Philadelphia County Public Records

What Is Public Records in The Philadelphia County?

Public records in Philadelphia County encompass a wide range of official documents, data, and information maintained by various government agencies and departments. These records are created, received, or maintained by public agencies in the course of their official business and are generally accessible to the public pursuant to the Pennsylvania Right-to-Know Law (65 P.S. §§ 67.101-67.3104).

Philadelphia County maintains the following categories of public records:

Property Records: Deeds, mortgages, liens, property assessments, and tax information maintained by the Department of Records and the Office of Property Assessment.
Court Records: Civil, criminal, family, orphans', and municipal court case files, dockets, and judgments maintained by the First Judicial District of Pennsylvania.
Vital Records: Birth certificates (from 1915), death certificates (from 1906), marriage licenses, and divorce decrees, primarily maintained by the Pennsylvania Department of Health with some local access points.
Business Records: Business licenses, permits, and corporate filings maintained by various city departments and the Pennsylvania Department of State.
Tax Records: Property tax assessments, payments, and delinquencies maintained by the Department of Revenue.
Voter Registration Records: Voter registration information and election results maintained by the Philadelphia City Commissioners.
Land Use Records: Zoning permits, building permits, code violations, and land use applications maintained by the Department of Licenses and Inspections.
Sheriff Sale Records: Information on foreclosures and tax sales maintained by the Philadelphia Sheriff's Office.
Municipal Legislation: City ordinances, resolutions, and regulations maintained by the City Council and various departments.
Public Safety Records: Police incident reports, fire reports, and emergency service logs (with certain privacy restrictions).
Environmental Records: Environmental permits, violations, and remediation reports maintained by various city and state agencies.

Is Philadelphia County an Open Records County?

Philadelphia County operates under the Pennsylvania Right-to-Know Law (RTKL), which establishes the presumption that all records maintained by public agencies are public records accessible for inspection and copying by any person. This presumption is codified in 65 P.S. § 67.301, which states: "A Commonwealth agency shall provide public records in accordance with this act."

The City of Philadelphia has formally adopted this open records approach through its own policies and procedures. According to the City of Philadelphia's Right-to-Know Policy, "The City of Philadelphia ('City') is committed to compliance with the Pennsylvania Right-to-Know Law, 65 P.S. §§ 67.101 et seq., which ensures the public's right to access public records."

The Pennsylvania Office of Open Records provides oversight and enforcement of the RTKL throughout the Commonwealth, including Philadelphia County. This state agency serves as an appeals body for denied records requests and issues binding opinions on RTKL matters.

Philadelphia County has further demonstrated its commitment to transparency through the creation of Open Data Philly, a comprehensive data portal that proactively publishes numerous datasets online without requiring formal records requests. This initiative exceeds the basic requirements of the RTKL and represents Philadelphia's dedication to open government principles.

Each Philadelphia County agency has designated an Open Records Officer responsible for receiving and responding to public records requests in accordance with the RTKL's procedural requirements and timelines.

How Do I Find Public Records in Philadelphia County in 2025

Members of the public seeking access to Philadelphia County public records in 2025 may utilize several established methods to locate and obtain these documents:

Online Access Options:

The Philadelphia Property Search Portal provides comprehensive property information including ownership history, assessed values, and tax status.
The First Judicial District's Electronic Filing System offers access to court dockets, case information, and some court documents.
Open Data Philly serves as the central repository for numerous datasets including crime statistics, property violations, and business licenses.
The Department of Records maintains an online index of recorded documents with some digital copies available.

In-Person Requests:

Individuals may visit the appropriate agency during regular business hours to request records:

Philadelphia Department of Records
City Hall, Room 156
Philadelphia, PA 19107
(215) 686-2260
Department of Records
Hours: Monday-Friday, 8:00 AM - 4:30 PM

First Judicial District of Pennsylvania
City Hall, Room 296
Philadelphia, PA 19107
(215) 686-6640
Philadelphia Courts
Hours: Monday-Friday, 8:00 AM - 5:00 PM

Written Requests:

The Pennsylvania Right-to-Know Law permits formal written requests to be submitted to the Open Records Officer of the relevant agency. These requests must:

Be submitted in writing (mail, email, fax, or in-person delivery)
Clearly identify the records being sought with reasonable specificity
Include the requester's contact information

Agencies must respond to requests within 5 business days, though extensions may apply for complex requests pursuant to 65 P.S. § 67.902.

Third-Party Services:

Commercial services and professional researchers are available to assist with complex record searches for a fee. The Jenkins Law Library located at 833 Chestnut Street, Suite 1220, Philadelphia, PA 19107, (215) 574-7900, offers research assistance and access to specialized legal resources.

How Much Does It Cost To Get Public Records In Philadelphia County?

The cost to obtain public records in Philadelphia County is governed by the fee schedule established pursuant to the Pennsylvania Right-to-Know Law (65 P.S. § 67.1307) and local ordinances. Fees vary by record type, format, and the agency maintaining the records.

Standard Fees for Common Records:

Photocopies: $0.25 per page for standard 8.5" x 11" black and white copies
Certified Copies: $5.00-$15.00 per document depending on record type
Electronic Records: No charge for records already maintained electronically if delivered via email; actual cost of media if provided on physical media
Specialized Documents: Maps, plans, and oversized documents - actual cost of reproduction

Agency-Specific Fees:

Department of Records:
- Deed Recording: $256.75 for first four pages, $3.00 each additional page
- Deed Search: $15.00 per name
- Document Certification: $10.00 per document
First Judicial District:
- Civil Case Filing: $333.23 for most complaints
- Criminal Record Search: $25.00 per name
- Copies of Court Documents: $0.50 per page
Department of Public Health:
- Birth Certificate: $20.00 per copy
- Death Certificate: $20.00 per copy
- Marriage License: $90.00
Sheriff's Office:
- Sheriff Sale Listing: $15.00
- Firearm Permit: $20.00

Fee Waivers and Reductions:

Pursuant to 65 P.S. § 67.1307(f), agencies may waive fees when:

The requester is indigent and files a signed affidavit
The agency determines that the waiver is in the public interest
The request is made by a nonprofit organization for educational purposes

Agencies are prohibited from charging fees for reviewing records to determine if they are subject to access, redacting non-public information, or staff time spent retrieving records.

Requesters should note that prepayment may be required if fees are expected to exceed $100.00, as permitted by 65 P.S. § 67.1307(h).

Does Philadelphia County Have Free Public Records?

Philadelphia County provides several avenues for accessing public records at no cost to requesters:

Free Online Resources:

Open Data Philly offers free access to hundreds of datasets including crime statistics, property information, business licenses, and city expenditures. This platform represents the City's commitment to transparency and open government.
The Philadelphia Property Search Portal provides free access to basic property information including ownership details, assessed values, and tax balances.
The First Judicial District's Public Portal allows free searches of court docket information and case status for civil, criminal, and family court matters.
The Philadelphia City Commissioners' Website offers free access to voter registration status, polling place locations, and election results.

Free In-Person Access:

Public terminals at the Department of Records (City Hall, Room 156) provide free on-site access to land records and document indices during regular business hours.
The Free Library of Philadelphia (1901 Vine Street, Philadelphia, PA 19103, 215-686-5322) offers free public computer access to many online government resources.
The Office of Judicial Records (City Hall, Room 296) maintains public access terminals for viewing court records at no charge.

Free Records by Request:

Pursuant to the Pennsylvania Right-to-Know Law, agencies may not charge for:

Records inspected in person without making copies
Electronic records delivered via email if already maintained in electronic format
Records where the agency determines that waiving fees is in the public interest

Additionally, indigent individuals who file a signed affidavit stating they are financially unable to pay fees may receive copies of records without charge, as provided in 65 P.S. § 67.1307(f)(2).

Who Can Request Public Records In Philadelphia County?

The Pennsylvania Right-to-Know Law (65 P.S. § 67.102) establishes broad eligibility for accessing public records in Philadelphia County:

Eligible Requesters:

Any legal resident of the United States, regardless of Pennsylvania residency
Foreign citizens legally present in the United States
Business entities registered to do business in Pennsylvania
Non-profit organizations operating in Pennsylvania
Media organizations, regardless of their geographic location
Government agencies and officials

The law specifically defines a "requester" as "a person that is a legal resident of the United States and requests a record pursuant to this act." The term includes Pennsylvania agencies.

No Justification Required:

Requesters are not required to:

Explain why they want the records
Demonstrate any particular interest in the subject matter
Identify themselves beyond providing contact information for response
State their intended use of the records

Special Provisions:

Inmates in correctional facilities have limited rights to access certain records under 65 P.S. § 67.708(b)(16)
Commercial entities requesting records for direct marketing purposes may face certain restrictions
Vexatious requesters who demonstrate a pattern of conduct that is intended to annoy or harass an agency may have their access restricted by court order

Agencies may not:

Deny access based on the requester's identity (except as specifically limited by law)
Require requesters to provide identification beyond contact information
Discriminate between requesters based on their intended use of records

What Records Are Confidential In Philadelphia County?

Philadelphia County maintains certain records that are exempt from public disclosure pursuant to the Pennsylvania Right-to-Know Law (65 P.S. § 67.708) and other applicable statutes. These confidential records include:

Personal Privacy Exemptions:

Social Security numbers, driver's license numbers, and financial account numbers
Home addresses of judges, law enforcement officers, and certain public officials
Medical, psychiatric, and psychological records
Personal identification information that would risk personal security if disclosed
Records that would disclose the identity of confidential informants

Public Safety Exemptions:

Records that would jeopardize public safety, infrastructure security, or computer security
Emergency response plans and procedures
Criminal investigative records that would impair an investigation or deprive a person of a fair trial
Records relating to DNA and other biological evidence in criminal matters
Autopsy reports except for the name of the deceased and manner and cause of death

Administrative Exemptions:

Predecisional deliberations of agencies
Draft documents and working papers
Trade secrets and confidential proprietary information
Attorney-client privileged communications and attorney work product
Labor relations and collective bargaining strategy documents

Specific Protected Records:

Juvenile records pursuant to 42 Pa.C.S. § 6308
Child welfare records under the Child Protective Services Law (23 Pa.C.S. §§ 6301-6386)
Mental health commitment records protected by the Mental Health Procedures Act
Records sealed by court order or expunged pursuant to statute
Certain tax information protected by state and federal law
Adoption records except as provided by 23 Pa.C.S. § 2905

Agencies must redact confidential information from otherwise public records when possible, rather than withholding entire documents. Denials of access must cite the specific legal basis for confidentiality pursuant to 65 P.S. § 67.903.

Philadelphia County Recorder's Office: Contact Information and Hours

The Philadelphia County Recorder's Office, officially known as the Department of Records, serves as the official repository for land records and other important documents in Philadelphia County.

Philadelphia Department of Records
City Hall, Room 156
Philadelphia, PA 19107
(215) 686-2260
Department of Records

Hours of Operation:
Monday through Friday: 8:00 AM - 4:30 PM
Closed on weekends and city holidays

Services Provided:

Recording of deeds, mortgages, and other land records
Maintenance of property ownership records
Issuance of certified copies of recorded documents
Recording of business names and fictitious name registrations
Maintenance of city archives and historical records
Recording of veteran discharge documents (DD-214)

Document Recording Requirements:

Original documents must be presented for recording
Documents must include proper notarization where required
Philadelphia transfer tax certification must accompany property transfers
Recording fees must be paid at time of submission
Documents must meet formatting standards per local regulations

Remote Services: The Department offers electronic recording (e-recording) services through approved third-party vendors for professional submitters. The public may search indices of recorded documents through the PhilaDox online system.

Historical Archives: The City Archives division of the Department of Records is located at:
548 Spring Garden Street
Philadelphia, PA 19123
(215) 685-9401
Hours: Tuesday through Thursday, 9:00 AM - 4:30 PM