvaged or restored should their disposal be requested. Of course, 
records that are beyond their mandatory minimum retention period and have no administrative, 
legal or historical value may be destroyed without approval from the AOPC, provided, 
however, that the protocol established in Section 2.3 is followed. 

The request to dispose of damaged records must be made by the District Court Administrator, after 
consultation with the official responsible for the records and the Record Retention Officer and at the 
conclusion of the evaluation process necessary to determine the salvageability of the damaged 
records. The District Court Administrator must personally view all records whose disposal is 

4Patterned after the County Records Act, which provides that “No County officer shall be held liable on his official bond or in any way, either 
civil or criminal, because of the disposition of records, provided he disposes of the records in accordance with the schedules adopted by the 
committee.” Act No. 407, August 14, 1963, as amended. See 16 P.S. § 13005 

Record Retention Program Page 6 

Record Retention and Disposition Schedule – Program 

sought, and must attach photographs and other appropriate description of the damage and 
justification for the request to dispose of the records. 

The District must consider the following factors in determining that the records cannot be salvaged 
and must be destroyed: whether the records are permanent or non-permanent; whether the records 
are subject to audit, and if so, whether an audit has been completed; whether the records can be 
salvaged by ordinary methods such as air drying; whether the records may be salvaged by 
extraordinary means such as retaining an expert in record reconstruction; whether the damaged 
records pose a health risk in their continued storage; whether any movement of the damaged 
records can be safely made; whether the cost of restoring the record exceeds its value, 
administrative, historical, or otherwise. 

In the event the damaged records whose destruction is being sought are subject to an audit, and 
copies of the damaged records are not available, the official responsible for the records shall notify 
the auditing entity, as soon as practicable, that the specified records were damaged, describe the 
nature of the damage, and represent that on a date certain a Unified Judicial System Record 
Disposal Certification Request - Damaged Records form will be submitted to the Administrative 
Office of Pennsylvania Courts seeking permission to destroy the damaged records unless the 
auditing entity requests, before the submission date, a reasonable delay in seeking destruction of the 
damaged records. Information concerning the notice provided (date, name of auditing entity and 
address) as well as responses, if any, will be entered on the Unified Judicial System Record 
Disposal Certification Request - Damaged Records form. Of course, no notification need be made if 
a copy of the records exists, if the damaged records were audited, or are not subject to an audit. 

A Unified Judicial System Record Disposal Certification Request - Damaged Records form must 
be submitted by the District Court Administrator to the Administrative Office of Pennsylvania 
Courts, at such location as may be provided from time to time. In order to expedite the approval 
process where public health and safety concerns are present, the Record Disposal Certification 
Request form should be submitted by electronic mail or fax. The AOPC will return a copy of the 
request form reflecting the decision to authorize or deny the request. If the request is authorized, 
the specified damaged record(s) may be destroyed 

The following procedure must be followed to seek permission to dispose of Damaged Records: 

1. 

2. 

3. 

4. 

The official responsible for maintaining the records must notify the Record 
Retention Officer and District Court Administrator immediately upon ascertaining 
that records which are subject to a Record Retention Schedule have been damaged. 
The Record Retention Officer will immediately conduct a personal inspection of the 
damaged records. In the event the Record Retention Officer is of the opinion that the 
damaged records may not be salvageable, the Record Retention Officer must inform 
the District Court Administrator. 
The District Court Administrator will direct the Record Retention Officer and official 
responsible for the records to conduct an appropriate evaluation of the options available 
to restore the damaged records and will request the preparation of a comprehensive 
report detailing the available options, if any. The Report should include photographs or 
other representations of the current condition of the damaged records. 
If the Report issued by the Record Retention Officer and official responsible for the 
records reveals that the damaged records cannot be safely salvaged, the District Court 
Administrator shall personally review the damaged records and, if he/she is in 
agreement with the Report, shall complete a Unified Judicial System Record Disposal 
Certification Request - Damaged Records form and forward it to the Administrative 
Office of Pennsylvania Courts. 

5. 

The damaged records must be maintained until such time as the District Court 

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Record Retention and Disposition Schedule – Program 

Administrator has received a written response from the AOPC approving the disposal of 
the damaged records. 

Record Retention Program Page 8 

3. Microfilm and Electronic Archival Systems 

Record Retention and Disposition Schedule – Program 

The last several years have seen the introduction of numerous technologies with indications that 
they may have the potential to change traditional archiving practices. Magnetic tape, optical disk 
and CD Rom have caused the use of microfilm as the sole method of non-paper archiving to be 
questioned by some. However, officials are cautioned that the decision to utilize archiving media 
other than microfilm requires implementation of policies and practices to ensure that the 
integrity of the data is maintained and that the ability to extract the data in a human readable 
format is present for the entire retention period. Therefore, all records stored in any electronic 
manner, including but not limited to Magnetic Tape, Optical Disk or CD Rom, must be refreshed 
or migrated at intervals not exceeding eight years. Additionally, under no circumstances are 
computer hard drives or disks running on direct access storage devices to be used for archiving 
purposes as these devices are subject to periodic failure. 

When considering the preservation of documents having a retention period in excess of twenty-
five years, it is recommended that the conservative microfilm method be utilized. The 
microfilming standards and quality control guidelines contained in the County Records Manual 
are adopted herein. That manual also contains guidelines concerning the retention and disposition 
of records onto optical imaging and storage systems. These also are hereby adopted, with the 
exception of §8(d)(iii) and §8(d)(iv). 

Paper documents with less than a twenty-five year retention period and all documents originating 
electronically such as indices and dockets may be archived using media other than microfilm 
provided the refresh/migrate safeguards noted above are followed. Used within the context of this 
Schedule, the following definitions shall apply: 

Refresh - To move data/images from one medium to the same medium (i.e., tape to tape). This 
requires an analysis of the medium and the associated software and hardware to determine its 
viability for the next eight years. 

Migrate - To move data/images from one medium to a new medium (i.e., tape to CD Rom) one 
software program to a current version or another program and/or from one hardware platform to 
a new hardware platform. 

Retention periods that govern files in paper form also govern records in electronic form. (See §1.2 
Definitions, Electronic Records) 

 

Record Retention Program Page 9 

4. Retention and Disposition of Miscellaneous Records  

Record Retention and Disposition Schedule – Miscellaneous Records 

4.1 Annual Reports 

Annual reports of the Judicial Districts are considered permanently valuable for historical 
and research purposes, and should be retained permanently 

4.2 Electronic Case Indices 

Electronic computer indices listing cases disposed, generally indexed by year that show 
party/defendant name, case number, and disposition are to be retained permanently and refreshed 
or migrated consistent with the requirements set forth in §3. Microfilm and Electronic Archival 
Systems. These may include indices maintained by Common Pleas Courts, Magisterial District 
Courts, Pittsburgh Municipal Court, Philadelphia Municipal Court, and the Adult Probation, 
Juvenile Probation, and Domestic Relations offices. Paper copies may be destroyed through the 
most convenient means upon being replaced. 

4.3 Notes of Testimony 

Retention periods for notes of testimony are generally determined by: whether they have been 
transcribed; whether and with whom they have been filed; and whether they pertain to testimony 
in juvenile court proceedings. 

4.3.1 Raw Notes of Testimony 
Raw notes of testimony are those on paper tapes and/or other media in the original state in which 
they existed when taken at the time of testimony. Consistent with Pa. R.J.A. 5000.13(b) once 
transcribed, raw stenographic notes may be destroyed 60 days after filing. Raw notes that have not 
been transcribed may be destroyed seven years from the date of testimony. 

4.3.2 Transcribed Notes of Testimony – Filed 
Transcribed notes of testimony filed with the Prothonotary, Clerk of the Orphans’ Court, and 
Clerks of Court are subject to the retention periods set forth in the County Records Manual under 
those offices, and need not be retained by the Judicial District, court reporter or court. 

4.3.2.1 Juvenile Matters 
Transcribed notes of testimony filed in juvenile matters shall be retained until the subject 
reaches the age of 25, or, 10 years after the last action in the case, whichever is later. (See 
§5.7 Juvenile Delinquency and Dependency Records). Raw notes that have not been 
transcribed may be destroyed seven years from the date of testimony. 

4.3.3 Transcribed Notes of Testimony – Not Filed 
Transcribed notes of testimony not filed with the Prothonotary, Clerk of the Orphans’ Court, and 
Clerks of Court are subject to the retention periods set forth in the County Records Manual under 
those offices, and must be retained by the Judicial District for the retention periods set forth in the 
County Records Manual. 

4.3.4 Method: Record Retention Disposal Log 
Disposal of raw notes shall be accomplished as provided in  §2.3 Disposal Request Procedure &  
Log: Non-permanent Records. When completing Records Disposal Log Forms, the untranscribed 
raw notes need not be listed on the Records Disposal Log by caption and case number, but may be 

Miscellaneous Records Page 10 

listed merely by date of hearing. 

Record Retention and Disposition Schedule – Miscellaneous Records 

4.3.5 Audio, Digital and Video Recordings 
Except as otherwise provided in this schedule, audio, digital, and video recordings made in matters 
of record have the same retention periods as do their paper equivalents. (See §4.3.1 Raw Notes of 
Testimony, §5.7 Juvenile [Delinquency and Dependency Records], §5.3 Domestic Relations  
Records, and  §5.2 Magisterial District Courts, etc.) 

4.3.5.1 Mental Health Proceedings 

Audio, digital, and video recordings made in mental health proceedings should be retained for one 
year from the date of the hearing at which they were made. 

4.4 Personal Records of the Judiciary 

The judiciary should dispose of personal files not integrally related to court operations. The 
judiciary is encouraged to minimize, to the greatest extent possible, the numbers and types of files 
to be retained. Moreover, certain files often included among judicial personal records are already 
retained elsewhere, and it is neither necessary, nor advisable, to retain these types of files. They 
include the following: 

Notes of Testimony – which are subject to retention schedules applicable to official 
Court Reporters, Prothonotaries and Clerks of Court and are available from those 
entities. Pre-Sentence Reports – which are subject to retention schedules applicable to 
the Probation Department and are available from that agency. 
Mental Health Evaluation Reports – which are subject to retention schedules 
applicable to the Probation Department are available from that agency. 
Pleadings – which are subject to retention schedules applicable to the Clerks of Court or 
Prothonotary and are available from those agencies. 

4.4.1 Retention Period. 
Records submitted for storage by the judiciary will be retained for as long as the records are of 
administrative value and as otherwise specified by the individual judge, provided however, that no 
record will be retained for any longer than two years from the conclusion of the judge’s term of 
office. 

4.5 Form Retention 

All retention forms shall be retained permanently 

4.6 Records Disposed Pursuant to Pa. R.J.A. No. 1901 

Records of Court of Common Pleas cases filed with Clerks of Court or Prothonotary which are 
disposed pursuant to Pa. R.J.A. No. 1901 and local rules enacted thereunder, are subject to the 
retention periods set forth in the County Records Manual under §4.B.X.(b)3. (Relating to Clerks of 
Court), and §3.B.VII.(b)11. (Relating to Prothonotaries), and shall be disposed consistent with the 
provisions of the County Records Manual. Records of all other cases may be disposed 60 days 
after the entry of the order to terminate such matters. 

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Record Retention and Disposition Schedule – Miscellaneous Records 

4.7 Trial/Hearing Lists 

Trial/Hearing Lists are used universally across all courts of the Commonwealth. Such documents, 
used by court personnel for the daily conduct of courtroom activities, include information such as 
parties’ names, addresses, charges, case numbers, attorney information, etc. 

Trial/Hearing Lists should be retained for as long as they are of administrative value, but are not 
to be destroyed if they might be referenced during litigation concerning speedy trial issues. 

4.8 Expungement of Records 

Court orders for the expungement of records shall supercede the conditions of this schedule. 

4.9 Litigation: Judicial Districts and Employees 

Records relating to litigation involving the District and/or District employees must be maintained 
and available for the pendency of the litigation. They should be retained for a minimum of six 
years following the expiration of the appeal period. 

Miscellaneous Records Page 12 

Record Retention and Disposition Schedule – Schedules 

5. Schedules 

 

The tables below and on the following pages will provide listings of the various types of affected 
records, grouped into major categories, or series: 1) Adoptions; 2) Magisterial District Courts, 
Pittsburgh Municipal Court, Philadelphia Municipal Court; 3) Domestic Relations; 4) Facilities; 
5) Financial; 6) Jury Commissioner; 7) Juvenile – Delinquency and Dependency; 8) Payroll; 9) 
Personnel; 10) President and Administrative Judges and Court Administrators; 11) Pretrial 
Services; 12) Probation (Adult); 13) Protection from Abuse; and 14) Purchasing. 

Page 13 

Record Retention Schedule and Guidelines – Adoptions 

5.1 Adoptions Records 

ADOPTIONS 

Adoption Dockets, Indices, & Papers 

Category 

Description 

Retention Period 

 

 

Retain permanently for administrative and legal 
purposes. 

 

 

Record of all proceedings in adoptions. Indices of 
the adoption dockets. Shows name of the person 
adopted, name of the adopting parents, date of 
adoption, case number, and volume and page where 
recorded in the adoption docket. Case files include 
petitions, paternity claims, consents, reports, notices, 
hearings, decrees, exhibits, notes of testimony, 
certifications of adoption, voluntary relinquishments, 
involuntary terminations, information on child and 
natural parents, investigators’ reports on the adoptees, 
doctors’ reports, recommendations from pastor, and 
all other records relating to adoptions. 

Page 14 

Record Retention Schedule and Guidelines – Magisterial District Courts, Pittsburgh Municipal Court, 

Philadelphia Municipal Court 

5.2 Magisterial District Courts, Pittsburgh Municipal Court, Philadelphia Municipal 
Court Records 

Category 

Time Measured From: 

Mandatory Retention Period 

 

TRAFFIC CITATIONS 

Traffic Citations - Disposed 

CIVIL RECORDS 

Civil Original Papers 

From final disposition – payment of all monies due, 
satisfactory completion of all sentences imposed, 
and/or entry of an order terminating further court 
activity, except records for cases disposed under Pa. 
R.J.A. No. 1901. (See §4.6 Records Disposed 
Pursuant to Pa. R.J.A. No. 1901) 

Retain 3 years. 

Entry of Judgments, except records for cases 
disposed under Pa. R.J.A. No. 1901. (See §4.6 
Records Disposed Pursuant to Pa. R.J.A. No. 1901) 

Retain 7 years. 

Discharge, Verdict, or Other Disposition 
Without  Judgment, except records for cases 
disposed under Pa. R.J.A. No. 1901. (See §4.6 
Records Disposed Pursuant to Pa. R.J.A. No. 
1901) 

Retain 3 years. 

Civil Dockets 

From final disposition in Magisterial District Court. 

Retain 7 years. 

Notes of Testimony (Including Audio, Digital, and 
Video Recordings) 

Expiration of appeal period. 

Retain 1 year. 

CRIMINAL RECORDS 

Criminal Dockets & Indices 

Retain 7 years. 

Original Papers in Misdemeanor and Felony Cases 

Retain 3 years. 

From final disposition – payment of all monies due, 
satisfactory completion of all sentences imposed, 
and/or entry of an order terminating further court 
activity. 

From final disposition – payment of all monies due, 
satisfactory completion of all sentences imposed, 
and/or entry of an order terminating further court 
activity except records for cases disposed under Pa. 
R.J.A. No. 1901. (See §4.6 Records Disposed 
Pursuant to Pa. R.J.A. No. 1901) 

From final disposition – payment of all monies due, 
satisfactory completion of all sentences imposed, 
and/or entry of an order terminating further court 
activity, except records for cases disposed under Pa. 
R.J.A. No. 1901. (See §4.6 Records Disposed 
Pursuant to Pa. R.J.A. No. 1901) 

Non-Traffic Citations, & Summary 
Criminal Complaints 

Retain 3 years. 

Magisterial District Courts/Pittsburgh 
 Municipal/Philadelphia Municipal  Courts General 
Correspondence Records Not Relating to Official 
Action Taken 

FINANCIAL RECORDS 

Financial Incoming Records: Journals, Ledgers, 
Receipts, Bank Statements, etc. 

MISCELLANEOUS MATTERS 

Filing in Magisterial District Courts/Pittsburgh 
Municipal Court/Philadelphia Municipal Court. 

Retain 1 year. 

Close of the year for which the records apply. 

Retain 7 years. 

Miscellaneous  Matters  Where  Official  Action 
Taken (Including Search Warrants and Affidavits) 

Filing in Magisterial District Courts/Pittsburgh 
Municipal Court/Philadelphia Municipal Court. 

Retain 3 years, except for unexecuted search 
warrants and affidavits which shall be 
destroyed pursuant to Pa.R.Crim.P. 212(B). 

 

 

Page 15 

 

 

 

 

 

 

 

 

 

 

 

Record Retention Schedule and Guidelines – Domestic Relations 

5.3 Domestic Relations Records 

Category 

Description 

Retention Period 

 

 

DOMESTIC RELATIONS 

Divorce and Annulment Papers 

Complaint; Proof/Affidavit/Acknowledgment of 
Service of complaint/Answers/Counter Claim; Final 
Decree; Property, Custody, Alimony, and Support 
Orders; Agreements; and Notice of Election to 
Retake Prior Name. 

All other papers in Divorce or Annulment actions 
(e.g. Masters’ Reports, Notes of Testimony, 
Inventories and Appraisements, Income and Expense 
Statements, Correspondence, Proposed/Suggested 
Schedules of Distribution, Notices of Counseling, 
Hearing Notices, and other Certificates of service 
Special Relief Papers) 

Complaint for Support, Support Orders, 
Acknowledgments of Paternity and Genetic test 
results, Petitions for Modification, Transcripts of 
Court Proceedings, Court Opinions, and Appeals 
to Superior Court, Custody records in matters not 
involving divorce. 

Orders for earnings and health insurance 
information, Appearance Orders, Bench Warrant 
Orders, Contempt Orders, and Income Withholding 
Orders. 

Retain permanently for administrative and legal 
purposes. 

Retain for 5 years after Final Decree in Divorce or 
Annulment. 

Retain permanently, except for custody records in 
matters not involving divorce. If not part of a 
divorce action, retain 20 years after filing of 
order granting custody. 

Retain 4 years unless otherwise provided by the 
rules and regulations promulgated by the 
appropriate administering/ funding/licensing agency 
(Bureau of Child Support Enforcement, 
Pennsylvania Department of Public Welfare and 
Bureau of Child Support Enforcement, U.S. 
Department of Health and Human Services). 

Dockets and indices pertaining to papers filed in 
Domestic  Relations  cases,  including  Divorce 
and Annulment. 

Retain permanently. 

 

 

Domestic Relations Files 

Dockets and Indices 

 

 

Page 16 

Record Retention Schedule and Guidelines - Facilities 

5.4 Facilities Documents 

FACILITIES 

Space Allocation & Use Records 

Facility Maintenance - Routine 

Category 

Description 

Retention Period 

 

Records used to manage office space & facilities 
in the courthouse and government complex. 
Shows department space usage and future needs. 

 

Retain 5 years. 

Records of maintenance and other work performed 
on major equipment or systems. Usually shows date, 
type of repair, cost and workers. 

Retain 5 years. 

Leases 

Signed original leases and supporting work papers. 

Construction Contracts 

Signed original contracts or agreements 
and supporting work papers 

Retain general written leases 6 years after 
termination or the termination of any substitute or 
renewal thereof. 

Retain construction contracts 12 years after 
termination or the termination of any substitute 
or renewal thereof. 

Retain 6 months after permit expires. 

Applications, waiting lists, and assignments 
for parking spaces. 

Records documenting incidents and investigations 
by District staff, including but not limited to injury, 
theft, or breach of District policies relating thereto. 

Retain 5 years after investigation is closed 
or concluded. 

Parking Permit/Assignments 

Incident Investigation Records 

 

Page 17 

Record Retention Schedule and Guidelines – Financial 

Category 

Description 

Retention Period 

5.5 Financial Records 

FINANCIAL 

Accounts Payable Files 

 

Accounts Payable Ledgers 

Accounts Receivable Files & Ledgers 

Bills including certain Court Appointed Lawyers’ 
bills and Court Reporter, Interpreter, and jury 
expenses, check vouchers, invoices, purchase 
orders & requisitions, receiving reports, and other 
records of payment for goods & services. 

Usually 
indicates  date,  department  or  cost 
center, invoice & check number, vendor’s name, 
amount and account totals. 

Records document monies owed and paid to the 
court, showing date, department or fund, 
amount received and account total. 

Records that document payments received by the 
court from parties, fees, or other monies assessed 
for fees or services. 

 

Retain 7 years. 

Retain 7 years. 

Retain 7 years. 

Retain 3 years. 

Records used to reconcile transactions with cash 
on hand at the end of each day. 

Retain 3 years. 

Checks that have been paid by the bank and 
returned to the depositor as evidence that the payee 
has received the funds. 

Retain 7 years. 

of 

copies 

Consists 
accompanying  bank  deposits 
account, clerk numbers, and amounts. 

slips 

of 

listing 

and 
showing  date, 

Retain 3 years. 

Includes a summary of the financial condition of the 
District, with an account of all receipts, expenditures, 
disbursements, revenues, assets, and liabilities. 

Retain Permanently. 

Usually include application, purpose, personnel, 
and budget, financial reports, correspondence and 
other related papers. 

Records created and used during budget 
development and request including cost statements, 
estimates, justifications, narratives, spread sheets, 
and relevant background materials. 

Copy of the final budget request created by the court 
along with supporting materials that document 
communications between the District and the 
funding source, and may include documents relating 
to negotiations and review after the budget request. 

 

 

Retain FY plus 5 years or as otherwise provided 
by funding source. 

Retain FY plus 3 years or as otherwise provided 
by funding source. 

Page 18 

Receipts 

Cash Register Accounting 

Canceled checks 

Deposit Slips 

Controller Reports 

Budget Preparation Files 

Budget Request 

 

 

Grant Administration Records 

Comply with Funding Agency. 

Record Retention Schedule and Guidelines – Jury Commissioner 

5.6 Jury Commissioner Records 

 

Category 

Description 

Retention Period 

Calendars of Drawings 

Retain until end of court term/session. 

Published listing of dates for court trials and 
hearings. Indicates court date, drawing date, 
and mailing date. 

JURY LISTS 

 

Jury Records: Master Lists of Prospective Jurors 

List of county residents, in manual or electronic 
form, who may be eligible to serve as jurors. 
Includes name, street address, city and zip code. 
May be drawn from Voter Registration, Department 
of Motor Vehicles, or other source lists. 

Result of regular drawings for each court 
term/session. The number of names is designated 
by the president judge and drawn at random from 
the master list of prospective jurors. Includes 
individual's name and address, and sometimes 
occupation. 

Names  drawn  from  the  jury  selection  list  of  all 
those individuals determined eligible for jury duty. 

List of individuals excused from jury duty, 
with reason for exemption. 

[As provided in 42 Pa. C.S. §4521(d)] Returned 
questionnaires of prospective jurors used to evaluate 
their qualifications to serve on a jury. May include 
information on name, age, residence, employer, 
citizenship, literacy, disability, criminal record, prior 
service, occupation, and undue hardship. Signed by 
respondent. 

(As provided in Pa.R.Crim.P. 632) Questionnaires 
used during voir dire process. 

Optional evaluation form filled out by jurors on 
completion of jury duty and designed to solicit 
opinions concerning various aspects of jury duty. 

Retain until end of court term/session. For courts 
with continuous trial terms, retain 2 years after 
creation of list. 

Retain 5 years after end of court term/session. For 
courts with continuous trial terms, retain 6 years 
after creation of list. 

Retain 5 years after end of court term/session. For 
courts with continuous trial terms, retain 5 years 
after mailing. 

Retain as long as of administrative value. 

Retain until completion of jurors’ service 
unless otherwise ordered by the trial judge. 

Retain until completion of jurors’ service unless 
otherwise ordered by the trial judge, during 
which time it shall be sealed. 

Retain as long as of administrative value. 

Information may include date and place of 
meetings; names of members who attended; name, 
address and occupation of each juror selected; type 
of jury for which each juror was drawn; type of 
court and term of service; and signature of jury 
commissioners' clerk. 

Retain 7 years; then contact State Archives to 
arrange transfer of selected books. Those records 
not selected may be destroyed.. 

 

 

 

Jury Selection Lists 

Lists of Qualified Jurors 

Exempt Jurors List 

Juror Qualification Forms 

Juror Information Questionnaires 

Service Review Forms 
(Exit Questionnaires) 

MINUTES 

Minutes of the Jury Selection Commission 

 

 

 

Page 19 

Record Retention Schedule and Guidelines – Juvenile 

5.7 Juvenile Delinquency and Dependency Records 

Category 

Description 

Retention Period 

JUVENILE 

Juvenile Dependency Case Dockets Books & 
Indices, and Juvenile Delinquency and Dependency 
Papers/Files, Probation Files 

A. All dockets, books, and indices pertaining to 
papers filed in juvenile delinquency and dependency 
cases. 

 

 

Retain permanently - the Docket, plus original court 
orders pertaining to adjudication, disposition and 
consent decrees. All other records - retain until age 
25 or 10 years after last action on the case whichever 
is later. No distinction between dependent cases and 
delinquent cases. 

 

 

B.  Papers filed in juvenile delinquency and 
dependency matters including dependent petitions, 
orders, counsel appointments, mental health 
evaluations background information, drug & alcohol 
test results, case supervision records, and transcribed 
testimony. 

C.  All other delinquency and dependency 
papers retained by the District. 

 
 
 

 

 

Page 20 

Record Retention Schedule and Guidelines – Payroll 

5.8 Payroll Records 

Category 

Description 

Retention Period 

PAYROLL 

Daily Time Sheets 

 

 

Employee’s name date and hours worked each day. 

Retain 3 years. 

Employee Payroll Adjustment Records 

Retain 4 years. 

Individual Employee’s Earning Record - Terminated 

Payroll Deduction Authorizations 

 

Usually includes employee’s name and social 
security number and amounts withheld for 
Federal and State taxes, insurance, bonds and any 
other deductions. 

Often kept in card form, salary history includes 
employee’s name and address, social security 
number, department, position, date of birth, date 
employed, and salary/earnings history totals, 
posted for the duration of county employment. 
Usually transferred to Individual Pension Files 
upon termination of employment. 

Completed by employee, the record usually 
indicates employee’s name and address, 
department, social security number, deductions 
authorized and employee’s signature [W-4]. 

Generally includes employee’s name, social security 
number,  gross  earnings,  taxes  withheld,  deductions, 
net earnings, check number and date of payment. 

Employees Who Separate with Post-termination 
Benefits - Retain 3 years after all benefits have been 
paid. Records may be transferred to County Pension 
Board. 

Employees Who Separate without Post-termination 
Benefits - Retain 5 years after termination of 
employment. 

Retain 4 years after cancelled or superceded; 
or employment is terminated. 

Year-to-date annual summary - If payroll data is 
posted  to  individual  employee’s  earning  record, 
retain 7 years; otherwise retain 100 years. 

Payroll Earnings and Deductions Registers 

Pay period reports - Retain 4 years. 

Page 21 

Record Retention Schedule and Guidelines – Personnel 

5.9 Personnel Documents 

 

PERSONNEL 

Applications for Employment - Not Hired 

Employee Card Files or Record Books 

Individual Employee’s Personnel Records 

Employee Medical Records 

Category 

Description 

Retention Period 

 

 

Includes applications, resumes, pre-employment 
records. 

Retain 2 years. 

Summary may include employee’s name, address, 
date  of  birth,  social  security  number,  job  and 
salary history, benefit and termination data. 

Retain permanently for administrative and 
historical purposes. 

File may include, employee ID card,. application, 
references, photo ID records, resume, EAR, and 
records pertaining to health and life insurance, 
performance evaluations, commendations, training, 
change forms, retirement, letters of resignation, 
vacation and sick leave, salary, separation 
correspondence. 

May include pre-employment and other medical 
records  showing  health  or  physical  condition  of 
employee during their tenure. 

Vested employees - Retain 3 years after all 
benefits have been paid. Non-vested employees - 
Retain 5 years after termination. 

Same as  Employee’s  Personnel Records.  For those 
exposed to toxic substances or harmful agents in the 
workplace, retain at least 30 years after termination 
& comply with OSHA standards. 

Job Descriptions & Announcements 

Narrative descriptions of job duties 
& responsibilities. 

Descriptions: Retain current plus one prior revision. 
Announcements: 2 years after position is filled. 

Labor Negotiation files 

Correspondence, reports, other records used to 
negotiate contracts with labor unions representing 
employees. 

Retain 5 years after contract expiration, or 
any renewal or extension thereof. 

Labor Contracts and Memoranda of Understanding 

Contract and other records include date, terms, 
& appropriate signatures. 

Retain 20 years after contract or agreement 
expiration or any renewal or extension thereof. 

Equal Employment Opportunity Records 

Includes affirmative action report (EEO-4) 
showing total number of positions by employment 
classification and related records, including 
discrimination complaint files. 

Retain EEO-4 and related records 3 years. Retain 
case files 4 years after resolution of the case. 

Union Grievances 

Employee allegations of contract violations. Usually 
includes date, parties, and grievance. 

Retain 3 years after final resolution. 

Merit System Examination Records & 
Answer Sheets 

Record may include examinee’s ID, name 
address, title & signature, test date & results, and 
score. Answer sheet: examinee’s ID#, score, test 
date and title. 

Retain 5 years. 

Training (Not Individual) 

Records related to specific courses. 

Retain 3 years after course is completed. 

Immigration Records 

INS Form I-9: Employment Eligibility Verification 
Forms. 

Retain 3 years after date of hiring or 1 year 
after termination, whichever is later. 

 

 

 

Page 22 

Record Retention Schedule and Guidelines – President & Administrative Judges & Court Administrators 

5.10 President & Administrative Judges & Court Administrators 

Category 

Description 

Retention Period 

Statistical and Annual Reports 

Reports describing the performance of various 
court programs. May include cases filed, cases 
disposed, pending caseload, etc.. 

Retain permanently for administrative, legal, 
and historical purposes. 

Administrative Orders and Regulations 

Directives issued to augment local Rules 
and Policies. 

Retain permanently. 

Judicial Assignment Schedule 

Judicial Seniority Lists 

Directives setting forth courtroom and 
program assignments of judges. 

Retain weekly schedules for 2 years. Retain Semi-
annual and annual schedules for 10 years. 

Retain permanently for administrative, legal, 
and historical purposes. 

General Administrative Documents 

Retain 2 years after expiration of term of office. 

Document filed with the AOPC setting forth the 
names of judges according to court, birth date, 
and commencement of term. 

Reports and general correspondence relating to 
program  activity,  and  policy  implementation 
or interpretation. 

Memoranda of Understanding and Cooperative 
Agreements 

 

Written agreements between governmental entities. 

Retain permanently. 

Page 23 

Record Retention Schedule and Guidelines – Pretrial Services 

5.11 Pretrial Services Records 

PRETRIAL SERVICES RECORDS 

 

Pretrial Master Files, Electronic Monitoring Files, 
and Enforcement Records: Client-Based Files 

Category 

Description 

Retention Period 

 

Retain for 3 years from the final conclusion of 
the case based on the defendant’s latest arrest. 

Pretrial service files that include client’s name, photo 
ID number, state ID number, address verification, 
case number, date, type of case, court history, arrest 
report, risk/needs assessment, enrollment form, home 
monitoring rules and regulations, home investigative 
report, progress reports, violation notes, officers’ 
notes, judicial and related correspondence. 

May also include bail guidelines, financial eligibility 
interviews, bail review/reduction petitions, 
confidential mental health assessments, conditional 
release records, photographs, copies of bench 
warrants, and probation detainers. 

Some files may include physical data about the 
defendant, including date of entry and expiration 
date of the monitor device, type of completion, 
charge code, reports of the defendants’ movements, 
and related documents. May also include violation 
and progress reports to judges, system printouts with 
specific dates and times of curfew violations, judges' 
orders, employment information, and overall 
performance of the defendant while on EM.. 

Also refers to Progress and Incident Reports 
regarding apprehensions, attempted apprehensions, 
and contacts with others in the home. 

Additionally, Pretrial Investigative files may include 
Shift Incident Logs, Street Logs, CJC Bench 
Warrant Surrender Hearing logs, Shift Assignment 
sheets, and vehicle assignment. 

 

 

Pretrial Master Files, Electronic Monitoring Files, 
and Enforcement Records: Administrative Files 

Retain for 3 years from the final conclusion of 
the case based on the defendant’s latest arrest. 

 

 

Page 24 

Record Retention Schedule and Guidelines – Probation (Adult) 

5.12 Probation (Adult) Files 

ADULT PROBATION/PAROLE MASTER 
FILES 

Probation/Parole Master Files 

Category 

Description 

Retention Period 

 

 

Consists of records pertaining to the Office of 
Probation and Parole, including the following: 
petitions to release to probation/parole, commitment 
papers, court orders, pre-sentence investigation 
reports, background sheets with photo ID, hearing 
summaries, Prothonotary status reports, 
correspondence with treatment facilities, 
community service status, home monitoring and 
case supervision records, medical records, requests 
to terminate, interstate and intrastate transfers and 
related documents. 

 

 

Retain for a minimum of one year after case is 
closed, then for as long as of administrative or 
legal value. 

This index is kept in various forms. May contain 
probation/parolee’s name, date of release to 
probation/parole and termination date. 

Retain as long as of administrative or legal value. 

CASE FILE INDEX 

Main Index to the master files. 

 

Page 25 

Record Retention Schedule and Guidelines – Protection from Abuse 

5.13 Protection from Abuse 

PROTECTION FROM ABUSE 

Protection from Abuse Records 

 

 

 

 

Category 

Description 

Retention Period 

 

Retain 18 months after termination of protection 
order.5 

5 Statutory changes have necessitated the extension of the Protection from Abuse record retention period from 1 year – as indicated County 
Records Manual – to the 18 months indicated above. 

Page 26 

Record Retention Schedule and Guidelines – Purchasing 

Category 

Description 

Retention Period 

5.14 Purchasing Records 

PURCHASING 

Purchase Order Files 

 

Purchasing Files 

Supply Requisitions 

 

Copy of purchase order usually shows number, 
name and address of vendor, department and 
account, date, quantity, unit price and total cost. File 
may also include invoices, bills of lading and 
purchase requisitions. 

Relates to acquisition of services, goods, and 
equipment. File may include specifications, bids, 
quotes, contracts, and other related papers (e.g. 
Requests for Proposals, Requests for Information). 

Usually indicates date, department requesting 
supplies, items needed, total cost and account 
number. 

 

Retain 7 years. 

Retain 6 years. 

Retain 2 years. 

Page 27 

Record Retention Schedule and Guidelines – Program Forms 

6. Retention Forms 

Unified Judicial System Scheduled Court Records Disposal Certification Request forms and Unified Judicial System 
Disposal Log for Non-Permanent Records forms are available in electronic and hard copy formats from the AOPC, and may 
be amended from time to time. Electronic versions will be available from the AOPC through 
http://www.pacourts.us/forms/for-the-judiciary/, and through the website for the Pennsylvania Association of Court 
Management at http://pacm.org. Copies of the forms are appended to this schedule. 

 

Program Forms Page 28 

1. 

4. 

7. 

 

 

 

 

 

 

 

 

 
 

I, 

Unified Judicial System Disposal Log – Non-Permanent Records 

County 

Office/Department 

2. 

5. 

Judicial District 

Address 

3. 

6. 

Page  ________  of   _______   

Record Custodian 

Telephone No. 

8. 

9. 

10. 

11. 

12. 

AUTHORIZATION FOR DISPOSAL 

RECORD TITLE 

SCHEDULE 
[§ Name (e.g. 5.7 Juvenile)] 

INCLUSIVE  
DATES OF RECORDS 

FORMAT 

MICRO-
FILMED 
(Y-N) 

ORIGINAL  
(Y-N) 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I, 

, hereby request that the Record Retention Officer authorize the disposal of the listed records. 

FOR USE BY RECORD CUSTODIAN 

Record Custodian’s Name 

Record Custodian’s Signature 

Record Retention Officer’s Name 

Record Retention Officer’s Signature 

FOR USE BY THE DISTRICT RECORD RETENTION OFFICER 

 hereby approve of the disposal of the records listed as requested. 

Title 

Title 

Original to be retained by the District Record Retention Officer. Copy to be provided to Record Custodian. Copy to be provided to the AOPC on or before January 15th each year. 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date 

Date 

COUNTY RECORDS DISPOSAL CERTIFICATION REQUEST 
[Pursuant to PA RJA 507(a)] 

COUNTY 

JUDICIAL DISTRICT 

OFFICE OF ORIGIN 

PERSON MAKING DISPOSAL REQUEST (RECORD CUSTODIAN) 

APPROVAL REQUESTED FOR 

 Records Destruction 

 Records Transfer to PHMC 

ADDRESS 

RECORD TITLE AND INCLUSIVE DATES (one series per form) 

DESCRIPTION OF RECORD (include type of information contained and purpose of record) 

RETENTION PERIOD IN SCHEDULE 

PAGE AND SECTION IN SCHEDULE 

HAVE ALL AUDIT REQUIREMENTS BEEN MET? 

        

 Yes       

 No         

 Not Applicable 

QUANTITY 

________________________________TOTAL CUBIC FEET 

No of cartons  _________________________________ 

Length ____________________  Width ____________________  Length ____________________ OF AVERAGE CARTON 

No of volumes ________________________________ 

Length ____________________  Width ____________________  Length ____________________ OF AVERAGE CARTON 

No of the drawers _____________________________ 

 Legal 

 Letter 

 

 Other _________________________________________________________________ 

 

 

 

AVE RECORDS BEEN MICROFILMED? 

 

 Yes 

 No 

ARCHIVAL MEDIUM UTILIZED 

ize:  

Form: 

 16mm 

 Roll 

 

 

 

 

 35mm 

 

 Other ____________________________ 

 Cartridge 

 Cassette 

 

 Fiche 

 

 Other  ________________________________________________________________________ 

LOCATION OF SECURITY COPY 

FOR USE BY RECORD CUSTODIAN 

__________________________________________________________ hereby requests that the Record Retention Officer seek approval from the 
Pennsylvania Historical and Museum Commission for permission to dispose of records identified above.  

______________________________ 
 

          Date 

 

 

 

 
 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

 
 

___________________________ 
Phone Number 
 

 

FOR USE BY DISTRICT RECORDS RETENTION OFFICER 

PHMC authorization to dispose of or transfer the above-identified records is requested. If destruction of the records is requested, I 
certify that the records have been reproduced on an archival medium approved by the County Records Committee.  

______________________________  
 
 

Date  

 

 

 

 

______________________________________________  
 
 

___________________________ 
 
FOR PENNSYLVANIA HISTORICAL AND MUSEUM COMMISSION 

Signature of Records Custodian 

Judicial District 

 
 

 

 

 

 

 Destruction  
 Disapproved 

 
 

 
 

 Destruction as Amended 
 Retain Pending Further Instructions 

 

 

 Transfer to PHMC 

 

 

  Approval is given for: 
 
 

 
 
 
Comments/Amendments: 
_______________________________ 
 

Date  

 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

 
 

___________________________ 
 

Title 

 

Original must be sent to the Pennsylvania Historical and Museum Commission,  
Division of Archival and Records Management Services, P.O. Box 1026, Harrisburg, PA 17108-1026  
and a copy sent to the Administrative Office of Pennsylvania Courts,  
1515 Market Street, Suite 1414, Philadelphia, PA 19102.  
Keep a copy for your records. 

 H

  S

 

 
 
 

 

  _

 

  _

 

UNIFIED JUDICIAL SYSTEM SCHEDULED COURT RECORDS DISPOSAL CERTIFICATION REQUEST  
[Pursuant to PA RJA 507(b)] 

COUNTY 

JUDICIAL DISTRICT 

IF APPLICABLE 

MAGISTERIAL DISTRICT 

MAGISTERIAL DISTRICT JUDGE NAME 

OFFICE OF ORIGIN 

PERSON MAKING DISPOSAL REQUEST (RECORD CUSTODIAN) 

 
 

 
 

 
 

 
 

 
 

Approval Requested For: 

Records Destruction 

Records Transfer to PHMC 

RECORD TITLE AND INCLUSIVE DATES (one series per form) 

DESCRIPTION OF RECORD (include type of information contained and purpose of record) 

RETENTION PERIOD IN SCHEDULE 

PAGE AND SECTION IN SCHEDULE 

HAVE ALL AUDIT REQUIREMENTS BEEN MET? 

QUANTITY  
___________________________________TOTAL CUBIC FEET 
No of Cartons __________________________ 
No of Volumes _________________________ 
No of file drawers _______________________ 

 
 
 

Length _______________  Width ______________ 
Length _______________  Width ______________ 

 
 

Height ______________ OF AVERAGE CARTON 
Height ______________ OF AVERAGE CARTON 

 Legal 

 Letter 

 

 Other _______________________________________________ 

Yes 

No 

Not Applicable 

AVE RECORDS BEEN MICROFILMED? 

 

 Yes 

 No 

ARCHIVAL MEDIUM UTILIZED 

 16mm 

 Roll 

 

 

 

 

 35mm 

 

 Other ____________________________ 

 Cartridge 

 Cassette 

 

 Fiche 

 Other  _________________________________________________________________________ 

LOCATION OF SECURITY COPY 

 

_______________________________________________________ hereby requests that the Record Retention Officer seek approval from the 
Administrative Office of Pennsylvania Courts for permission to dispose of or transfer the records identified above. 

______________________________ 

 

 

Date  

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
Phone Number 
 

 

FOR USE BY RECORD CUSTODIAN 

FOR USE BY DISTRICT RECORDS RETENTION OFFICER 

Authorization to dispose of or transfer the above-identified records is requested. If destruction of the records is requested, I certify that the 
records have been reproduced on a medium approved by the Administrative Office of Pennsylvania Courts. 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

Judicial District 

 

Review by the Pennsylvania Historical and Museum Commission 

 is 

 is not   requested. 

FOR USE BY THE ADMINISTRATIVE OFFICE OF PENNSYLVANIA COURTS 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

FOR USE BY THE PENNSYLVANIA HISTORICAL AND MUSEUM COMMISSION ONLY IF REVIEW REQUESTED BY AOPC 

 Concur With Request 

 Recommend Denial of Request  

 

 

 Recommend Disposal Request Be Amended As Follows: 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

  Approval is given for: 
 
Comments/Amendments: 

 

 

 

 

 
 

 
 

FOR USE BY THE ADMINISTRATIVE OFFICE OF PENNSYLVANIA COURTS 

 Destruction 
 Disapproved 

 
 

 Destruction as Amended   
 Retain Pending Further Instructions 

 

 Transfer to PHMC 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

Original must be sent to the Administrative Office of Pennsylvania Courts, 1515 Market Street, Suite 1414, Philadelphia, PA 19102.  
Keep a copy for your records. 

ADDRESS 

ize:  

Form: 

 

 

  H

  S

  _

 

 
 

 
 

 

 
 

 

 
 
 

  

 
 

 
 

 
 

 
 

 
 

UNIFIED JUDICIAL SYSTEM NON-SCHEDULED COURT RECORDS DISPOSAL CERTIFICATION REQUEST  
[Pursuant to PA RJA 507(c)] 

JUDICIAL DISTRICT 

IF APPLICABLE, CITE APPROPRIATE FEDERAL/STATE RULES AND/OR REGULATIONS 
GOVERNING RETENTION 

COUNTY/AGENCY 

OFFICE OF ORIGIN 

PERSON MAKING DISPOSAL REQUEST (RECORD CUSTODIAN) 

PHONE 

HAVE ALL AUDIT REQUIREMENTS BEEN MET? 

ADDRESS 

QUANTITY  

__________________________ TOTAL CUBIC FEET 

 

 Yes 

 No 

 Not Applicable 

RECORD TITLE AND INCLUSIVE DATES (one series per form) 

Length ________ 

Width ________  Height ________  

OF AVERAGE CARTON 

DESCRIPTION  OF  RECORD  (include  type  of  information  contained  and  purpose  of 
record) 

No. of file drawers _______________________ 

 Legal 

 Letter 

 Other ____________________________________________ 

Length ________ 

Width ________  Height ________  

OF AVERAGE CARTON 

No. of cartons _________________________ 

No. of volumes _________________________ 

 

 

 
 

 35mm 

 

 Other ____________________________ 

 Cartridge 

 Cassette 

 

 Fiche 

 16mm 

 Roll 

 

 

 

 

ize:  

Form: 

  S

HAVE RECORDS BEEN MICROFILMED? 

 

 Yes 

 No 

 

 

 Other  ______________________________________________________________________ 

 
 

 
 

 
 

 
 

 
 

FOR USE BY RECORD CUSTODIAN 

______________________________ 

 

 

Date  

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
Phone Number 
 

 

  _

 

 

_______________________________________________________ hereby requests that the Record Retention Officer seek approval from the 
Administrative Office of Pennsylvania Courts for permission to dispose of or transfer the records identified above. 

FOR USE BY DISTRICT RECORDS RETENTION OFFICER 

Authorization to dispose of or transfer the above-identified records is requested. If destruction of  the  records  is  requested,  I certify 
that the records have been reproduced on a medium approved by the Administrative Office of Pennsylvania Courts. 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

Judicial District 

 

Review by the Pennsylvania Historical and Museum Commission 

 is 

 is not   requested. 

FOR USE BY THE ADMINISTRATIVE OFFICE OF PENNSYLVANIA COURTS 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

FOR USE THE PENNSYLVANIA HISTORICAL AND MUSEUM COMMISSION ONLY IF REVIEW REQUESTED BY AOPC 

 Concur With Request 

 Recommend Denial of Request  

 

 

 Recommend Disposal Request Be Amended As Follows: 

_______________________________ 
Date  
 

 

 

 

 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

______________________________________________  
 
 

Signature   

 

 

 

 

 

 

 

___________________________ 
 

  Title 

 

 

_______________________________ 
Date  
 

 

 

 

 

 

  

  Approval is given for: 
 

 

 

 

 

 

 
 

 
 

 Destruction 
 Disapproved 

 
 

 Destruction as Amended   
 Retain Pending Further Instructions 

 

 Transfer to PHMC 

FOR USE BY THE ADMINISTRATIVE OFFICE OF PENNSYLVANIA COURTS 

 
 

 
 

 

 
 

 
 
 

Original must be sent to the Administrative Office of Pennsylvania Courts, 1515 Market Street, Suite 1414, Philadelphia, PA 19102.  
Keep a copy for your records. 

 
 

 
 

 
 

 
 

 
 

Is this the primary record? 

 Yes 

 No 

LOCATION OF SECURITY COPY 

IF NO, OFFICE THAT HOLDS THE PRIMARY RECORD: 

UNIFIED JUDICIAL SYSTEM 
RECORD DISPOSAL CERTIFICATION REQUEST - DAMAGED RECORDS 

COUNTY 

JUDICIAL DISTRICT 

IF APPLICABLE 

MAGISTERIAL DISTRICT 

MAGISTERIAL DISTRICT JUDGE NAME 

OFFICE OF ORIGIN 

PERSON MAKING DISPOSAL REQUEST (DISTRICT COURT ADMINISTRATOR) 

ADDRESS 

Approval Requested For: 

 Record Destruction 

 Other 

RECORD TITLE AND INCLUSIVE DATES (one series per form) 

DESCRIPTION OF RECORD (include type of information contained and purpose of record) 

TYPE OF RECORD 

RETENTION PERIOD IN SCHEDULE 

SECTION IN SCHEDULE 

HAVE ALL AUDIT REQUIREMENTS BEEN MET? 

 Permanent 

 Non-Permanent 

 Yes 

 No 

 Not Applicable 

HAVE RECORDS BEEN MICROFILMED? 

ARE RECORDS CONSIDERED VITAL? 

DO COPIES (NOT MICROFILM) EXIST? 

Yes 

No 

 

 Yes 

 

No 

Yes 

 No 

IF STORED ELECTRONICALLY, SPECIFY MEDIUM 

LOCATION OF MICROFILMED OR ELECTRONIC COPY 

DESCRIBE DAMAGE TO RECORDS (ATTACH PHOTOS) 

HAVE RECORDS BEEN MICROFILMED? 
 
 

 Yes 

 No 

ARE RECORDS CONSIDERED VITAL? 
 
 

 Yes 

 No 

IF THE AUDIT HAS NOT BEEN COMPLETED, PROVIDE INFORMATION CONCERNING AUDITING ENTITY NOTIFIED AS REQUIRED BY SECTION 2.7 OF THE RECORD RETENTION SCHEDULE. 

FOR USE BY THE JUDICIAL DISTRICT OFFICIAL RESPONSIBLE FOR RECORDS AT ISSUE 

  I,  the person  responsible  for  maintenance  of  the  records  identified  above, hereby  request  that  the Record  Retention  Officer  seek  approval 
from the Administrative Office of Pennsylvania Courts to dispose the records identified above which have been damaged and which cannot 
be reasonably restored or salvaged. 
 
is 
attached  
______________________________ 
 
Date  
 

________________________________________________ 
 

______________________________ 
Phone Number 
 

if  a  Report 

Signature   

 Check 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FOR USE BY DISTRICT RECORD RETENTION OFFICER 

I have reviewed the request to dispose of the damaged records identified below, have participated in an evaluation to ascertain whether 
the damaged records could be restored or salvaged, and concur that the damaged records cannot be reasonably restored or salvaged. I 
recommend to the District Court Administrator that permission be sought from the AOPC to dispose of the damaged records. 

______________________________ 
 
Date  
 

 

 

 

 

_______________________________________________ 
 
 

Signature   

 

 

 

 

 

 

 

______________________________ 
Judicial District 
 

 

FOR USE BY DISTRICT COURT ADMINISTRATOR 

I  have  reviewed  the  request  to  dispose  of  the  damaged  records  identified  below,  have  evaluated  the  report,  if  attached,  have  viewed  the 
damaged  records  and  available  photographs  and  other  description  of  the  damaged  records  and  concur  that  the  damaged  records  cannot  be 
restored or salvaged, and recommend and request that the AOPC grant permission to dispose of the damaged records. 

______________________________ 
 
Date  
 

 

 

 

 

___________________________________________ 
 
Signature   
 

 

 

 

 

 

 

______________________________ 
Title 
 

 

 

FOR USE BY THE ADMINISTRATIVE OFFICE OF PENNSYLVANIA COURTS 

Request for disposition is 

 

 Granted 

 

 Denied 

Comments/Amendments: 

________________________   
 
 

Date  

 

 

 

_______________________________________________ 
 
 

Signature   

 

 

 

 

 

 

 

 
 

__________________________________ 
 

  Title 

 

 

Original must be sent to the Administrative Office of Pennsylvania Courts, 1515 Market Street, Suite 1414, Philadelphia, PA 19102.  
Keep a copy for your records. 

 
 

 
 

 
 

 

 
 
 
 

Index 

Adoption  ....................................................................................................................................................................................... 14 
Dockets, Indices, & Papers ............................................................................................................................................... 14 
Annual Reports  ............................................................................................................................................................................. 10 
Audio, Digital and Video Recordings  ........................................................................................................................................... 11 
Confidential Files  ............................................................................................................................................................................ 6 
Conflict With Other Retention Schedules  ....................................................................................................................................... 2 
County Records  ............................................................................................................................................................................... 1 
Definitions .......................................................................................................................................................................... 1 
Definitions ....................................................................................................................................................................................... 1 
Court Records  .................................................................................................................................................................... 1 
Electronic Records  ............................................................................................................................................................. 1 
Nonpermanent records  ....................................................................................................................................................... 1 
Permanent Records  ............................................................................................................................................................ 1 
Records not subject to retention   ........................................................................................................................................ 2 
Destruction Hold Procedures  .......................................................................................................................................................... 5 
Dockets  .......................................................................................................................................................................... 9, 14-16, 20 
Domestic Relations  ....................................................................................................................................................................... 16 
Custody records  ............................................................................................................................................................... 16 
Custody records in matters not involving divorce  ........................................................................................................... 16 
Divorce and Annulment Papers  ....................................................................................................................................... 16 
Dockets  ............................................................................................................................................................................ 16 
Domestic Relations Files  ................................................................................................................................................. 16 
Final Decree; Property, Custody, Alimony, and Support Orders  .................................................................................... 16 
Indices  .............................................................................................................................................................................. 16 
Electronic Archival Systems  ........................................................................................................................................................... 9 
Electronic Case Indices  .................................................................................................................................................... 10 
Expungement  ................................................................................................................................................................................ 12 
Facilities Documents  ..................................................................................................................................................................... 17 
Construction Contracts ..................................................................................................................................................... 17 
Incident Investigation ....................................................................................................................................................... 17 
Leases  ............................................................................................................................................................................... 17 
Maintenance  ..................................................................................................................................................................... 17 
Parking  ............................................................................................................................................................................. 17 
Space Allocation & Use  ................................................................................................................................................... 17 
Financial Records ...............................................................................................................................................................................  
Accounts Payable Files  .................................................................................................................................................... 18 
Accounts Payable Ledgers  ............................................................................................................................................... 18 
Accounts Receivable  ........................................................................................................................................................ 18 
Budget Preparation Files  .................................................................................................................................................. 18 
Budget Request  ................................................................................................................................................................ 18 
Canceled checks  ............................................................................................................................................................... 18 
Cash Register Accounting ................................................................................................................................................. 18 
Controller Reports ............................................................................................................................................................. 18 
Court Appointed Lawyers’ bills  ....................................................................................................................................... 18 
Court Reporter, Interpreter, and jury expenses  ................................................................................................................ 18 
Deposit Slips  .................................................................................................................................................................... 18 
Grant Administration Records  ......................................................................................................................................... 18 
Receipts  ............................................................................................................................................................................ 18 

 

Forms ...................................................................................................................................................................................... 4, 5, 28 
Jury Records ...................................................................................................................................................................................19 
Calendars of Drawings.......................................................................................................................................................19 
Exempt Jurors Lists ...........................................................................................................................................................19 
Exit Questionnaires ............................................................................................................................................................19 
Juror Information Questionnaires ......................................................................................................................................19 
Juror Qualification Forms ..................................................................................................................................................19 
Jury Selection Lists ............................................................................................................................................................19 
Lists of Prospective Jurors .................................................................................................................................................19 
Lists of Qualified Jurors ....................................................................................................................................................19 
Juvenile ...........................................................................................................................................................................................20 
Dependency Case Dockets Books & Indices .....................................................................................................................20 
Liability .............................................................................................................................................................................................6 
Litigation .........................................................................................................................................................................................12 
Judicial Districts and Employees .......................................................................................................................................12 
Magisterial District Courts ..............................................................................................................................................................15 
Magisterial District Courts, Pittsburgh Municipal Court, Philadelphia Municipal Court ..............................................................15 
Civil Dockets  ....................................................................................................................................................................15 
Civil Original Papers .........................................................................................................................................................15 
Criminal Dockets & Indices ..............................................................................................................................................15 
Financial  ...........................................................................................................................................................................15 
General Correspondence ....................................................................................................................................................15 
Miscellaneous Matters  ......................................................................................................................................................15 
Non-Traffic Citations, & Summary Criminal Complaints ................................................................................................15 
Original Papers in Misdemeanor and Felony Cases  .........................................................................................................15 
Search Warrants and Affidavits  ........................................................................................................................................15 
Traffic Citations  ................................................................................................................................................................15 

Matters Pending Audit  

Matters Pending Audit  ........................................................................................................................................................5 
Method of Record Destruction  ........................................................................................................................................................6 
Confidential Files  ................................................................................................................................................................6 
Non-Confidential Records  ..................................................................................................................................................6 
Microfilm  .........................................................................................................................................................................................9 
Miscellaneous Records ...................................................................................................................................................................10 
Annual Reports  .................................................................................................................................................................10 
Electronic Case Indices  .....................................................................................................................................................10 
Expungement  ....................................................................................................................................................................12 
Personal Records of the Judiciary  .....................................................................................................................................11 
Pursuant to Pa. R.J.A. No. 1901  .......................................................................................................................................11 
Trial/Hearing Lists  ............................................................................................................................................................12 
Non-Confidential Records  ...............................................................................................................................................................6 
Nonpermanent Records .....................................................................................................................................................................5 
Notes of Testimony  .................................................................................................................................................................. 10, 15 
Audio  ................................................................................................................................................................................11 
Juvenile Matters  ................................................................................................................................................................10 
Mental Health Proceedings  ...............................................................................................................................................11 
Raw Notes of Testimony ...................................................................................................................................................10 
Record Retention Disposal Log  ........................................................................................................................................10 
Transcribed Notes of Testimony – Filed ...........................................................................................................................10 
Transcribed Notes of Testimony – Not Filed  ...................................................................................................................10 

Payroll Records ............................................................................................................................................................................... 21 
Daily Time Sheets .............................................................................................................................................................. 21 
Employee Payroll Adjustment Records ............................................................................................................................. 21 
Individual Employee’s Earning Record - Terminated ....................................................................................................... 21 
Payroll Deduction Authorizations ..................................................................................................................................... 21 
Payroll earnings and Deductions Registers ....................................................................................................................... 21 
Permanent Records ................................................................................................................................. 4, 10, 14-16, 18, 20, 22, 23 
Personal Records of the Judiciary ................................................................................................................................................... 11 
Mental Health Evaluation Reports ..................................................................................................................................... 11 
Notes of Testimony ............................................................................................................................................................ 11 
Pleadings ............................................................................................................................................................................ 11 
Pre-Sentence Reports ......................................................................................................................................................... 11 
Retention Period ................................................................................................................................................................ 11 
Personnel Documents ..................................................................................................................................................................... 22 
Applications/Resumes - Not hired ..................................................................................................................................... 22 
Employee Card Files or Record Books .............................................................................................................................. 22 
Employee Medical Records ............................................................................................................................................... 22 
Equal Employment Opportunity Records .......................................................................................................................... 22 
Individual Employee’s Personnel Records ........................................................................................................................ 22 
Job Descriptions & Announcements .................................................................................................................................. 22 
Labor Contracts ................................................................................................................................................................. 22 
Labor Negotiation files ...................................................................................................................................................... 22 
Memoranda of Understanding ........................................................................................................................................... 22 
Merit System Examination Records & Answer Sheets ..................................................................................................... 22 
Training ............................................................................................................................................................................. 22 
Union Grievances .............................................................................................................................................................. 22 
Philadelphia Municipal Court  ........................................................................................................................................................ 15 
Pittsburgh Municipal Court ............................................................................................................................................................ 15 
President & Administrative Judges & Court Administrators.......................................................................................................... 23 
Cooperative Agreements ................................................................................................................................................... 23 
General Administrative Documents................................................................................................................................... 23 
Judicial Assignment Schedule ........................................................................................................................................... 23 
Judicial Seniority Lists ...................................................................................................................................................... 23 
Memoranda of Understanding ........................................................................................................................................... 23 
Orders and Regulations ...................................................................................................................................................... 23 
Statistical Reports .............................................................................................................................................................. 23 
Pretrial service files ........................................................................................................................................................................ 24 
Administrative Files ........................................................................................................................................................... 24 
Electronic Monitoring Files ............................................................................................................................................... 24 
Enforcement Records ......................................................................................................................................................... 24 
Pretrial Master Files ........................................................................................................................................................... 24 
Probation (Adult) Files ................................................................................................................................................................... 25 
Intrastate and Interstate  ..................................................................................................................................................... 25 
Probation/Parole Master Files  ........................................................................................................................................... 25 
Protection from Abuse  ................................................................................................................................................................... 26 
Purchase Order Files  ...................................................................................................................................................................... 27 
Purchasing Records  ....................................................................................................................................................................... 27 
Record Disposal and Retention Procedures  ..................................................................................................................................... 4 
Central Point of Contact  ..................................................................................................................................................... 4 

Damaged Records  .............................................................................................................................................................. 6 
Destruction Hold Procedures  ............................................................................................................................................. 5 
Matters Pending Audit  ....................................................................................................................................................... 5 
Method of Record Destruction  ........................................................................................................................................... 6 
Nonpermanent Records ....................................................................................................................................................... 5 
Permanent Records  ............................................................................................................................................................ 4 
Record Retention Officer  ............................................................................................................................................................. 4 
Record Retention Program ............................................................................................................................................................ 1 
Application  ......................................................................................................................................................................... 2 
Background ........................................................................................................................................................................  1 
Conflict With Other Retention Schedules ........................................................................................................................... 2 
Forms  ............................................................................................................................................................................... 28 
Procedures ........................................................................................................................................................................... 4 
Record Retention Schedules  ......................................................................................................................................................  13 
Adoption ..........................................................................................................................................................................  14 
Domestic Relations  .........................................................................................................................................................  16 
Facilities Documents ........................................................................................................................................................  17 
Financial Records  ............................................................................................................................................................  18 
Jury Records  ....................................................................................................................................................................  19 
Juvenile  ............................................................................................................................................................................ 20 
Magisterial District Courts, Pittsburgh Municipal Court, Philadelphia Municipal Court  ...............................................  15 
Payroll Records  ................................................................................................................................................................ 21 
Personnel Documents  ....................................................................................................................................................... 22 
President & Administrative Judges & Court Administrators  ........................................................................................... 23 
Pretrial Services Records  ................................................................................................................................................. 24 
Probation/Parole (Adult)  .................................................................................................................................................. 25 
Protection from Abuse  ..................................................................................................................................................... 26 
Purchasing Records ........................................................................................................................................................... 27 
Supply Requisitions  .................................................................................................................................................................... 27 
Table of Contents  ......................................................................................................................................................................... 2 
Traffic Citations  .........................................................................................................................................................................  15