Public Records Request

Massachusetts Public Records Law - Massachusetts General Law chapter 66

Each public agency and municipality is required to designate a "Records Access Officer".  This individual coordinates an agency's or a municipality's response to requests for access to public records and facilitates the resolution of such requests by the timely and thorough production of public records. 

The Public Records Officer shall:

• assist persons seeking public records to identify the records sought
• assist the custodian of records in preserving public records in accordance with all applicable laws, rules, and schedules; and
• prepare guidelines that enable a person seeking access to public records in the custody of the agency or municipality to make informed requests regarding the availability of such public records electronically or otherwise.

Request Format and Template

You can make a records request verbally, in person, or in writing. However, you’ll need a written request to file an appeal with the Supervisor of Records.

Anyone may request records from an RAO. The Law does not mandate an approved format for public records requests.

Still, the sample below may be helpful. Your request should contain the following information:

Date request mailed

[Records Access Officer
Name of Municipality or Agency
Address of Municipality or Agency
City, State, Zip Code]

Re: Massachusetts Public Records Request

Dear _______:

This is a request under the Massachusetts Public Records Law (M. G. L. Chapter 66, Section 10). I am requesting that I be provided a copy of the following records:

[Please include a detailed description of the information you are seeking.]

I recognize that you may charge reasonable costs for copies, as well as for personnel time needed to comply with this request.

The Public Records Law requires you to provide me with a written response within 10 business days. If you cannot comply with my request, you are statutorily required to provide an explanation in writing.

Sincerely,

Your Name
Contact Information (address, email, telephone)

If your request is denied, you may appeal to the Supervisor of Records. Learn how to appeal a public records request denial. You may also seek judicial review through civil action in superior court, under M.G.L. c. 66, § 10A(c).

General Guidelines for Records Requests: 

• Requests must be made in writing and include the specific records being sought
• Electronic production of records will be the norm, unless otherwise requested by the requestor
• Fees for retrieving records:
  • Five cents per page on copying and/or printing costs
  • $25 per hour for labor costs (labor includes searching, compiling, segregating, redacting, reproducing, as well as any time spent reviewing request with legal counsel)
• Within 10 days from the request, the district will provide an initial response which may include:
  • confirmation of receipt of request
  • timeframe in which records will be produced (will not exceed 25 days, except in extenuating circumstances and with approval of Supervisor of Records or if negotiated with requestor)
  • Itemized good faith estimate of fees
  • suggested reasonable modification of the scope of the request
  • production of some/all records requested; and/or
  • notice of intent not to furnish some/all records requested; and/or
  • notice of inability to furnish records within ten (10) business days
  • statement regarding the right to appeal any decisions

All requests for public records shall be sent to:

Stephen Zadravec
Superintendent of Schools
Amesbury Public Schools
5 Highland Street
Amesbury, MA 01913

stephen.zadravec@amesburyma.org
Phone: (978) 388-0507 Ext. 1001
Fax: (978)388-8315

These procedures are only for public records requests under chapter 66 of Massachusetts General Laws.  All other requests for records (ie. parental/student requests for records such as transcripts, student records, IEPs, etc.) should be directed to the appropriate school and/or department.