How to Comply with Arizona’s Public Records Law

Understanding Arizona’s Public Records Law: Your Right to Know

Do you ever wonder what your local government is up to or how they are spending public funds? Arizona’s Public Records Law, enshrined in A.R.S. § 39-121, is your key to uncovering these details. First enacted in 1901, this law is based on the idea that an open government fosters accountability and trust. But what does this mean for you? How can you use this right effectively? Let’s dive into the details to understand your rights and learn how to make the most of them.

What Is Arizona’s Public Records Law?

The law ensures that all records maintained by public bodies in the state, such as government agencies, departments, boards, and commissions, are open to inspection by any person. This law provides that “public records and other matters in the custody of any officer shall be open to inspection by any person at all times during office hours.”

In other words, if a government body creates or maintains a file in connection with public business, it is generally considered a public record. Because of this law, these records must be accessible to the public unless specifically exempt by law. This gives the people the power to scrutinize government actions, ensure transparency, and hold public officials accountable.

This law stands out for its accessibility—anyone can use it, whether you’re an Arizona resident, a U.S. citizen, or not. There’s no need to explain why you’re making a request, as the law upholds the public’s right to know what the government is up to, no matter who’s asking or for what reason.

What Qualifies as a Public Record?

Arizona’s definition of public records is broad, covering anything maintained by a public body in any form—whether it’s documents, audio, video, data, photos, maps, or financial records. This includes reports, memos, letters, meeting minutes, policies, and correspondence (like emails) related to public business; recordings of public meetings, body cam footage, and other official recordings; digital data like databases and spreadsheets used by public agencies; visual records, maps, and other graphic materials; as well as budgets, audits, contracts, and other documents reflecting public spending. Essentially, if a record is created, received, or kept by a public agency in connection with public business, it’s likely subject to the law.

Arizona’s Public Records Law is not just a legal tool; it’s a practical resource for everyday concerns. For example, if you’re interested in how your local government is spending tax dollars, you can request records of expenditures to see if funds are being used wisely. Suppose a new city policy has been implemented—reviewing the documents behind it can help you understand its impact on your community. You can also access recordings and minutes from public meetings to stay updated on local decisions. By using the privileges granted by this law, you can get a clear picture of what your government is doing and if they are working in your best interest.

However, not all records are open to the public. Some exemptions exist to protect sensitive information. These include personal details such as medical records or social security numbers, records related to minors, crime victims, or individuals in protective custody, and information that could jeopardize the safety or security of people, facilities, or operations, like building plans or security protocols. Other exemptions cover records linked to ongoing criminal investigations, which could interfere with the investigation or affect fair trials, as well as records protected by legal privileges, like attorney-client or deliberative process privileges. Public bodies must redact these exempt parts but still provide access to the non-exempt portions of the record.

How to Make a Public Records Request

Requesting records under the act is a simple process. First, identify the public body that holds the records you’re seeking—this could be a city council, state agency, or local school district. Then submit your request, which is possible in a few different ways.  Depending on the agency, requests can be in writing, in person, by email, or online, so make sure you check your agency’s guidelines before filing your request. To speed things up, be clear and specific about the records you need. After submitting your request, you’ll need to wait for a response. Although Arizona law doesn’t specify a timeline for responses, agencies are required to provide access to records “promptly.” Response times can vary based on the complexity of your request and the amount of records involved. Once the records are ready, you may need to pay any applicable fees before receiving your copies.

Arizona’s Public Records Law allows public bodies to charge reasonable fees for copying and producing records. There are generally no fees for inspecting records in person at the public office during regular business hours. Agencies may charge a fee to cover the actual costs of making copies, which can include printing, copying, and mailing fees. Suppose you are requesting records for a commercial purpose, such as resale or solicitation. In that case, agencies may charge additional fees that reflect the commercial value of the record and the time spent locating and preparing them. Unlike in some states, Arizona generally does not allow public bodies to charge for the time it takes to locate, review, or redact records unless the request is for a commercial purpose. The fees must be reasonable and cannot be used to discourage requests or limit access to public records.

What If Access Is Denied?

If a public body denies your request or doesn’t respond within a reasonable time, you have the right to challenge their decision. You can ask the agency for a written explanation, specifically citing the legal exemption that justifies the denial. If you think the denial is unjust, you can take the matter to court to seek disclosure. Arizona courts take the public’s right to access records seriously and may even award attorney fees to those who successfully challenge a denial.

With this law, the state of Arizona is providing a vital tool for ensuring government transparency and responsibility. It empowers you to stay informed, making sure that your government is using its position to better your community. Knowing your rights under this law is the first step in holding government bodies accountable and staying informed about public affairs. Whether you’re looking to understand a recent policy change, monitor public spending, or investigate an issue of personal concern, Arizona’s Public Records Law solidifies your right to know.