Pennsylvania
Informal File Review and Right-to-Know requests
Pennsylvania Informal File Review and Right-to-Know requests
The Pennsylvania Department of Environmental Protection (DEP) gives two routes to its files: an Informal File Review at a regional office, and a request under the Pennsylvania Right-to-Know Law. DEP recommends trying its Environmental Site Assessment Search Tool or an Informal File Review first, and calls them the easiest and quickest ways for the public to reach its records.
In a Phase I ESA
ASTM E1527-21 does not name a state's records request procedure among its standard record sources. This is DEP's route to the reports and letters its regional offices hold behind the Pennsylvania listings in this section.
- The form is written for consultants. DEP describes the Informal File Review as a simple electronic form that lets consultants request information for specific areas of interest, such as programs, sites, permits and time frames.
- The informal route does not give less. DEP says the documentation reviewed or copied during a file review generally does not differ in quality or quantity from a Right-to-Know request, and that a file review does not stop a person from filing a Right-to-Know request afterward.
- Files are regional. DEP's public information is held at more than 20 offices. The request goes to the regional office for the county, to the attention of Records Management. DEP's Informal File Review page lists the counties each of the six regional offices serves.
- Reviews are by appointment. Appointments are first come, first served, between 8 a.m. and 4 p.m., Monday through Friday, generally in half-day and full-day sessions. Leave time for this in a Phase I schedule.
- DEP does not research. DEP says it does not research or generate reports, and cannot guarantee that a technical person will be available to answer questions. Arrive knowing which programs, facilities and years you want.
What the record shows
DEP says the records available in an Informal File Review include notifications, inspection reports, notices of violation, enforcement orders, applications, permit review letters, sample results, remediation plans, approvals, denials, pollution prevention plans and external correspondence.
Not available informally: internal email correspondence, records considered privileged, and records otherwise considered confidential. DEP adds that some records may be available only on microfiche, aperture cards, CDs or maps.
Practical points DEP gives for the session:
- A copier is provided, and copies cost 15 cents per page. Payment is by check or money order payable to the Commonwealth of Pennsylvania. DEP does not accept credit cards, and copies are not released without payment.
- You may bring your own scanner or copier, and electrical outlets are available.
- DEP asks requesters not to bring large bags or cameras, and not to use the video and audio features of smartphones.
- DEP asks for at least 48 hours' notice if you cannot keep an appointment, and may suspend informal access for a requester who repeatedly fails to appear.
Where to look a site up
Before asking for a file, DEP points to its Environmental Site Assessment Search Tool and to eFACTS. Both are on the Environmental Site Assessment Search Tool page. DEP's Field Programs List shows which offices carry each program.
Getting the file
- Informal File Review. Complete the electronic form linked from DEP's Informal File Review page. The completed form can also be sent by fax, mail or email to the regional office, and the page gives an email link for each region. The Southwest link on the page read is malformed and repeats the Northeast address, so confirm that mailbox with the office. DEP confirms the request and gives the next available appointment.
- Right-to-Know request. Use the online form linked from DEP's Right-to-Know Law page, or send the Office of Open Records form by email to EP-DEP-RTK@pa.gov or by mail to the Agency Open Records Officer, DEP/BOS, PO Box 8473, Harrisburg, PA 17105-8473. DEP says a request sent to anyone else is not considered submitted. Since May 1, 2018, DEP requires prepayment where costs are incurred, and gives an estimate before copying and mailing. The Agency Open Records Officer is at 717-783-5645.
DEP notes that its program mailboxes, such as the storage tank and waste mailboxes, are not for formal Right-to-Know requests. It also notes that it does not regulate private wells.
Sources
Pennsylvania Department of Environmental Protection pages, read October 1, 2026, no modified date shown: