Requesting a Report

When requesting a report, these are some items to be aware of:

• Are you involved in the case?
• If the subject involved is a relative or child, is he/she an adult? (You can not get another adult's reports.)
• Do you know the date, place, and/or name of the officer that assisted you?
• The records clerks will access the report to make sure it is complete and/or able to be released.
• There is a fee of $10.00 per report. The only exception is if you are a victim of domestic violence. No fee will be charged to victims of domestic violence. All photos are $4.50 each. CDs are $5.00.
• The Records Department hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Reports can not be faxed. Written requests must be accompanied by the $10.00 fee to be processed. Monies will be returned if the report is not able to be released.
• Insurance companies must send a written request plus the $10.00 fee to receive a report.
• HIPAA laws are observed by our agency.

Following are the classifications of records and strictly followed procedures:

Each government agency is required by UCA 63G-2-202 of GRAMA to evaluate all record series that it uses or creates and designate or classify those record series. After classifying its series, each agency must report those classifications to the State Archives. A government agency may classify a record, record series, or information within a record at any time, but is not required to do so until access to the record is requested. An agency may reclassify a record, record series, or information within a record at any time.

Classifying records under GRAMA is the procedure of determining who may have legal access to the information in a record series. This procedure is the responsibility of the agency who creates or collects the information in a record series. Agency personnel responsible for classifying records should refer to GRAMA and any other applicable laws and rules when determining their records? classifications. The State Archives Records Analyst is also available to give assistance in classifying records.

 

Types of Classifications

There are five categories of classifications: Public, Private, Controlled, Protected and Exempt.  [To read the Code in its entirety, please click here.]
 

Public

The records of state and local government agencies are considered open for public review unless they contain information that falls into one of the other categories. [UCA 63G-2-301]  [To read this Code in its entirety, please click here.]
 

Private

Records are only open to the individual to whom the records pertain, and other authorized persons or agencies. [UCA 63G-2-302] Information such as the following would be considered private: address; age/birth date; alcohol/drug addiction; birthplace; checking/savings account information; court actions; criminal history; drivers license number; family information; fingerprints; home/property owner; living conditions; marital status; medical/dental information; military service; motor vehicle information; name/signature; national origin; occupational information; psychiatric information; race/ethnic group; religion; security investigation; sex/gender; social security number; telephone number; and other information as classified.  [To read this Code in its entirety, please click here.]
 

Controlled Records

These are records to authorized persons or agencies, but not open to the individual to whom the records pertain as outline in UCA 63G-2-304, such as medical data, psychiatric data, or psychological data.

Also, if the governmental entity reasonably believes that releasing the information to the subject of the record would be detrimental to the subject's mental health or to the safety of any individual or releasing the information would constitute a violation of normal professional practice and medical ethics.  [To read this Code in its entirety, please click here.]
 

Protected Records

These records usually contain non-personal data that are only open to the person submitting the record and authorized person or agencies as outlined in UCA 63G-2-305. The following list is not all-inclusive. Please refer to UCA 63G-2-305 for a complete description of protected records. Records classified as protected may contain the following types of information: records, if disclosed, would jeopardize the life or safety of an individual; records, if disclosed, would jeopardize the security of governmental property, programs or record-keeping systems; recommendations made to the Board of Pardons and Parole; records, if disclosed, would deprive a person to a fair trail or impartial hearing; records prepared solely in anticipation of litigation that are not available under rules of discovery; records relating to an ongoing or planned audit until the final audit is released; records relating to incarceration, treatment, probation or parole that would interfere with the control and supervision of an offender; records which may identify a source who is not generally unknown; records, if disclosed, could impair governmental procurement proceedings; records, if disclosed, could interfere with investigations; and others.  [To read this Code in its entirety, please click here.]
 

Exempt Records

These are records where disclosure is limited or prohibited expressly by other statute, regulation or court rule.

For more information about how to acquire a copy of a report, please feel free to contact our Records clerks at (435) 734-6650.