Pennsylvania State Archives: History and Organizational Structure
The preservation of a state's legacy depends on the systematic collection and management of its official documents. The Pennsylvania State Archives serves as the primary repository for the Commonwealth's historical records, ensuring that the administrative and social history of the region remains accessible to the public and scholars alike.
The Evolution of the Archives
The institution began its journey in 1903, originally established as the Division of Public Records within the State Library. While placing the archives within a library was a common administrative convenience for many states at the time, this arrangement often led the general public to confuse the functions of traditional books with archival materials—a technical term for non-current records that are preserved because of their enduring historical value.
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A significant organizational shift occurred in 1945. To better integrate the state's cultural and historical assets, the Division of Public Records was combined with the State Museum and the Pennsylvania Historical Commission. This merger created the Pennsylvania Historical and Museum Commission (PHMC), under which the institution was officially designated as the Bureau of the Pennsylvania State Archives.
Organizational Structure and Functions
Today, the PHMC operates the Bureau of Archives and History through two specialized divisions, each handling a distinct aspect of record preservation and management.
Division of Archives and Manuscripts
This division focuses on the public-facing and preservation aspects of the archives. Its primary responsibilities include:
- Preserving historical records to ensure long-term survival.
- Publicizing the collections to increase awareness.
- Managing the Archives' search room to make records available for research.
- Responding to public and scholarly inquiries regarding the holdings.
Division of Archival and Records Management Services
While the first division looks backward at historical records, this division focuses on the active lifecycle of government documentation. Its duties include:
- Appraising and scheduling records across all levels of government to determine what should be kept permanently.
- Assisting government officers in meeting their legal and professional responsibilities for creating and maintaining accurate records.
Key Facts
- Founded: 1903 as the Division of Public Records.
- Parent Organization: Pennsylvania Historical and Museum Commission (PHMC), formed in 1945.
- Core Divisions: Division of Archives and Manuscripts and Division of Archival and Records Management Services.
- Primary Goal: The preservation, management, and public accessibility of Pennsylvania's government records.
| Division | Primary Focus | Key Responsibilities |
|---|---|---|
| Archives and Manuscripts | Public Access & Preservation | Search room management, inquiries, and preservation. |
| Archival and Records Management Services | Government Administration | Record appraisal, scheduling, and officer support. |
Frequently Asked Questions
When was the Pennsylvania State Archives established?
It was created in 1903, initially serving as the Division of Public Records within the State Library.
What is the PHMC?
The PHMC is the Pennsylvania Historical and Museum Commission, formed in 1945 by combining the State Museum, the Pennsylvania Historical Commission, and the Division of Public Records.
What is the difference between books and archival materials?
While often confused due to their shared location in libraries in the past, archival materials refer specifically to the unique records and documents preserved for their historical value, rather than published books.
Who manages the search room for historical records?
The Division of Archives and Manuscripts is responsible for making historical records available in the search room and responding to inquiries.
How are government records decided for permanent keeping?
The Division of Archival and Records Management Services is responsible for appraising and scheduling records across all levels of government to determine their long-term value.