How to get public records

The short version

1. Check first. Look at the case’s Documents and Records still needed lists on StandLocal, then the agency’s own website. Many planning files are already online.
2. See if a neighbor already asked. On the case page, each needed record shows how many people have requested it. Click I’ve requested this when you file, so others can wait for yours.
3. Send a written request to the agency that holds the record (directory below). Be specific: file numbers, dates, names.
4. Ask for electronic copies and a cost estimate before any fees.
5. Upload what you get on the case page under Contribute → Add a document, and pick the record it fulfills. Everyone following the case is notified.

Colorado’s open records law (CORA)

The Colorado Open Records Act gives anyone the right to inspect and copy public records held by state and local governments — counties, towns, school districts, special districts and state agencies. You don’t have to be a resident or explain why you want the records.

• Timing: agencies have 3 working days to respond, and can extend that by up to 7 more working days in extenuating circumstances.
• Cost: agencies may charge for staff time after a free first hour or two, and for paper copies. Electronic copies are usually cheaper. Many agencies require payment before they release records.
• Exceptions: some records can be withheld — for example certain personnel, legal-advice and law-enforcement records. If something is withheld, you can ask for the legal reason in writing.
• Courts are different: court records aren’t covered by CORA. They’re public under the courts’ own access rules, and you request them from the court.
• Federal agencies are different too: use the federal Freedom of Information Act (FOIA).

California’s Public Records Act (CPRA)

In California — for example the City of Los Angeles — the California Public Records Act gives anyone the right to inspect and get copies of records held by state and local agencies. As in Colorado, you don’t have to explain why you want them.

• Timing: within 10 days the agency must tell you whether it has records it can release and when they’ll be available. In unusual circumstances it can extend that by up to 14 days, with written notice.
• Cost: agencies can charge only the direct cost of making copies. Electronic records are usually free.
• Withheld records: if something is withheld, the agency must tell you in writing and give the legal reason.

This guide is general information, not legal advice. Fees and procedures change; each agency’s current policy controls.

A request you can copy

To the Records Custodian,

Under the Colorado Open Records Act (C.R.S. 24-72-201 et seq.), I request copies of the following public records:

[Describe the records as specifically as you can — file or case numbers, dates, names of the applicant or project, and the type of document.]

I'd prefer electronic copies sent by email. If any fees will exceed $25, please send me an estimate before proceeding. If any part of this request is denied, please tell me which records are withheld and the legal basis for withholding them.

Thank you,
[Your name]
[Email and phone]

In California, change the first line to: “Under the California Public Records Act (Government Code section 7920.000 et seq.), I request copies of the following public records:”

Each record on a case’s Records still needed list includes suggested wording you can paste into the description.

Where to send it

Tips that save time

• Use the file number. “All referral comments for PPR2628” gets a faster answer than “everything about Buc-ee’s.”
• Narrow the dates. A date range keeps staff time — and fees — down.
• Ask to inspect first if a request is large; you can choose what to copy.
• Keep your confirmation and the date you sent the request, so you know when the response is due.
• Remove private details before uploading — for example personal phone numbers or home addresses of private residents that appear in letters. Agencies usually redact these, but double-check.

Share it on StandLocal

Open the case, go to Contribute → Add a document, upload the PDF (or paste a link to the agency’s copy), and choose the needed record it fulfills. New members’ uploads are reviewed by a moderator before they appear.

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