Pennsylvania Vital Records
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Oftentimes, the question, "What are vital records in Pennsylvania?" arises. Pennsylvania vital records are official documents that serve as proof that a significant life event, such as birth or death, has occurred in the state. The Pennsylvania Department of Health's (DOH) Division of Vital Records is the official custodian of birth and death records in the state. Marriage records are overseen by the County Clerk of the Orphans' Court, whereas the Prothonotary's Office (or Clerk for the Court of Common Pleas) is responsible for maintaining divorce records.
Vital records are essential documents for Pennsylvania residents, serving various legal, personal, and administrative needs. These records are used to prove identity, access government benefits, support immigration processes, verify employment, and fulfill personal documentation requirements.
Public Access to Pennsylvania Vital Records
According to the Vital Statistics Law of 1953, birth and death records are confidential. Only the person named on the birth certificate, immediate family members, legal representatives, or representative of the decedent's estate are eligible to access these records. Birth and death records become public records after 105 years have lapsed after the date of birth or 50 years have lapsed after the date of death. Conversely, marriage and divorce records are publicly accessible under the Pennsylvania public records law; therefore, anyone can inspect or copy them from the record custodian's office.
Types of Vital Records Available in Pennsylvania
Pennsylvania maintains different vital records that capture important life events. These records are available as certified and non-certified copies. Types of vital records in Pennsylvania include birth and death records. The specific documents issued by agencies in Pennsylvania are explained below.
Birth Records
Birth certificates are issued as certified copies. Individuals can purchase certified copies from the Pennsylvania Department of Health's Division of Vital Records. Earlier birth records may be available through County Orphan Court Clerks' Offices or Pennsylvania State Archives.
Death Records
Pennsylvania has two types of death certificates: those with and those without medical information. Death certificates with medical details are required for life insurance, family medical history, and pension benefit claims. These contain information such as the cause and manner of death. Death certificates without medical details are only available for deaths that occurred after 2019. These can be used for closing bank and utility accounts or transferring property titles.
Importantly, marriage and divorce records are not considered state-level vital records in Pennsylvania. Instead, divorce records are classified as court records maintained by the judicial branch. In contrast, marriage records are county-level documents kept by Marriage License Bureaus within the Register of Wills/Orphans' Court.
Marriage Records
Marriage records are available in three types in Pennsylvania. The first are uncertified copies that come on plain paper. They cannot be used for official purposes, but they are valuable for family histories or personal use. The second is a one-seal copy, which is typically used for domestic purposes, such as applying for a driver's license or changing one's name for Social Security benefits. The third is a two-seal copy, which can be used for international purposes and immigration.
Divorce Records
The types of divorce records available in Pennsylvania are divorce decrees and divorce case files.
Pennsylvania Birth Records
A Pennsylvania birth certificate is an official legal document that certifies the occurrence of a person's birth. Certified birth certificates are printed on specialized security paper and contain a raised seal. Individuals can use their Pennsylvania birth certificates to prove their identity when applying for employment, obtaining a passport, a driver's license, or a Social Security card, or enrolling in school.
The Pennsylvania Department of Health's Division of Vital Records is the custodian of birth certificates and only issues records from 1906 to the present to eligible parties. The department also provides public birth indices from 1906 to 1919.
Pennsylvania Death Records
The Pennsylvania Division of Vital Records issues death records from 1960 to the present, available to eligible individuals. These official documents are printed on specialized security paper, feature a raised seal, and contain all details regarding the person's death.
A Pennsylvania death certificate is essential for various purposes, including
- Settling estates
- Canceling accounts or re-establishing contact with utility companies and financial institutions on behalf of the deceased
- Documenting a widow/widower's eligibility to remarry
- Claiming life insurance and pension beneficiary benefits
Persons who want to find death records in Pennsylvania may view public death indices from 1906 to 1974 published by the Division of Vital Records.
Pennsylvania Marriage Records
Marriage records are kept at the Clerk of the Orphans' Court in the county where the marriage license was obtained.
Pennsylvania marriage records are valuable documents that can be utilized for various official purposes, including name changes, securing Social Security or pension benefits, adoption, and applications for mortgages and passports.
These records typically contain essential information about the couple and their parents, such as:
- The full legal names of both spouses.
- The age, current residence, occupation, and birthplace of each spouse.
- The names, occupations, and birthplaces of both sets of parents.
Older marriage records can be obtained through the Pennsylvania State Archives.
Pennsylvania Divorce Records
In Pennsylvania, divorce records verify the legal dissolution of a marital union. These records are maintained and issued by Prothonotary offices and are considered public records unless they have been sealed.
Typical information found within divorce records includes
- The plaintiff's complaint and the defendant's response
- The full names, occupations, and addresses of the divorced parties
- The date of the marriage
- The stated grounds for the divorce
- The judge's final decree
- The names of the couple's children (if any)
How to Order Vital Records in Pennsylvania
Individuals can order birth and death records from the Pennsylvania State Department of Health Division of Vital Records. Applications can be made online, by mail (using the Application for Birth Certificate or Application for Death Certificate), or in person at a Vital Records public office.
County Clerks of the Orphans Courts serve as the custodians of marriage records in Pennsylvania. Each county office may use different methods to provide access to these records.
Marriage records can typically be obtained online, by mail, or in person.
Meanwhile, interested individuals can locate divorce records at the Prothonotary's Office in the county where the divorce was issued. They can complete a Record Request Form and send it by email or mail it to the appropriate office. In-person requests are also welcome at most prothonotary offices. These offices may have public access terminals where individuals can search divorce information without charges. Copies of divorce records can also be requested from the records staff for a fee.
Who Can Request Pennsylvania Vital Records?
In Pennsylvania, birth and death certificates are considered restricted records. This means they can only be obtained by the registrant (for birth records), immediate family members, legal representatives, or individuals who can demonstrate a direct and tangible interest in the record. In contrast, marriage and divorce records are maintained at the county level and are generally available to the public.
| Record Type | Eligible Requestors | Required Documents | Official Source Link |
|---|---|---|---|
| Birth Certificate |
| Government-issued identification, proof of relationship, court order (if applicable) | Pennsylvania DOH, Division of Vital Records |
| Death Certificate |
| Valid photo ID, paperwork demonstrating legal interest or authority. Cause of death information may be prohibited | Pennsylvania DOH, Division of Vital Records |
Processing Times for Pennsylvania Vital Records Requests
Pennsylvania vital record processing timelines vary depending on the request method, record type, and the record custodian. The Pennsylvania Vital Records Office's processing timeline for birth and death certificates typically takes a few weeks.
| Record Type | Factors That Influence Processing Time | Considerations |
|---|---|---|
| Birth Certificate | Processing timeframes vary depending on the request method and the volume of requests. Corrections and modifications take more time. | Online and in-person requests are typically processed quickly. However, applications that require proof of relationship or further scrutiny may take longer, particularly during periods of high demand. |
| Death Certificate | Processing time may be affected by verification procedures and the overall volume of requests. | Cause of death applications may take longer, and mail delivery may extend the timeline. |
Notably, the above section only answers the question, "How long does it take to get vital records in Pennsylvania?" For marriage and divorce records, it is essential to note that the timeframe varies by the official custodian's office. Similarly, in such cases, in-person and online requests are typically faster.
Fees for Obtaining Vital Records in Pennsylvania
Vital records fees in Pennsylvania are the same. Birth and death certificates cost $20 each; however, online orders incur an additional $10 service fee. Payments can be remitted by credit card, check, or money order based on the request method. In contrast, costs for marriage and divorce records vary by county.
How to Search Vital Records Online in Pennsylvania
There are several official websites where an individual can search vital records online in Pennsylvania. The Pennsylvania Department of Health's Division of Vital Records partners with a third-party vendor to provide online access to birth and death records. The vendor charges an additional cost for this service.
Regarding marriage records, most Clerks of the Orphans' Court maintain online portals where individuals can order marriage records or view marriage information without incurring charges. Divorce records are also searchable online via remote case management systems maintained by the courts. Finally, the Pennsylvania State Archives also provides online databases where individuals can find Pennsylvania genealogy records.