Public Records FAQs
What are public records?
"…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." Chapter 119.011(12), Florida Statutes (F.S.).
Who may request to view or copy records held by the Town of Orange Park?
Chapter 119, Florida Statutes covers public records. This law provides citizens with unparalleled access to the records of government. Section 119.07(1)(a) states: "Every person who has custody of a public record shall permit the record to be inspected and copied by any person desiring to do so, at any reasonable time, under reasonable conditions, and under supervision by the custodian of the public records."
May I inspect all of the records that the Town has in its possession?
Not all records are open for inspection. Certain exemptions to the Florida Public Records Law do exist. Section 119.071 lists the general exemptions from inspection or copying of public records. There are over 1,000 exemptions spread throughout the Florida Statutes.
Examples of Exemptions:
Active criminal investigative information
Deferred compensation records
Medical information
Social Security numbers
Surveillance information
Note About Records Requests:
Town staff is under no obligation to "create" a record that does not exist or to provide the information in any other format than that in which it exists.
Who provides access to these records?
All departments within the Town can assist with public records requests to citizens and outside agencies. The Town Clerk’s office manages archived records.
Does the Town have a copy of every record ever produced within?
Not all records are kept permanently. The Town of Orange Park as a public agency is governed by the laws of the State of Florida. The State has established schedules that outline the minimum required retention period for records. The time period required varies from record to record.
Will I be charged for the fulfillment of my request?
Copy Charges:
Single-sided copies: $0.15; Double-sided copies: $0.20
CD & DVD Charges:
CDs: $0.25; DVDs: $0.40
Service Charge:
In addition, there is a service charge for any "reasonable" time spent over and above 15 minutes to fulfill records requests (the first 15 minutes shall be at no charge). This charge is determined based on the hourly rate, without benefits, of the personnel providing the service. A cost estimate may be provided before the request is filled. Requestors making an extensive request shall be required to pay the estimated fee in advance.
Who do I contact with my request?
You may contact the department which originates the document (For example: for building permit records, contact the
Building Department. Requests can be made in person, in writing, or by phone. For requests dealing with
Police Department) records, you may call (904) 264-5555.
Otherwise, for general requests and information, the Town Clerk’s office can be contacted at (904) 278-3011.