Open Records Request

Open Records Request FAQs

How long does an agency have to produce records?

An agency must produce records responsive to a request within three business days absent exceptional circumstances. If the records cannot be produced within three business days, the agency must inform the requestor, in writing, when the records will be produced, the cost to produce the records (if any), and, if applicable, the specific legal authority exempting the records from disclosure, by Code section, subsection, and paragraph. The agency can only add to or amend this legal authority cited as the basis for exemption only once if such amendment is within five days of discovery of an error.

O.C.G.A. § 50-18-72(h).

Are there any fees associated with my request for open records?

Information regarding fees are outlined below cited directly from Georgia Open Records Act.

(1) An agency may impose a reasonable charge for the search, retrieval, redaction, and production or copying costs for the production of records pursuant to this article. An agency shall utilize the most economical means reasonably calculated to identify and produce responsive, non excluded documents. Where fees for certified copies or other copies or records are specifically authorized or otherwise prescribed by law, such specific fee shall apply when certified copies or other records to which a specific fee may apply are sought. In all other instances, the charge for the search, retrieval, or redaction of records shall not exceed the prorated hourly salary of the lowest paid full-time employee who, in the reasonable discretion of the custodian of the records, has the necessary skill and training to perform the request; provided, however, that no charge shall be made for the first quarter hour.

(2) In addition to a charge for the search, retrieval, or redaction of records, an agency may charge a fee for the copying of records or data, not to exceed 10¢ per page for letter or legal size documents or, in the case of other documents, the actual cost of producing the copy. In the case of electronic records, the agency may charge the actual cost of the media on which the records or data are produced.

(3) Whenever any person has requested to inspect or copy a public record and does not pay the cost for search, retrieval, redaction, or copying of such records when such charges have been lawfully estimated and agreed to pursuant to this article, and the agency has incurred the agreed-upon costs to make the records available, regardless of whether the requester inspects or accepts copies of the records, the agency shall be authorized to collect such charges in any manner authorized by law for the collection of taxes, fees, or assessments by such agency.

O.C.G.A. § 50-18-71

Is personal information contained in public records subject to Open Records Act?

There are many exceptions provided in Georgia law that protect the privacy of personal information.  Some of these prevent disclosure of such information contained in records subject to the Open Records Act.  In addition, the Act includes exceptions preventing disclosure of, among other items:

Social Security numbers
medical information
insurance information
bank account information
credit card and debit card account information
financial information
mother’s birth name
month and day of birth
the home addresses and telephone numbers of public employees, judges and law enforcement officers

Records containing such information still must be produced, but the protected information is redacted from the produced records.

O.C.G.A. § 50-18-72(a)(11.1), (11.3), (13) & (13.1).

Can I insist that reports of other documents be created or put in a particular format for me?

No.  A public officer or agency is not required to prepare reports, summaries, or compilations not in existence at the time of the request. However, where a requestor merely asks for a printout of information contained in an electronic record and no significant programming is required for the production of that information, then that information is subject to being produced in response to an Open Records request.

O.C.G.A. § 50-18-70(d); 1989 Op. Att’y Gen. 89-32.

Who manages Rockdale's open records request process?

Pursuant to O.C.G.A. §50-18-71(b)(1)(B), Rockdale has designated an Open Records Officer who is responsible for the legal and systematic response and completion to open records requests. Any questions or concerns regarding the open records request process may be directed to the Open Records Officer at openrecords@Rockdalecountyga.gov