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How do I find what I am looking for?

Before submitting a new records request, use this portal's document and records search function. It’s possible someone else previously requested those records, and if so, City staff will have already made them available.

What happens after I submit a records request?

After you submit your records request, you will receive an automatically generated email confirming receipt of your request in the Public Records Web Portal. The records custodian assigned to respond to your request will send a separate acknowledgment confirming receipt. While the request is processed, additional communications will take place. At each step, you will receive a notification and be able to track and receive your records via the portal.

How long does the Sunshine Law stipulate a public body has to respond to my records request?

"Section 610.023.3,RSMo, requires that each request be responded to as soon as possible, but no later than the end of the third business day following the custodian of records’ receipt of the request. If access is not granted immediately, the custodian of records is required to explain the reason for the delay and the earliest date and time that the records will be available. Therefore, public governmental bodies are allowed to exceed the three days for production, but they are required to notify you of the delay and explain when they anticipate the records will be ready."

Are all records held by the City of Columbia open and public?

The Missouri Sunshine Law, Chapter 610, and the City of Columbia Code of Ordinances Chapter 2, Sec 2-25.4 specify that certain records are deemed as closed records. Some examples include but are not limited to; Legal actions, leasing or purchasing of real estate prior to the execution of the lease or sale, employee personnel records, etc. The records which are deemed as closed records are located in RSMo 610.021.

Is my records request an open record?

Records requests submitted to the City of Columbia, as well as documents released in response to requests, are considered open records. There are exceptions to what is an open record. A portion of some records may be redacted or records may be closed pursuant to the Missouri Sunshine Law.

Are arrest records public documents?

Generally yes. However, the Missouri Sunshine Law has a number of exceptions regarding arrest and investigative records. Open records can become closed records when the investigative status or a court order requires such. A custodian of a public record who contends that the record or part of a record is exempt from inspection must state the basis for that exemption, including the statutory citation. Additionally, when asked, the custodian must state in writing the reasons for concluding the record is exempt.

Are body camera or dash camera videos open records?

Section 610.100 states in part, "Notwithstanding any other provision of law other than the provisions of subsections 4, 5 and 6 of this section or section 320.083, mobile video recordings and investigative reports of all law enforcement agencies are closed records until the investigation becomes inactive."

Are crime scene photos open records?

610.205. 1. Crime scene photographs and video recordings, including photographs and video recordings created or produced by a state or local agency or by a perpetrator or suspect at a crime scene, which depict or describe a deceased person in a state of dismemberment, decapitation, or similar mutilation including, without limitation, where the deceased person's genitalia are exposed, shall be considered closed records and shall not be subject to disclosure under the provisions of this chapter; provided, however, that this section shall not prohibit disclosure of such material to the deceased's next of kin or to an individual who has secured a written release from the next of kin. It shall be the responsibility of the next of kin to show proof of the familial relationship.

Can a police agency deny access to police reports that might otherwise be open?

Sections 610.100.3 and 610.100.4, RSMo, state that the agency has the authority to withhold the disclosure of records that may otherwise be subject to disclosure under two circumstances. First, if the agency has an articulable concern over the safety of a victim, witness, or other person if the record is revealed. Second, disclosure is not necessary if the criminal investigation is likely to be jeopardized. However, the agency may need court approval for withholding this information.

Will I be charged for my records request?

"Section 610.026.1(1), RsMO, allows a public governmental body to charge up to 10 cents per page for standard paper copies, the average hourly rate of pay for clerical staff to duplicate documents, and the actual cost of the research time for fulfilling the request. This provision also requires that the public governmental body use the lowest salaried employees capable of searching, researching, and copying the records. Fees for accessing records on other media, or non-standard paper copies, shall reflect actual cost involved. The requester may wish to ask for a breakdown of the costs associated with the request." The City of Columbia makes every attempt to locate and provide the requested record(s) at no or minimal charge. Paper copies are $0.10 per page after the first ten (10) pages. CD's are $1.00 each. USB Flash Drives are $2.00 each. (Note, for security reasons, we can not use an individuals USB Flash Drive.) Many times public records can be viewed in person at no cost.

Why do some records requests require payment?

The City of Columbia’s policy is to collect costs as allowed by law when fulfilling public records requests. Should there be a cost to fulfill your records request, the City will notify you in advance and provide instructions for payment.

Do I have to use this portal when making a records request?

No. While the Public Records Portal is the most efficient and preferred method to submit a public records request, you may always make your request via mail, email, phone, or by visiting the department(s) in person.

What if I still have questions about making a records request?

If you have further questions on submitting a public records request, please contact City of Columbia Community Relations at 573.874.2489 during regular business hours.

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