Public Records Request Guidelines

These guidelines should aid in determining how to make a public records request and answer questions regarding requests. Since Town Hall houses the majority of the public records, all requests should be made at the front counter at Town Hall. On-line requests can be made through the Town’s website. The request is then given to the Town’s record custodian for processing. This process is designed to serve all equally as promptly as possible in accordance with North Carolina General Statutes.

What is a public record?

A public record is defined in the North Carolina General Statue Chapter 132.

 

How do you make a request?

  • A request should be made, in writing preferably, at Town Hall. You may also download the form available on the Downloads page of the Town website and turn it in at Town Hall or complete the on-line form. Requests may also be faxed to Town Hall at 336.886.3504.
  • A Request must seek an "identifiable record." This means the description the requester provides must provide sufficient detail of the record to allow the Town’s record custodian to identify the records requested.
  • If the request is not clear, the Town’s record custodian may request clarification. If the requester fails to clarify the request, the Town’s record custodian need not respond to the request.
  • Only existing identifiable records are public records. The law does not require the creation of new records to respond to a public records request.

What is the Town's response time?

Once town staff receives a request, it will be processed within a timely manner as determined by the nature of the request. The response may consist of one of the following:

  • The release of the records.
  • The basis for and denial of the request.
  • A request for clarification of the request.
  • A time estimate for when the Town’s record custodian can locate the records and provide the records and/or exemption reasons. This time period is subject to change depending on the difficulties and size of the public records request.

 

Are there costs associated with a public records request?

No, if the requester only wants to view the requested records. The requester should request a meeting time and date to view the public records. During inspection of the records, the Town’s record custodian will be present with a person who views the records to insure protection of the records and to maintain the order of the records.

Yes, if the requester wants a copy of the requested records. The Town will charge fees in accordance with established rates. The Town may also charge for the costs of mailing the records to the requester, however, payment must be received prior to mailing the records.

 

Can you keep my request for records confidential?

No, your public records request is not a confidential record. Your request is itself a public record. It can be requested by others and the office forwards public records requests to the departments holding records and to third parties who have an interest in the records you have requested.

Fee Schedule (see page 2)

Contact Information

Town of Jamestown

301 E. Main Street
P.O. Box 848
Jamestown, NC 27282

Phone: 336.454.1138
Fax: 336.886.3504