Find the custodian of records (or MPIA officer) for the records you wish to access.

A custodian is the official body that holds the files that you are requesting and is responsible for maintaining the agency’s files.

Oftentimes a larger agency will identify their custodian or records (or MPIA officer) on their website. If the website has a search function, you can try searching terms like “public information act” or “custodian of records” to find out who is identified. Some agencies will provide that person’s email address or even an online submission portal (or both).

If you are requesting records from a smaller agency that does not identify a custodian, you can try and find an officer of the agency that handles external affairs, media relations, public relations, or even organization management and send the request to them. Once in contact with the agency, they have to help you find the correct person (whether they will or not is a different story). You can directly call the agency as well for direction.

Example: If I want to get files about complaints the Baltimore Police Department received, I would request the files from the Baltimore Police Department’s Document Compliance Unit, as they are the custodian that handles Baltimore Police Department’s files.

Initiate a request for public information documents.

Below is a list of agencies in Baltimore City and County whom you can file MPIA requests with. The information below shows whom to send MPIA request letters to, or where to fill out a request form.

If you must write a letter to submit an MPIA request please feel free to use our template.

There is no required format for making an MPIA request. Just make sure to clearly ask for what you are seeking. Using plain terms and asking for help from the agency in the case the terms are not the terms the agency uses may be helpful. The purpose of the MPIA is to get the requester the available public records and not disadvantage the public for not knowing how an agency classifies records.

An agency cannot charge a requester for a request that can be responded to within two-hours. If the request will take over two-hours, an agency can charge the requester what it costs the agency to respond to the request. However, if upon agency consideration, disclosure of the request is in the public interest, the request should be at no cost. So, it may be worth asking for a fee waiver if the disclosure of the requested records would be in the public interest.

Link to Template Letter: https://docs.google.com/document/d/1-Ip3zeU03Z76poX83JYUUlkx5yjiLIBfzMW_vpZnw3w/edit?usp=sharing

Wait.

The agency must tell you within 10 working days if the request is approved or denied. If the office needs more time, they must tell you so within the 10 working day timeline. The ten-day response must include a timeline for disclosure. If the request is denied the agency must outline the reasons for denial in writing. If an agency determines that the request is reasonable they must respond to the request with the documents without delay. An agency is only allowed up to 30 days to provide records, or sixty-days with requester consent.