What are Pennsylvania Court Records?

Pennsylvania, the fifth-most populous state in the U.S. with over 13 million residents, is known for its rich history. Its vital geographic, economic, and political position during the country's early days earned it the nickname "the Keystone State". The Pennsylvania Unified Judicial System is one of the oldest in North America and comprises four levels – minor courts, Courts of Common Pleas, statewide intermediate appellate courts, and a Supreme Court. This judicial system's primary function is ensuring justice for Pennsylvanians by addressing civil and criminal issues, resolving disputes, and interpreting state laws. It's worth noting that even though the death penalty is a legal punishment for certain crimes in Pennsylvania, there have been no executions since 1999. In 2023, Governor Josh Shapiro called on the state legislature to abolish the death penalty – a bill to this effect has currently passed a committee in the House of Representatives but is yet to become law.

Pennsylvania court records refer to any official documents and information generated through court proceedings and other related activities within the state's judicial system. These records serve as a detailed account of the court activities and typically include:

Docket Sheets

A chronological listing of all actions, filings, and scheduled hearings in a particular case

Transcripts

Written records of everything said during court proceedings, providing an official account of what transpired in the courtroom

Witness Testimonies

Oral statements provided under oath by individuals with relevant knowledge of a case

Sworn Affidavits

Written statements made under oath, attesting to the truthfulness of the information provided

Deposition Tapes

Audio or video recordings of witness testimonies taken outside of court, often during discovery

Exhibits

Physical or digital evidence presented during a trial or hearing to support arguments

Court Orders

Official directives issued by a judge

Motions

Formal requests made to the court by parties seeking specific rulings or orders on various aspects of a case

Briefs

Written arguments submitted by parties outlining their positions and the legal principles supporting them

Summonses and Subpoenas

Documents requiring a person to appear in court or produce evidence

Judgments and Verdicts

The final decisions or rulings issued by a court, determining the outcome of a case

Case Files

A comprehensive collection of all documents related to a specific case, serving as a complete record of the legal process

Pennsylvania court records are considered public records, meaning that copies of these records can be viewed and obtained by members of the public. However, access to records involving juveniles, abuse victims, and any other information deemed confidential under the Pennsylvania Judicial System's Public Records Policies is usually restricted to protect the privacy of the individuals involved. This confidential information may only be accessed by specific authorized parties.

Types of Court Cases

The Pennsylvania Unified Judicial System is designed to address a wide array of legal matters, from personal injury claims and property disputes to traffic violations and serious criminal offenses. Matters filed within the system are primarily categorized into criminal and civil cases, each with distinct processes and outcomes.

Criminal Cases

A criminal case involves a violation of Pennsylvania criminal law. These types of cases are considered offenses against society as a whole. They are further subcategorized into three groups: felonies, misdemeanors, and summary offenses. Felonies, such as murder, rape, arson, kidnapping, and armed robbery, are the most serious types of crimes and carry the most severe penalties, usually including lengthy prison sentences (life imprisonment or the death penalty in some cases) and hefty fines. Misdemeanors are less serious than felonies but still punishable by imprisonment (up to five years) and fines. Examples include reckless endangerment, DUIs, stalking, and theft. Summary offenses, such as disorderly conduct, public drunkenness, harassment, and underage drinking, are the least serious criminal offenses. They are typically punishable by fines of not more than $1,500 and/or short jail terms not exceeding 90 days.

District Attorneys prosecute criminal cases on behalf of the Commonwealth of Pennsylvania. These officials represent the victim's (and the general public's) interest in achieving justice. Criminal cases typically begin with an arrest, followed by a preliminary hearing to decide if the case should proceed to trial. Note that defendants have a constitutional right to a trial by a jury of their peers; however, both parties can agree to have the case decided by a judge instead (this is known as a bench trial). If the case goes to trial, the prosecution must prove the defendant's guilt "beyond a reasonable doubt" to the jury or judge to secure a conviction. This high standard of proof is unique to criminal cases due to the severe consequences of criminal convictions. If the prosecution secures a conviction, then a sentencing hearing is conducted. Defendants may appeal the conviction to the appellate courts.

Civil Cases

Civil cases refer to all legal disputes between private parties that do not involve criminal matters. These cases cover a broad range of issues, including personal injuries, contract disputes, adoptions, divorces, and defective products. Unlike criminal cases, which District Attorneys initiate, civil cases are initiated by the aggrieved party, known as the plaintiff, and focus on seeking compensation or another form of relief from the defendant.

Civil cases typically begin with the plaintiff filing a complaint against the defendant, who may be required to file an answer. A pre-trial conference is usually held between the judge and attorneys to explore settlement options; however, if no settlement is reached, the case goes to trial. Civil cases may also be tried before a judge or a jury and a judge, and the plaintiff must prove their case by presenting evidence that is more convincing than the opposing side's evidence. This standard of proof is known as "a preponderance of the evidence" and is lower than what is obtainable for criminal cases, where proof must be "beyond a reasonable doubt". Once a verdict is rendered, either party may appeal the decision to the appellate courts.

What Are the Different Courts in Pennsylvania?

Pennsylvania's judicial system is a unified court system comprising four levels. At the entry level are the limited jurisdiction Magisterial District and Municipal Courts, followed by the Courts of Common Pleas, which are the state's general jurisdiction trial courts. Next are the Superior and Commonwealth Courts, the state's two intermediate appellate courts. At the top level is the Supreme Court, which is the highest court in the state.

The Supreme Court of Pennsylvania

The Supreme Court of Pennsylvania is the highest court in the state's Unified Judicial System and its court of last resort, meaning that any decision it reaches on a case is considered the final decision. This court has appellate jurisdiction over all cases in the state and typically hears appeals from the state's intermediate appellate courts. It may also accept direct appeals from the Courts of Common Pleas; this usually happens for cases involving the death penalty or significant state statutes.

The Supreme Court comprises seven justices elected to 10-year terms. In addition to its judicial powers, the court has administrative authority over all other courts in the state.

The Superior Court of Pennsylvania

The Superior Court of Pennsylvania is one of the state's two intermediate appellate courts. It has appellate jurisdiction over most criminal and civil cases, including family and child-related matters.

The court consists of 15 judges elected to 10-year terms. These judges review cases in panels of three or en banc panels of nine. Decisions from the Superior Court can be appealed to the Supreme Court of Pennsylvania. Note that the Supreme Court has discretionary jurisdiction over the cases it chooses to review and often declines most appeals, making the Superior Court's rulings final in many cases.

The Commonwealth Court of Pennsylvania

The Commonwealth Court of Pennsylvania is the state's second intermediate appellate court. This court consists of nine judges (also elected to 10-year terms) who either hear cases individually, in three-judge panels, or en banc panels of seven.

The Commonwealth Court has appellate jurisdiction over cases involving state and local government agencies. It also has original jurisdiction over civil actions brought by or against the Commonwealth and certain election matters and acts as a trial court for these cases.

The Pennsylvania Courts of Common Pleas

Pennsylvania is divided into 60 judicial districts, each having at least one Court of Common Pleas. The Courts of Common Pleas are the state's general jurisdiction trial courts and can handle all types of criminal and civil cases. These courts may also hear appeals from the lower courts and certain governmental agencies.

Like the appellate courts, judges in the Courts of Common Pleas are elected to 10-year terms and may hold their positions for an unlimited number of terms until they turn 75 (the mandatory retirement age for justices and judges in Pennsylvania).

The Pennsylvania Magisterial District Courts

Pennsylvania's Magisterial District Courts are limited jurisdiction trial courts that handle specific, and usually minor, criminal and civil matters. These typically include summary offenses, small claims up to $12,000, and preliminary hearings for criminal cases. Magisterial district judges are not required to be lawyers; however, they must pass a qualifying examination. These judges are elected to six-year terms in competitive elections (unlike other justices and judges, who are elected in simple "yes' or "no" retention ballots).

The Philadelphia Municipal Court

The Philadelphia Municipal Court is a limited jurisdiction trial court that handles violations of city vehicle laws, landlord and tenant disputes, small claims up to $12,000, and real estate and school tax cases up to $15,000. This court also processes all arrests that occur in Philadelphia County and handles summary offenses, misdemeanors, and felony case preliminary hearings.

The Pittsburgh Municipal Court

The Pittsburgh Municipal Court is a minor court with limited jurisdiction over specific matters in Pittsburgh. These include traffic and non-traffic summary offenses, ordinance violations, and preliminary hearings for misdemeanors and felonies that occur within city limits. The court also handles preliminary hearings for all homicide cases in Allegheny County.

How Many Federal Courts Are in Pennsylvania?

Pennsylvania is home to three federal courts:

The United States District Court for the Eastern District of Pennsylvania – operating in Philadelphia, Allentown, Reading, and Easton
The United States District Court for the Middle District of Pennsylvania – operating in Scranton, Harrisburg, and Williamsport
The United States District Courts for the Western District of Pennsylvania – operating in Pittsburgh, Erie, and Johnstown

These courts only hear cases involving federal law. This typically includes actions by federal agencies and matters concerning the U.S. Constitution. The federal courts may also hear civil matters involving more than $75,000 if the plaintiff and defendant are from different states. Each district also has a dedicated Bankruptcy Court that handles bankruptcy cases filed within its jurisdiction.

The United States Court of Appeals for the Third Circuit hears appeals from Pennsylvania's federal district courts (this circuit also covers New Jersey, Delaware, and the U.S. Virgin Islands).

How Many Court Cases Are Filed Each Year in Pennsylvania?

Millions of court cases are docketed in the Pennsylvania Unified Judicial System each year - in 2022 alone, the state's court system had a caseload of over 2.97 million cases. Here is a breakdown of these cases:

Criminal Cases: about 347,990 criminal cases, including felonies and misdemeanors, were recorded in Pennsylvania for 2022, accounting for 11.72% of the caseload.
Traffic Cases: traffic-related cases typically make up the majority of cases filed in the Pennsylvania court system, accounting for about 63.3% of the total caseload in 2022.
Civil Cases: over 346,000 civil matters, such as contract disputes and personal injury claims, were filed across the state, representing about 11.65% of the caseload.
Domestic Relations Cases: more than 364,700 domestic relations matters, including divorces, child custody disputes, protection orders, and other family-related issues, were reported, collectively accounting for over 12% of the total caseload
Juvenile Cases: juvenile cases represented the smallest fraction of the total caseload, with approximately 28,970 cases - less than 1%.

How Do I Look Up Court Cases in Pennsylvania?

You can look up case information in Pennsylvania online via a web portal that the state's Unified Judicial System provides and maintains for this purpose. You can also access Pennsylvania court records in person by contacting the appropriate record custodian, usually the county Prothonotary and/or Clerk of Courts. Prothonotaries typically manage civil case records, while Clerks of Courts manage criminal case records; however, these positions may be held by the same individual in some counties.

Be aware that you may be required to provide details like the docket number and names of involved parties to access these court records; you may also be charged a fee to obtain copies of the requested documents.

What Court Records Are Not Available to the Public in Pennsylvania?

While most Pennsylvania court records are available to the public, some records are considered confidential and cannot be readily accessed without authorization, which may include a court order. These include:

Court proceedings and records involving minors
Adoption records
Mental health commitment records
Plea agreements
Certain information in domestic relations and family law cases
Personal details about abuse victims

Pennsylvania also makes provisions for certain records to be sealed or expunged. Sealing limits access to the record and prevents it from appearing on most background checks for jobs, employment, and educational opportunities. Note that sealed records can still be accessed and considered in situations involving law enforcement, firearm applications, legal profession applications, public office candidacy, child welfare or custody proceedings, and court-ordered negligent hiring cases. On the other hand, when a record is expunged, it is completely erased and destroyed, leaving it as if it never existed.

Non-convictions (not guilty or dropped charges) are usually automatically sealed after 60 days, while summary convictions are usually automatically sealed after five years; these records, as well as completed diversion programs, are also eligible for expungement. Certain misdemeanors and felonies (usually non-violent offenses) may also be sealed after seven and ten years, respectively, provided no further convictions exist. However, these misdemeanor and felony convictions cannot be expunged unless the governor first pardons them.