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How to request Arizona public records and contact public information officers

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  Published in Health and Fitness on Thursday, October 30th 2025 at 8:59 GMT by AZ Central
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How to File Arizona Public Records Requests: A Step‑by‑Step Guide

Arizona’s public records laws grant residents the right to access government documents that are not exempt by law. Whether you’re investigating a police incident, reviewing city council minutes, or gathering data for a research project, the process for filing a request is straightforward when you follow the steps outlined by the Arizona Public Records Act (PRA). Below is a practical guide drawn from the latest AZ Central coverage and the official resources linked within the article.

1. Understand the Arizona Public Records Act

The PRA, codified in Arizona Revised Statutes § 10‑1100 – 10‑1108, requires all state and local agencies to make their records available to the public upon request. The law distinguishes between “public records” (documents created or received by a public agency) and exempt records, such as personnel files, certain financial information, or records that could compromise national security. A key requirement is that agencies must respond within ten business days of receiving a request.

Key takeaways from the PRA

• Transparency: Agencies must provide copies in a usable format (e.g., PDF, plain text).
• Exemptions: The law lists specific exemptions; if your request triggers one, the agency must provide a written explanation of the denial.
• Fees: If a request is large or requires extensive search or duplication, the agency may charge reasonable fees.
• Appeals: If a request is denied, you can file a complaint with the Arizona Attorney General’s Office, which will investigate and mediate the dispute.

2. Identify the Correct Agency

The first step is to determine which agency holds the records you seek. Common agencies include:

• City or County Clerk’s Office – often holds meeting minutes, ordinances, and public records.
• Arizona Department of Public Safety (DPS) – holds law‑enforcement incident reports and officer records.
• Arizona State Police (ASP) – contains statewide traffic and incident data.
• Arizona Department of Health Services (ADHS) – holds public health reports.

If you’re unsure, the Arizona Attorney General’s Office website has an interactive “Public Records Request” tool that can direct you to the right agency based on the type of record.

3. Draft Your Request

A clear, concise request speeds processing. The article recommends the following structure:

1. Header – Your name, address, and phone number.
2. Date – The date you are submitting the request.
3. Agency Name – Specify the agency’s full legal name.
4. Request Description –
   • State that you are invoking the Arizona Public Records Act.
   • Provide a detailed description of the records (e.g., “All incident reports for vehicle number 123‑ABC, dated between Jan. 1 – Dec. 31 2023, from the Phoenix Police Department”).
   • Include any relevant dates, case numbers, or identifiers.
5. Format Preference – Request electronic copies if possible (PDF, CSV, or plain text).
6. Signature – Sign the letter, either physically or electronically if using an online portal.

Sample Request

“I am requesting all incident reports for vehicle number 123‑ABC, dated between Jan. 1 – Dec. 31 2023, from the Phoenix Police Department. I request these records in PDF format. Please let me know if any fees apply.”

4. Submit Your Request

Most agencies accept requests in multiple ways:

• Online Portal – Many cities and counties use the Arizona State Records Request System (accessible via the official az.gov/records page).
• Email – Send the request to the agency’s designated records officer.
• Mail – Post to the agency’s physical address.
• In‑Person – Visit the agency’s records office.

For large organizations such as the DPS or ASP, the article points to their dedicated FOIA pages:

• Arizona Department of Public Safety – https://dps.az.gov/foia
• Arizona State Police – https://azsp.gov/foia

These pages include downloadable forms, contact information, and frequently asked questions that clarify formatting and fee expectations.

5. Follow Up

If you haven’t received a response within ten business days, it is appropriate to follow up with a polite email or phone call. Agencies are required to update you on the status of your request and, if applicable, provide an estimated completion date.

6. Handling Denials

If an agency denies your request, the denial must include:

• The specific exemption cited (e.g., “exemption 1.3 – personal data”).
• The record or portion of the record that is exempt.
• A statement that you can appeal the decision.

To appeal, file a complaint with the Arizona Attorney General’s Office. The complaint can be submitted online via the public‑records‑request tool or through a mailed letter. The Attorney General’s Office will review the case and can issue a formal determination within 30 days.

7. Tips for a Successful Request

• Be Specific: Vague requests can lead to delays or partial responses.
• Include Multiple Identifiers: If you are requesting police incident reports, include officer names, case numbers, or incident dates.
• Know the Exemptions: Familiarize yourself with § 10‑1105 to anticipate potential denials.
• Use the Official Portal: Online submissions reduce processing time and provide automatic confirmation receipts.

8. Additional Resources

• Arizona Attorney General – Public Records Request Guide
  The AG’s office offers a PDF guide that summarizes the entire process, including sample letters and the rights of requestors.
• City of Phoenix – Records Access
  The city maintains an online FOIA portal where you can track your request status.
• Arizona State Library – Access to Records
  This library offers workshops and help desks for residents needing assistance with public record requests.

Bottom Line

Arizona’s public records laws empower citizens to hold government accountable. By following the steps above—identifying the right agency, drafting a clear request, using the appropriate submission method, and understanding the rights and responsibilities outlined in the PRA—you can efficiently obtain the records you need. Whether you’re a journalist, researcher, or concerned citizen, these tools provide a transparent window into how Arizona’s public institutions operate.