Returned records
You receive the requested records, either in full or in part. Review them for completeness and check if they match your request.
Resources / Requesting records
Know what you need
before you ask for it.
How do I request the right record
and track the result?
This guide walks you through the key steps to request records related to your case — from identifying the record, to finding the right custodian, to confirming the procedure, and keeping your request and response. Outcomes vary, and a “no records located” response applies only to the specific request you submit.
Identify the record
Be specific about what you’re looking for.
Start by clearly identifying the record you need. Use specific details like the type of record, time frame, and any relevant case or reference numbers. The more specific you are, the easier it is for the custodian to locate and respond.
Common record types
- Case files (e.g., investigative, intake, or service records)
- Communications (e.g., emails, letters, notes)
- Reports (e.g., incident, assessment, inspection)
- Policies or procedures
- Other records related to your case
Find the custodian
Send your request to the right place.
Each record is held by a custodian — usually a government agency, school district, law enforcement agency, or court. The right custodian depends on the type of record and the facts of your case.
Examples of custodians
- Child welfare or human services agency
- Law enforcement agency
- School district or educational agency
- Court or clerk of court
- Other state or local government offices
Confirm the procedure
Follow the custodian’s process.
Every custodian has its own process for record requests. Check their website or contact their records office for instructions. Look for details on how to submit your request, any required forms, acceptable delivery methods, and information about fees. Some records may require party status, identity verification, attorney involvement or a formal legal procedure.
Things to check
- Preferred method (online, email, mail, or in person)
- Required forms or language
- Fees or fee-waiver options (if available)
- Expected response method
- Any special instructions or limitations
Send and keep a record
Keep a copy of what you send and receive.
Submit your request using the custodian’s preferred method. Keep a complete copy of your request, any attachments, and proof of submission (such as a confirmation email or certified mail receipt). Save the custodian’s response, including any records, notices, or correspondence.
Possible responses
After you submit your request, you may receive different types of responses. Here are some common outcomes and what they generally mean.
Fee notice
You receive a notice of fees before records are provided. The notice may explain the costs and how to pay. You can decide whether to proceed, narrow your request, or request a fee waiver if available.
Denied
Your request is denied, in whole or in part. The custodian may provide a reason for the denial, which may include a legal exemption. Confirm applicable review procedures and deadlines with a qualified source.
No records located
The custodian did not find records that match your request. This applies only to the specific request you submitted and does not mean records do not exist at another custodian.
Keep going
Review, refine, or try another source.
If you don’t receive the records you expected, review the response and consider whether to refine your request or contact a different custodian. Different records may be held by different offices.
Important
- Outcomes vary. There is no guarantee of access to records.
- A “no records located” response refers only to your specific request.
- If additional records may exist, you may need a new request with different search details or a different custodian.
- This information is general guidance and is not legal advice.