Your Comprehensive Guide to Utah Public Records

Utah Public Records

Public records in Utah are governed by the Government Records Access and Management Act (GRAMA), which provides citizens with the right to access government information. These records serve as a vital resource for transparency, research, and accountability in government operations. Understanding how to access these records, what they contain, and the laws that govern them is essential for Utah residents seeking information from state and local government agencies.

Are Utah Records Public?

Yes, most government records in Utah are considered public under the Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-101 et seq. This law establishes the presumption that government records are public unless specifically classified otherwise by law.

Under GRAMA, a "record" is defined as a book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material that is prepared, owned, received, or retained by a governmental entity and contains information relating to the conduct of the public's business.

However, not all government records are available to the public. GRAMA establishes several classifications for records:

• Public records: Available to anyone
• Private records: Available only to the subject of the record and other authorized individuals
• Controlled records: Available only under specific conditions
• Protected records: Available only to certain individuals or agencies as specified by law
• Limited records: Available to specific persons or entities

The classification of a record determines who may access it and under what circumstances.

What Information Is Included in Utah Public Records?

Utah public records encompass a wide range of information created, collected, and maintained by government agencies. These include:

1. Vital Records:

   • Birth certificates
   • Death certificates
   • Marriage licenses
   • Divorce decrees

2. Property Records:

   • Real estate transactions
   • Property tax assessments
   • Deeds and mortgages
   • Land records

3. Court Records:

   • Civil case files
   • Criminal case files
   • Court calendars
   • Judgments and orders

4. Business Records:

   • Business licenses
   • Corporate filings
   • Professional licenses
   • Tax records for businesses

5. Government Operations:

   • Meeting minutes
   • Budgets and financial reports
   • Contracts and agreements
   • Correspondence

6. Law Enforcement Records:

   • Arrest records
   • Incident reports
   • Sex offender registry
   • Criminal histories (with restrictions)

7. Motor Vehicle Records:

   • Vehicle registrations
   • Driver's license information (with privacy protections)
   • Accident reports

8. Election Records:

   • Voter registration information (with privacy protections)
   • Campaign finance reports
   • Election results

What Does the Utah Public Records Law Do?

The Government Records Access and Management Act (GRAMA), codified in Utah Code § 63G-2-101 through § 63G-2-901, establishes the framework for public access to government records in Utah. The law:

1. Establishes the Right of Access: GRAMA recognizes the public's right to access information concerning the conduct of the public's business.

2. Creates a Presumption of Openness: The law establishes that all government records are public unless expressly classified otherwise.

3. Sets Record Classifications: GRAMA establishes five classifications for records (public, private, controlled, protected, and limited) that determine accessibility.

4. Outlines Request Procedures: The law details how individuals can request records, including timeframes for agency responses.

5. Establishes Appeal Processes: GRAMA provides mechanisms for appealing denied requests through administrative and judicial channels.

6. Balances Competing Interests: The law attempts to balance the public's right to access information with individual privacy rights and government efficiency.

7. Provides for Electronic Records: GRAMA addresses electronic records and establishes that the format of a record does not affect its classification.

8. Sets Fee Structures: The law allows agencies to charge reasonable fees for providing records but requires fee waivers in certain circumstances.

9. Creates Records Committees: GRAMA establishes the State Records Committee to hear appeals of denied records requests.

10. Requires Records Management: The law mandates that government entities implement records management programs.

How To Find Public Records in Utah in 2025

Accessing public records in Utah involves several methods depending on the type of record and the agency that maintains it:

1. Online Access:

   • Many Utah government agencies provide online portals for accessing public records.
   • The Utah Public Notice Website provides access to meeting notices, agendas, and minutes.
   • The Utah Courts XChange system allows online access to court records for a fee.

2. In-Person Requests:

   • Visit the relevant government agency during business hours.
   • Complete a GRAMA request form or submit a written request.
   • Be prepared to show identification for certain records.

3. Written Requests:

   • Submit a GRAMA request form or letter to the appropriate agency.
   • Clearly describe the records sought.
   • Include contact information and preferred format for receiving records.

4. Email or Online Form Submissions:

   • Many agencies accept GRAMA requests via email or through online forms.
   • Check the agency's website for specific submission instructions.

5. Utah State Archives:

   • For historical records, contact the Utah State Archives.
   • Use their research center or online catalogs to locate records.

Does Utah Have Free Public Records?

Utah law allows for both free access and fee-based access to public records, depending on the circumstances:

• Free Access: Some records are available at no cost, particularly if they:

  • Are readily available and can be provided with minimal staff time
  • Are accessed through online portals already established by agencies
  • Qualify for a fee waiver based on public interest or financial hardship
  • Are requested by the subject of the record

• Fee-Based Access: Agencies may charge reasonable fees for:

  • Staff time spent searching for and compiling records
  • Copying or printing records
  • Specialized formats or extensive redaction requirements
  • Commercial use of records

Each agency sets its own fee schedule within the guidelines established by GRAMA.

How Much Does It Cost To Get Public Records in Utah?

The cost of obtaining public records in Utah varies by agency and record type:

1. Standard Fees:

   • Copying costs: Typically $0.10 to $0.25 per page
   • Staff time: After the first 15 minutes (which is often free), agencies may charge $20-$40 per hour
   • Electronic records: May incur costs for compilation or conversion

2. Specialized Records:

   • Vital records: Birth certificates cost approximately $25-$35
   • Court records: Access through XChange costs $30 per month plus per-page fees
   • Background checks: Utah Bureau of Criminal Identification charges $15-$33.25

3. Fee Waivers:

   • Available if the request benefits the public rather than an individual
   • May be granted based on the requester's financial hardship
   • Some agencies waive fees for small requests

4. Advance Notice:

   • If fees will exceed $50, agencies must provide advance notice
   • Requesters can modify their request to reduce costs

How Long Does It Take to Obtain Public Records in Utah?

Under GRAMA, government agencies must respond to records requests within specific timeframes:

1. Initial Response Time:

   • Agencies must respond to a records request "as soon as reasonably possible"
   • The law establishes a maximum of 10 business days for most requests
   • For extraordinary circumstances, agencies may take up to 15 business days

2. Factors Affecting Response Time:

   • Volume and complexity of records requested
   • Need for legal review or redaction
   • Records stored in multiple locations or formats
   • Staff availability and workload
   • Coordination needed with other agencies

3. Expedited Requests:

   • Available for media and situations where the record is urgently needed
   • Agencies must respond within 5 business days for expedited requests

4. Extensions:

   • Agencies may notify requesters of extraordinary circumstances requiring additional time
   • Must provide estimated completion date

What Records Are Confidential In Utah?

Utah law designates certain records as private, controlled, protected, or limited, making them unavailable or restricted from public access:

1. Private Records (Utah Code § 63G-2-302):

   • Medical, psychiatric, or psychological data
   • Personal financial information
   • Personnel evaluations
   • Records containing personal recommendations
   • Social Security numbers, driver license numbers

2. Controlled Records (Utah Code § 63G-2-304):

   • Medical, psychiatric, or psychological records that may be detrimental if released to the subject
   • Records containing information that if disclosed might jeopardize life or safety

3. Protected Records (Utah Code § 63G-2-305):

   • Records subject to attorney-client privilege
   • Trade secrets and commercial information
   • Records prepared for litigation or audit
   • Law enforcement investigative records
   • Records that would jeopardize security or safety

4. Limited Records:

   • Records designated by court order
   • Records protected by other state or federal laws

5. Other Confidential Records:

   • Juvenile court records
   • Adoption records
   • Child welfare records
   • Some criminal history information
   • Records protected by federal laws like HIPAA or FERPA

Who Has the Right To Request Public Records in Utah

Under GRAMA, the right to request public records in Utah is broadly granted:

1. Any Person: Any individual, regardless of citizenship or residency status, may request public records.

2. Organizations: Businesses, non-profits, media organizations, and other entities may request records.

3. Government Agencies: Other government agencies may request records from each other.

4. Special Rights for Certain Requesters:

   • Subjects of records have greater access rights to records about themselves
   • Parents or legal guardians may access records about their minor children
   • Legal representatives may access records on behalf of their clients
   • Those with power of attorney may access records for those they represent

5. No Justification Required: Requesters do not need to explain why they want a record or how they plan to use it, except in limited circumstances.

What Can Be Done With Public Records in Utah

Public records obtained in Utah may be used for various purposes, subject to certain limitations:

1. Permitted Uses:

   • Research and academic studies
   • Genealogical research
   • Property and title searches
   • Background checks (with restrictions)
   • Media reporting
   • Business intelligence
   • Government accountability
   • Personal information verification

2. Restricted Uses:

   • Commercial solicitation using certain records may be prohibited
   • Using records to commit crimes or fraud is illegal
   • Re-disclosure of private information may be restricted
   • Some records have specific use restrictions by law

3. Legal Considerations:

   • Copyright may apply to some government records
   • Privacy laws may restrict certain uses even after obtaining records
   • Secondary dissemination of some records may be prohibited

Key Agencies and Departments for Public Records in Utah

Utah Department of Administrative Services, Division of Archives and Records Service
346 S Rio Grande Street
Salt Lake City, UT 84101
(801) 531-3800
Utah Division of Archives and Records Service

Utah Department of Public Safety, Driver License Division
4501 South 2700 West
Salt Lake City, UT 84114
(801) 965-4437
Utah Driver License Division

Utah Department of Health and Human Services, Office of Vital Records and Statistics
288 North 1460 West
Salt Lake City, UT 84116
(801) 538-6105
Utah Office of Vital Records

Utah Department of Public Safety, Bureau of Criminal Identification
3888 West 5400 South
Taylorsville, UT 84129
(801) 965-4445
Utah Bureau of Criminal Identification

Utah State Courts, Administrative Office of the Courts
450 South State Street
Salt Lake City, UT 84114
(801) 578-3800
Utah State Courts

Utah State Archives and Records Service
346 S Rio Grande Street
Salt Lake City, UT 84101
(801) 531-3800
Utah State Archives

Utah State Library Division
250 North 1950 West, Suite A
Salt Lake City, UT 84116
(801) 715-6777
Utah State Library

Utah Division of Corporations and Commercial Code
160 East 300 South, 2nd Floor
Salt Lake City, UT 84111
(801) 530-4849
Utah Division of Corporations

Utah Department of Workforce Services
140 East 300 South
Salt Lake City, UT 84111
(801) 526-9675
Utah Department of Workforce Services

Utah State Board of Education
250 East 500 South
Salt Lake City, UT 84111
(801) 538-7500
Utah State Board of Education

Utah Department of Environmental Quality
195 North 1950 West
Salt Lake City, UT 84116
(801) 536-4400
Utah Department of Environmental Quality

Utah Department of Natural Resources
1594 West North Temple
Salt Lake City, UT 84116
(801) 538-7200
Utah Department of Natural Resources

Utah County Recorder's Office
100 East Center Street, Room 1600
Provo, UT 84606
(801) 851-8163
Utah County Recorder

Utah State Tax Commission
210 North 1950 West
Salt Lake City, UT 84134
(801) 297-2200
Utah State Tax Commission

Utah State Legislature
350 North State Street, Suite 320
Salt Lake City, UT 84114
(801) 538-1000
Utah State Legislature

Utah Department of Transportation
4501 South 2700 West
Salt Lake City, UT 84114
(801) 965-4000
Utah Department of Transportation

Utah Attorney General's Office
350 North State Street, Suite 230
Salt Lake City, UT 84114
(801) 366-0260
Utah Attorney General

Utah Office of the Property Rights Ombudsman
160 East 300 South, 2nd Floor
Salt Lake City, UT 84111
(801) 530-6391
Utah Property Rights Ombudsman

Utah Housing Corporation
2479 South Lake Park Boulevard
West Valley City, UT 84120
(801) 902-8200
Utah Housing Corporation

Salt Lake City Recorder's Office
451 South State Street, Room 415
Salt Lake City, UT 84111
(801) 535-7671
Salt Lake City Recorder

How to Appeal a Denied Public Records Request in Utah

If your request for public records in Utah is denied, GRAMA provides a multi-level appeal process:

1. Agency Appeal:

   • File a written appeal with the chief administrative officer of the agency within 30 days of the denial
   • The chief administrative officer must respond within 5 business days (or 12 business days for extraordinary circumstances)
   • If denied again, you have additional appeal options

2. State Records Committee Appeal:

   • File an appeal with the State Records Committee within 30 days of the agency's denial
   • Complete the appeal form available on the State Archives website
   • The committee will schedule a hearing within 30-45 days
   • The committee will issue a written decision within 7 business days after the hearing

3. Judicial Appeal:

   • File a petition for judicial review in district court within 30 days of the Records Committee's decision
   • Alternatively, you can bypass the Records Committee and file directly in court within 30 days of the agency's denial
   • Court proceedings follow the Utah Rules of Civil Procedure

4. Mediation Option:

   • Request mediation through the Utah State Archives at any point in the process
   • Mediation is voluntary for both parties
   • The mediator helps facilitate a resolution but cannot impose a decision

Difference Between Federal and Utah Public Records

Federal and Utah public records laws have important distinctions:

1. Governing Laws:

   • Federal records: Freedom of Information Act (FOIA), 5 U.S.C. § 552
   • Utah records: Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-101 et seq.

2. Record Classifications:

   • FOIA: Uses exemptions to withhold records
   • GRAMA: Classifies records as public, private, controlled, protected, or limited

3. Response Timeframes:

   • FOIA: 20 business days, with possible extensions
   • GRAMA: 10 business days (15 for extraordinary circumstances)

4. Appeal Process:

   • FOIA: Administrative appeal to the agency, then federal court
   • GRAMA: Appeal to chief administrative officer, State Records Committee, then state court

5. Fee Structure:

   • FOIA: Fees based on requester category (commercial, educational, media, other)
   • GRAMA: Fees based on actual costs, with waivers for public interest or financial hardship

6. Jurisdiction:

   • FOIA: Applies only to federal agencies
   • GRAMA: Applies to Utah state and local government entities

7. Records Management:

   • Federal: Governed by Federal Records Act and National Archives regulations
   • Utah: Governed by GRAMA and Utah State Archives regulations

All Public Records Categories