Public Records Requests
The Richmond Town Council has adopted this procedure pursuant to R.I. Gen. Laws § 38-2-3(d) for responding to requests from members of the public who want to examine or copy town records. This procedure applies to all departments, boards, commissions, and committees of town government.
- All town ordinances, agendas for meetings of public bodies, and approved minutes of meetings of public bodies are available on the town’s website, https://clerkshq.com/richmond-ri
- If you are requesting a document that was prepared specifically for public distribution, your request should be made to the department where the document is kept. If your request is for any other record, your request should be made to the town’s Public Records Officer.
- The Public Records Officer for the Town of Richmond is the Town Administrator, or in his or her absence, the Town Clerk. The Town Hall is open Monday through Friday, except holidays, from 9 a.m. to 4 p.m. The telephone number is 401-539-9000.
- If you are requesting a document that was prepared specifically for public distribution and is readily available, it will be provided to you as soon as practicable. If you are requesting any other document, town employees will respond to your request as soon as reasonably possible. The Access to Public Records Act gives the town 10 business days to respond. That period may be extended an additional 20 days under some circumstances.
- You are not required to make your request in writing. However, putting the request in writing will make it easier for town employees to provide exactly what you are looking for.
- You are allowed to examine the documents instead of paying for copies of the documents. The town cannot limit the number of documents you may ask to examine, but the town can limit the number of files or documents you may examine at any one time.
- Copies of 8½ by 11 inch or 8½ by 14 inch documents cost 15 cents per page. Under state law, copies of some 8½ by 11 inch or 8½ by 14 inch documents, such as those recorded in the land evidence records, cost more. For larger copies, or for information provided in a medium other than paper, the cost will be equivalent to what it costs the town to provide or reproduce the material. If records are in storage, search and retrieval is free for the first hour. After the first hour, the cost is $3.75 per quarter hour. You may request an estimate of how much it will cost to retrieve or reproduce the documents you are requesting. If the estimate is more than $20, you must pay in advance. If the actual cost is less than $20, you will receive a refund.
- You must make arrangements with the town for delivery of the documents. If they are delivered electronically, there is no charge to you. If they are mailed, you must pay the cost of postage.
- If your request to examine records is denied, you will receive a letter stating the specific reason for denial. You have the right to appeal a denial to the Town Administrator. You have the right to appeal a denial by the Town Administrator to the Attorney General’s Office.
- If you would like to see a copy of the Attorney General’s Guide to Open Government, which includes information about the Access to Public Records Act, go to http://www.riag.ri.gov/documents/booklet.pdf
Updated 16 August 2021