Philadelphia Public Records
Philadelphia public records are created and maintained by the City of Philadelphia, which serves as both a city and a county under a consolidated government structure. As the largest city in Pennsylvania with about 1.6 million residents, Philadelphia produces a vast range of official documents. Residents can request public records from city departments under Pennsylvania's Right-to-Know Law. Records are presumed to be public unless a specific exemption applies. This page explains how to find Philadelphia public records and which offices to contact.
Philadelphia Quick Facts
Where Philadelphia Residents Access Public Records
Philadelphia public records are held by many different city departments. Because Philadelphia is a consolidated city-county, there is no separate county government. The city and county are the same entity. Each city department maintains its own records and has an Open Records Officer who processes requests under the Right-to-Know Law.
The Philadelphia Department of Records is the primary office for land records, deeds, and historical city documents. You can learn more about the Department of Records at phila.gov/departments/department-of-records/. The Department maintains deed records and other real property documents for the city. Residents researching property history in Philadelphia typically start here.
Other city departments that produce public records include the Mayor's Office, City Council, Police Department, Department of Public Health, and the Department of Licenses and Inspections. Each of these has its own record-keeping function and Open Records Officer. The main city website at phila.gov connects residents to all city departments and their contact information.
For state-level records, use the Pennsylvania government portal. Vital records like birth and death certificates are available through the Pennsylvania Department of Health. State financial audits are published by the Pennsylvania Auditor General. State police criminal history records are available through the Pennsylvania State Police.
Note: Philadelphia's consolidated city-county structure means that records that would otherwise be split between a city and a county are all held by one unified government.
Philadelphia Court Records and Filings
Court records for Philadelphia cases are filed at the Philadelphia Court of Common Pleas. The Prothonotary keeps civil court records. The Clerk of Quarter Sessions manages criminal case files. These offices are in the court buildings in Center City Philadelphia. For copies of court orders, judgments, or case documents, contact these offices directly or visit in person.
You can search Philadelphia court records for free through the UJS Portal at ujsportal.pacourts.us. The portal covers civil, criminal, family, and other cases filed in Philadelphia. Search by party name or docket number. Filing dates, case status, and party names appear at no charge in the portal. For copies of actual documents, contact the Prothonotary's office or visit the courthouse.
Philadelphia Municipal Court handles smaller civil matters and misdemeanor offenses. Records from Philadelphia Municipal Court are also accessible through the UJS Portal. Traffic violations and minor offenses are handled at this level before potentially moving up to the Court of Common Pleas.
Philadelphia Department of Records
The Philadelphia Department of Records is a key resource for residents looking for property and land records in the city. The Department maintains deeds, mortgages, and other instruments recorded against Philadelphia properties. It serves as the official repository for these documents and makes them available to the public.
The Department of Records also maintains historical city documents, survey maps, and official archives. Researchers, attorneys, real estate professionals, and residents all use the Department regularly. Records can be searched in person at the Department's offices or through the city's online systems. Visit phila.gov/departments/department-of-records/ for current access options and hours.
City Council meeting records, ordinances, and official legislation are maintained by the Office of the Chief Clerk of City Council. City budget documents and financial reports are public records published by the Mayor's Office of Budget and Program Evaluation. All of these documents fall within the broad category of Philadelphia public records that are available under RTKL.
How to Request Philadelphia Public Records
Pennsylvania's Right-to-Know Law applies to all Philadelphia city agencies. Records held by city departments are presumed to be public unless an exemption under Section 708 applies. Common exemptions include public security information, personal financial information, and victim information. You do not need to state a reason when requesting public records from a Philadelphia department.
To make a request, identify the Philadelphia city department that holds the record you want. Submit a written request to that department's Open Records Officer. The department must respond within five business days. If more time is needed, they must notify you in writing with the reason. Denied requests can be appealed within 15 business days to the Pennsylvania Office of Open Records. The Office provides request forms, guidance, and appeal procedures at openrecords.pa.gov.
The Office of Open Records reviews Philadelphia denials and issues binding determinations. If the Office rules that a record should be released, the city must comply or take the dispute to court. Philadelphia residents and journalists have used this process extensively to obtain records from city agencies. The process is free and accessible to all.
Note: Each Philadelphia city department has its own Open Records Officer, so it is important to direct your request to the correct department to avoid delays in getting a response.
Philadelphia Police Records and Public Safety
The Philadelphia Police Department maintains incident reports, arrest records, and other public safety documents. Incident reports for crimes reported in Philadelphia can be requested through the Police Department's records unit. Some reports involving active investigations may be withheld in full or in part.
Philadelphia crime statistics and public safety data are published by the Police Department. These reports show crime trends by district and type. They are available on the city website and through open data portals without a formal records request. For specific incident reports or records related to a particular case, you will likely need to submit a formal request to the Police Department's Open Records Officer.
For statewide criminal history background checks, the Pennsylvania State Police maintains a central repository. These records cover arrests and convictions from across Pennsylvania, not just Philadelphia. Philadelphia residents who need a comprehensive background check should use the state police system in addition to any city records they obtain.
Philadelphia is a Consolidated City-County
Philadelphia operates as both a city and a county under a consolidated government. There is no separate Philadelphia County government. All city and county records are held by the same unified city government. Visit the Philadelphia County public records page for more details on how this structure affects record access.
Nearby Pennsylvania Cities
Other cities and townships near Philadelphia also maintain public records through local government offices and county courts.