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Non-commercial public records request overview

A non-commercial public records request is a request for government records that will not be used primarily for a commercial business purpose. Common examples include requests from individuals, residents, researchers, news organizations, employees, and members of the public seeking meeting materials, contracts, policies, reports, inspection records, statistics, or other agency documents.

Information to collect

To help the agency identify the correct records, the requestor should provide:

  • A clear description of the requested records

  • The agency, office, program, facility, contract, or subject involved

  • A relevant date range

  • Known request, contract, meeting, permit, case, or report numbers

  • Preferred delivery method

  • Contact information for clarification

  • Whether the request is for a commercial or non-commercial purpose

Examples of sufficiently specific descriptions include:

  • Meeting agendas, approved minutes, attendance records, and presentations from a stated date range

  • Inspection reports, notices of deficiency, corrective-action plans, and follow-up correspondence for a named facility

  • Policies, procedures, implementation guidance, and training materials maintained by a specific department

Processing and tracking

After intake, the agency creates a request record and assigns a request number. The request may move through statuses such as submitted, received, in process, extension required, payment due, or completed.

The agency may contact the requestor when:

  • The description is unclear

  • The requested date range is too broad

  • Multiple departments must collect records

  • Additional review or redaction is required

  • The agency needs to confirm the preferred format

  • Copying, media, or delivery charges may apply

The requestor should use the assigned request number when asking for a status update or providing clarification.

Delivery

Electronic delivery is generally appropriate when responsive records are already available electronically. Paper copies, physical media, mailing, or large-volume production may require additional processing.

Agency staff should verify all responses against current agency policy and applicable public records requirements.

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