To request public records, you must fill out an Access to Public Records Request form (see below) and submit the form to the Department having possession of the records. Oral requests for records must be converted to the City's written form. If you have prepared a written request on your own, it can be attached to the City's form, and you should then complete the top portion of the City's form.
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Not every request for records can be granted. Some information is not disclosable under law. Also, a public record request means that something must exist. It does not cover future records. Nor is it a means to obtain answers to questions. The City is not obligated to create a public record to answer your inquiry.
Steps to request public records:
- Fill out an Access to Public Records Request (APRA) form
- Submit the form to the City Office or Department having possession of the records
- After your request has been submitted:
- The Department will forward the request to the Legal Department to determine if the records requested are disclosable.
- Not all requests can be granted, some information is not disclosable under law.
- Document fees are due when the document is picked up. View fees.
FAQ – Public Records Request
When do I need to submit a request?
A request should be made anytime you wish to inspect or purchase a record from the City.
How do I submit a request?
All requests must be made on the City’s Access to Public Records Act (APRA) form, which is available online. The form may be submitted by mail, email to firstname.lastname@example.org, facsimile, or in person delivery.
How long will it take to process my request?
You will receive an acknowledgment from the City within twenty-four (24) hours of the City receiving your request, if you submitted it in person. You will receive an acknowledgment from the City within seven (7) days of the City receiving your request, if you submitted it by mail or facsimile.
Pursuant to Indiana law, the City has a “reasonable” amount of time to provide the records to you, if they are disclosable. All requests will be given our immediate attention; however, the length of time it will take to respond is dependent upon the nature, volume, and scope of your request.
Who determines what records are disclosed?
A member of the City’s legal department will review your request and make a determination, based on applicable law, as to whether the records may be disclosed to you.
How will I know if my request has been denied?
If your request is denied, you will receive a written response with an explanation as to why the record is not disclosable to you.
Is there a cost for public records and when must it be paid?
Fees must be paid when you pick up the document.
227 West Jefferson Blvd. Suite 1200 S South Bend, Indiana 46601