OFFICES OF REGISTER OF WILLS AND CLERK OF THE ORPHANS COURT WO-1 Abortion Control Act Docket And Files Filed pursuant to Act 3206 of 1994, copies of related forms, petitions, pleadings, submissions, transcripts, exhibits, orders, evidence, findings of fact, and conclusions of law. Retain 2 years after filing. WO-2 Accounts Contains schedule of distribution, audit statements and reports, final accounts, and other related records. Information includes name of estate, date of death, residence at time of death, assets distributed, value of assets, recipient of assets, and receipts and disbursements. WO-3 Administrative And Subject Files See Administrative and Legal Records found in Section 2 for retention guidance. WO-4 Adjudication Dockets Summaries of cases involving wills of deceased persons. WO-5 Adoption Dockets Record of all proceedings in adoptions. Retain permanently for administrative and legal purposes. WO-6 Adoption Docket Indices Indexes the adoption dockets. Shows name of person adopted, name of adopting parents, date of adoption, case number, and volume and page where recorded in adoption docket. Retain permanently for administrative and legal purposes. WO-7 Adoption Papers Includes petitions, paternity claims, consents, reports, notices, hearings, decrees, exhibits, notes of testimony, certifications of adoption, voluntary relinquishments, involuntary terminations, information on child and natural parents, investigators' reports on the adoptees, doctor's report, recommendation from pastor, and all other records relating to adoptions. 2/2002 WILLS AND ORPHANS' COURT - 1
Retain permanently for administrative and legal purposes. WO-8 Appearance Dockets Summary of civil cases brought to court. Information includes names of parties and attorneys, dates papers filed, descriptions of suits and instruments filed, and action taken in cases. WO-9 Argument Lists Includes attorneys in case, case number, court term, parties involved, name of estate or trust, type of action, argument, name of judge, decision, and date of decision. Retain as long as of administrative value. WO-10 Birth Records Register of births shows child's name, sex, color, date and place of birth, and parents' names, addresses, and occupations. WO-11 Bond Dockets A record of administrators' and executors' bonds. Retain 5 years after closing of estate file. WO-12 Civil Commitments Contains various court documents on action including petition to initiate action, investigative report, doctor's report and, where applicable, certification of transfer. Retain papers 10 years after date of filing. Retain hearing tapes or stenographic records 1 year after proceedings. WO-13 Death Records Registration of deaths occurring within the county. Information given includes name, age, sex, color, occupation, marital status of decedent, date and place of birth and death, cause of death, names of parents, and place of interment. WO-14 Delayed Birth Records And Indices 2/2002 WILLS AND ORPHANS' COURT - 2
Registrations of births of those who never had birth certificates issued. Beginning in 1941, registration forms included all pertinent biographical information of person, such as name, sex, date of birth, place of birth, parents' names, their ages when child was born, occupations, and present address, certification by doctor, priest or minister, affidavits by one relative and two non-relatives that the facts are correct, and date of filing. WO-15 Estate Papers Includes wills, codicils, probates of wills, petitions for letters of testamentary and administration, decrees, issuing letters, affidavits of death, death certificates, oaths, bonds, renunciations, inventories and appraisements, citations, distributions, court orders, accounts, inheritance tax papers and receipts, family agreements, releases, and all other papers and dockets relating to estate matters. WO-16 Estate Indices Contains name of decedent, date of death, residence, personal representative, and file number. WO-17 Execution Dockets Includes court term, names of parties, type of actions, amount of judgment, date, and results of action taken by Sheriff. WO-18 Financial Records Includes standard accounting and financial records relating to the funds of the office of Register of Wills. See Financial Records, Payroll Records, and Purchasing Records found in Section 2 for retention guidance. WO-19 Inheritance Tax Dockets Includes file number, name and address of decedent, date of death, date of granting of letters, character of letters, executor or administrator, appraiser, appraised value of estate, tax due, interest due, total amount due, amount paid, filing date, and remarks. WO-20 Inheritance Tax Reports 2/2002 WILLS AND ORPHANS' COURT - 3
Monthly report to the State of the inheritance taxes collected. Information given includes amount of tax, name of estate, taxes collected, deductions, and amount of return. Retain 2 years after receipt of the final settlement of audit. WO-21 Inventory And Appraisement Dockets Includes a listing of estate assets and their valuation, appraiser's name, date of filing, name of decedent, and name of executor. WO-22 Marriage License Applications (Dockets/Licenses) Includes biographical information of couple, signatures of couple and Clerk, consents, fees, name of officiant, and place and date of marriage. WO-23 Marriage Docket Indices Shows the names of couple, license number, and volume and page in marriage license docket. WO-24 Marriage License Returns (Duplicates) Duplicate certificate returned to Clerk of the Orphans Court by officiant of marriage. Information includes date of marriage, license number, name and addresses of parties, and officiant s signature. WO-25 Orphans' Court Minutes Minutes of the orphans' court sessions. Includes court term, case number, date and time of meeting, names of parties and judges, and business transacted. WO-26 Orphans' Court Records And Indices Includes appointment and discharge of guardians and trustees, releases, court orders, appeals, fiduciaries' accounts, name of estate or minor, records relating to sale of real estate, name of petitioner, petitions, decrees, auditor's reports, bonds, partition papers, appellate court papers, inventories and appraisements, date of ruling, and all other papers and dockets relating to orphans' court proceedings in probate matters. 2/2002 WILLS AND ORPHANS' COURT - 4
WO-27 Partition Dockets Records of petitions to divide land among descendants when deceased persons die intestate. Includes name of estate, petitioner, parties having an interest in the real property, filing dates, citations, names of judges and attorneys, description of property, and map of the lot. WO-28 Pennsylvania Voter Registration Act (PVRA) Declamation Forms Record of voter registration transactions conducted in the office of the Clerk of Orphans' Court. Information includes applicants name, signature and date of signing. Retain for 2 years after filing. WO-29 Proceedings Dockets A record of the proceedings related to the administration and execution of the estates of deceased persons. WO-30 Recognizance Dockets Includes name of recognizance, name of estate, number and term, date, and amount. WO-31 Register's Monthly Returns To Department Of Revenue Sent to the Department of Revenue. Shows name of county, month and year, name of Register, number of taxable instruments or summary of transactions for the period, amounts for collections and commissions, total remittance and certification signed by Register. Retain until all audits required by law have been completed and settled. WO-32 Will Books Contains copies of wills, petitions to probate wills, and granting of letters. Information includes name of decedent, name of executor, date of petition, decedent's address, date of death, date will probated, fees, and inventory and evaluation of assets. 2/2002 WILLS AND ORPHANS' COURT - 5
WO-33 Reports to Administrative Office (Act 24 Guardianships, Orphan s Court Report) Statistical reports indicating date and county, case totals, age of respondents, type of petitioner, number of petitions, reimbursement information, name and signature of person filing report and date. Retain 3 years 11/2005 WILLS AND ORPHANS' COURT - 1