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City of Montgomery City Clerk Records Management Service

nransburgh@montgomeryal.gov

P.O. Box 1111 | Montgomery, AL 36101-1111

334-625-3098

Request for Public Records

Records Management Service
office: 334-625-3098  |  fax: 334-625-2056
nransburgh@montgomeryal.gov

Pursuant to the Code of Alabama 1975, Article 3, Inspection and Copying of Records, section 36-12-40,
"Every citizen has a right to inspect and take a copy of any public writing of this state, except as otherwise expressly provided by statute."

The fee schedule to obtain copies of records and/or to inspect records is specified on the reverse of this form. Please read carefully before submitting your records requests or making inquiries.

NOTE FOR 911 CALL REQUESTS
A separate sworn affidavit must be submitted establishing the following:
Identity of the requestor, the legitimate relationship/interest of the requestor to the call or to the individual that the call was made by or on behalf of and requestor’s right of access to such records for purposes of an investigation/ legal matter arising from the call.

Contact this office for the proper legal affidavit form. Current government picture ID will be required along with a second form of identification as well. Should a requestor be unable to submit such an affidavit, a court order will be required before the 911 call information can be released by the Records Custodian. Ala. Leg. Act No. 201-502 § 1(a).

This form may be submitted in person, by facsimile, email, courier service or via USPS mail to the above address. If additional information is required, a records representative will contact you after receipt to secure additional information or advise you of the cost for prepayment or for a 50% deposit.
Do not remit payment until you have been advised of the fee amount. 

Allow for a sufficient and reasonable time period for records to be made available for inspection or copying. The time will include making available staff that may be limited due to performance of critical day-to-day work assignments. In some cases, approved identification may be required when requesting records in order to determine legitimate inspection privileges and to safeguard privacy rights of citizens.

Records Duplication and Access Fee Schedule
This records request form does not apply to the Montgomery Municipal Court. Contact them directly.

Read Before Submitting Your Request
This fee schedule covers duplicating paper copies of records when the original record is paper, microfilm or electronic. Charges for reproduction of records for the Police Department are not covered by the charges below. Contact the Police Departments for their statement of charges or visit their service counter at their location on Ripley Street.  Please note, all request for Assessment Letters or Lien Verification Letters must complete a Request for Public Record form, there is a fee of $50.00 for the procedure.   

Duplicating Fees for Routine/Standard Records Requests
The following fees shall apply to all standard business documents of not more than 8 ½ by 14 inches which are contained within filing systems that are used in the normal business process of City departments. These records would require nominal clerical time to locate, duplicate or provide access to:

(a) $5.00 Minimum/ base production fee.

(b) 25 cents per one-sided document (page) for duplicated copies of not more than 8 ½ inches by 14 inches. For two sided documents (pages) of up to 8 ½ inches by 14 inches, the charge to duplicate both sides shall be 50 cents.

(c) The City reserves the right to require a 50% deposit of the total costs for any requests. The balance will be due before delivery.

(d) There is no charge to inspect records that are routine in nature and require nominal clerical time to locate or provide minimal supervised inspection. Extended supervision cost and time scheduling will be based on an individual basis.

(e) Do not pre-pay. We will advise you of the total fee amount for your request, once it is prepared.

(f) Checks or Money Orders are accepted for payment. Sorry, no credit cards.

(g) Allow a sufficient and reasonable time period for records to be made available for reproduction or inspection.

(h) Any CD's or recordings for any Police recording and or city meetings will be $20.00 for each copy, including recordings of 911 tapes. 

(i) All fees are subject to change due to labor and or volume of request.

(j) There will be a $50 dollar fee for an official Zoning Verification Letter for properties located within the city limits and police jurisdiction of the City of Montgomery.

Duplicating and Access/Research Fees for Non-Routine Records Requests or Use of Information Technology Resources
The term non-routine is defined as reproducing records which are not typically researched or reproduced in the normal course of business operations. If the nature or volume of public records requested to be inspected or copied requires extensive use of information technology resources or extensive clerical or supervisory assistance, then the City may charge a special service charge in addition to the actual cost of duplication. This charge shall be reasonable and based on the cost incurred for such extensive use of information technology resources and labor cost, including inspection supervision, of the personnel providing the service that is actually incurred by the City. This also includes using computing resources for generating records when records have been archived off-line and are not readily accessible.

The City reserves the right to refuse requests to produce or provide records or reports not already being produced in the normal course of business or to provide them in a different format.

(a) Any record production that meets the foregoing definition will be subject to the actual cost, as described above, to reproduce.

(b) If there is an additional cost for delivery of the documents, the charge shall be based on the actual delivery cost.

(c) The City reserves the right to require a 50% deposit of the total costs on all requests of this nature. The balance will be due before delivery.

(d) $5.00 minimum/ base production fee.

(e) 25 cents per one-sided document (page) for duplicated copies of not more than 8 ½ inches by 14 inches. For two sided documents (pages) of up to 8 ½ inches by 14 inches, the charge to duplicate both sides shall be 50 cents.

(f) There is no charge to visually inspect records that are routine in nature and require nominal clerical time to locate or provide minimal supervised inspection. Extended supervision cost and time scheduling will be based on an individual basis.

(g) Checks or Money Orders are accepted. Sorry, no credit cards.

(h) Do not pre-pay. We will advise you of the total fee amount for your request, once it is prepared.

(i) Allow a sufficient and reasonable time period for records to be made available for reproduction and inspection.

(j) Assessment Letters or Lien Verification Letters must complete a request for Public Records form, there is a fee of $50.00 for the procedure. 

(k) All fee's are subject to change due to labor and or volume of request.

CC/RM003Rev05-2013

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