Records must have more than six months left on the disposition schedule to be accepted by the SRC.
Forms & Instructions
The CAO must complete the STD-59 -Records Transfer List and email it to the DHS Records Coordinator. For the name and email address of the Records Coordinator, contact the Division of Support Services, Management Services Section at 717-772-1886. The Records Coordinator will review the form and coordinate a date for pick up.
NOTE: SRC accepts boxes from the entire DHS only once per month. Staffing and geographical limitations make it very important for the CAO to contact the Records Coordinator before boxing records. Ideally, a CAO would have approximately 30-40 boxes for a pick-up.
Completing the STD-59:
> Complete the form electronically. Manual and type-set copies of forms are not acceptable.
> Use the 10-digit SAP bureau code for your unit. The agency code for DHS is 021.
> Before boxing records, contact the Division of Support Services, Management Services, to obtain agency box numbers for the number of boxes you will be sending: 717-525-5812.
> Use one line on the form for each box sent. If you file your records alphabetically, numerically, etc., the first file and the last file in the box should be listed in the description portion of the form.
NOTE: Detailed information about the State Records Center and the required e-forms (STD-59, STD-61) are available at the Pennsylvania Historical and Museum Commission website.
Packing Boxes
The SRC only accepts a standard size box (15”x12”x10”), which fits compactly on shelves and is easily handled. Boxes are available from Department of General Services through SAP, SRM system. The material number is 131454 (old commodity code number is 8115-5400-060). For current pricing, contact 717-787-6148, ext. 3230.
Carefully pack boxes so files and materials can be removed easily and replaced. Allow approximately two inches of space in each box to prevent damage and provide easy retrieval of records during referencing. Place case records in the box in a neat and logical order. Label all boxes correctly and match the STD-59 form exactly.
Authorized Personnel must complete an STD-61-Reference Request and email it directly to the SRC at RA-StateRecordsCenter@state.pa.us.
NOTE: CAOs should contact the Records Coordinator to have staff added or deleted to the Authorized Personnel List. For the Record Coordinator contact information, call Office of Administration, Bureau of Administrative Services, Division of Support Services, Management Service Section, at 717-772-1886.
Revised July 31, 2024, replacing March 16, 2012