FAQs • Pensacola, FL • CivicEngage

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Public Records

1. What is the Public Records Act?: Chapter 119 of the Florida Statutes is known as the Florida Public Records Act.

2. What is a public record?: FS 119.011(12) defines “Public records” as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.

3. How do I make a Public Records Request?

Requests for records may be made in the following ways: through the Sunshine Center on the City of Pensacola website, email, telephone, fax, letter, or in person to:

Public Records Coordinator
222 West Main Street
Pensacola, FL 32502
Telephone: 850-435-1715
Email: publicrecords@cityofpensacola.com

Although the public records act does not require that requests be submitted in writing, doing so provides real practical benefits to the requester by ensuring they have an accurate record of what they requested.

When submitting a request, try to be as specific as possible. Rather than asking for all records over several years, consider starting with a narrow request and then make follow-up requests.

The requester does not have to identify themselves or state the reason they desire the requested records.

4. How quickly must the City provide the requested records?: The Public Records Act does not contain a specific time limit for compliance with public records requests. Under the provisions of Chapter 119, Florida Statutes, the only delay in producing records "is the reasonable time allowed to retrieve the record, to review the record for exempt information, and redact those portions of the record which are exempt." Many factors determine the "reasonable" period of time in which the requested records can be provided: the nature of the request, the time involved in collecting the requested records, the scope and volume of the material involved, the general accessibility of the records, and the personnel required to process the request. Every effort will be made to respond to public records requests promptly and in good faith.

5. What is a cost estimate fee?: As permitted in the Florida Public Records Law, a service charge for the extensive use of City resources will be imposed if a request to inspect or copy public records takes more than thirty (30) minutes to locate, review and/or redact exempt information, and copy the requested public records.