Records Request FAQ

  1. What is a public record? North Carolina defines public records as "all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data‑processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office, public officer or official (State or local, elected or appointed), institution, board, commission, bureau, council, department, authority or other unit of government of the State or of any county, unit, special district or other political subdivision of government.”
  2. How do I make a public records request? Please visit (WEB ADDRESS) to submit your record request. Although no specific language is required to make a request for public records, the requester must at least identify the records requested with sufficient clarity to allow Town staff to identify, retrieve, and review the records. State law does not require someone making a records request to identify him or herself or the intended use of the information requested.
  3. What is what I am requesting is information, and not an existing record? In processing requests, the Town does not have an obligation to create new records or perform new analysis of existing information.
  4. How fast can I expect my records request to be processed? Public records are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review and redaction of the records requested. A simple request for a copy of a document, such as a contract, should take 2-3 business days at most.
  5. Can the Town deny a request? Some information is not public record, such as certain personnel information. If portions of a record are public and portions are exempt, the exempt portions may be redacted and the rest released. When making public records available for public inspection or copying, the Town shall notify the requester of any redaction or make the redaction plainly visible.
  6. Does the Town charge for public records? Those seeking public records will be charged for the costs of making copies if physical copies are requested; there is no charge when records can be provided by email or on a device provided by the requestor (such as a flash drive). There may also be an hourly fee charged for requests that take more than four hours of staff time for reviewing and providing requested records. Please see the Town’s Public Records Request Policy (THIS WILL BE A LINK TO THE POLICY) for additional details.