Philadelphia County Public Records
Philadelphia County public records are among the most extensive in Pennsylvania. Philadelphia is a consolidated city and county government, meaning city and county functions are combined under one administration. Public records here include court filings, land documents, property records, health department data, police records, and city council filings. The city operates dozens of departments, each with its own records and Open Records Officers. This guide covers the main sources for Philadelphia County public records and how to search or request them.
Philadelphia County Quick Facts
Philadelphia County Government and Records
The Philadelphia city and county government is a consolidated entity. This means the city and county share elected officials, departments, and record systems. Philadelphia is the largest city and county in Pennsylvania and the sixth largest city in the United States. The volume of public records generated by Philadelphia County government is enormous. From court filings to building permits, health inspections, and property transactions, Philadelphia maintains records across dozens of departments.
Key departments that hold Philadelphia County public records include the Department of Records, the Police Department, the Department of Public Health, City Council, and the Mayor's Office. Each department has its own designated Open Records Officer under Pennsylvania's Right-to-Know Law. Records are presumed public unless they fall within a specific exemption under RTKL section 708, such as public security information, personal financial information, or victim information. Understanding which department holds the records you need is the first step in your search.
Note: Because Philadelphia is a consolidated city-county, many records are found through city department websites rather than a separate county government portal.
Philadelphia County Court Records
The Philadelphia Court of Common Pleas is one of the busiest trial courts in the country. It handles civil cases, criminal prosecutions, family matters, juvenile proceedings, and orphans' court cases. The volume of court records in Philadelphia County is substantial given the city's population and legal activity. Court records include all case filings, motions, orders, verdicts, and judgments.
The Pennsylvania UJS Portal provides free online access to Philadelphia County court dockets. Search by name or case number to find civil and criminal cases in Philadelphia. The portal returns docket entries and case summaries. For complete case documents, contact the Prothonotary of the Court of Common Pleas in Philadelphia. The Clerk of Courts handles criminal files. Both offices are located at the Philadelphia court complex. Philadelphia also operates the Municipal Court and Traffic Court, which have their own separate record systems accessible through the UJS Portal.
Family court records in Philadelphia County include custody, support, and domestic matters. Some files in family court may be restricted. The Philadelphia Family Court is located at 1501 Arch Street and manages these cases separately from the general civil docket.
Philadelphia Department of Records
The Philadelphia Department of Records is the official keeper of deeds and land records for Philadelphia County. This department records deeds, mortgages, satisfactions, liens, and other instruments affecting real property in Philadelphia. It serves the same function as the Recorder of Deeds in other Pennsylvania counties. All Philadelphia property transfers pass through the Department of Records.
Property assessment records in Philadelphia County are managed by the Office of Property Assessment. This office sets the value for every parcel in the city and county. Philadelphia's property values have shifted significantly in recent years due to development and changing market conditions. Property owners who dispute their assessment can appeal through the Board of Revision of Taxes. All assessment data is public and searchable online through the Philadelphia Atlas tool at atlas.phila.gov. The Revenue Department handles property taxes and delinquency matters for Philadelphia County.
Title searches for Philadelphia County property begin at the Department of Records. The grantor-grantee index covers recorded documents going back many generations. In-person searches are allowed at the Department's offices, and some records are accessible through online search tools.
Right-to-Know Requests in Philadelphia
Pennsylvania's Right-to-Know Law applies to all Philadelphia city and county government agencies. Each department has its own Open Records Officer. Submit a written request to the correct department based on what records you need. The agency has five business days to respond. Extensions are permitted up to 30 additional days with proper notice.
Records are presumed public in Philadelphia County under state law. Exemptions under RTKL section 708 include public security information, personal financial data, and victim identifying information. If Philadelphia denies your request, you can appeal to the Pennsylvania Office of Open Records at no cost. The Office reviews denials and issues binding decisions. The full text of the Right-to-Know Law at 65 P.S. Section 67.101 is available at the Pennsylvania Code and Bulletin. Knowing the law helps you frame your request and handle any denial from Philadelphia.
Note: Philadelphia processes a high volume of records requests each year. Being specific about the records you want and the time period involved will help the relevant department locate records more quickly.
Philadelphia County Vital and Health Records
The Pennsylvania Department of Health holds birth and death records for events in Philadelphia County. Certified copies can be ordered through the Division of Vital Records. Philadelphia also operates its own Department of Public Health, which publishes public health data and reports on disease, environmental health, and vital statistics for the city and county. Some local health data is available directly through the city's health department website.
Marriage licenses in Philadelphia County are issued by the Philadelphia Register of Wills. Philadelphia residents apply in person at City Hall. Divorce records are maintained by the Prothonotary of the Court of Common Pleas. For additional information on Philadelphia city services and records, visit the Philadelphia city page. For statewide resources, the Pennsylvania state portal and Auditor General maintain public information relevant to Philadelphia County government.
Nearby Counties
Philadelphia County is surrounded by several Pennsylvania counties and borders New Jersey across the Delaware River. Records near county lines may fall under a neighboring jurisdiction.