Open records, step by step

Oklahoma law puts the people first: the public has the right to know and be fully informed about its government (51 O.S. § 24A.2). Every step below leans toward releasing information.

1. Start from yes

   Records of a public body are open unless a specific statute makes them confidential. Treat every request as a request you intend to fill. If one part is protected, release the rest.

2. Make requesting easy

   Name a person who handles requests, post how to reach them, and accept requests by email, mail, in person or online. Do not require a special form, a reason for the request or identification.

   Fastest option: use the free Guerrilla News Records Portal to receive, track and answer requests in one place.

3. Acknowledge right away

   The law requires prompt, reasonable access (51 O.S. § 24A.5). Confirm receipt the same day or the next business day, say when you expect to deliver, and ask a clarifying question only if you truly cannot tell what records the person wants.

4. Search the right places

   Check paper files, email, shared drives, text messages and personal devices used for public business. Public business on a personal phone is still a public record.

5. Redact, do not withhold

   Black out only the words a specific exemption protects and release everything else. List each redaction with the statute that allows it, so the requester knows what was removed and why.

6. Deliver electronically and keep costs low

   You may charge reasonable copying fees, and the statute caps them, including 25 cents a page for standard pages and $1 for certified copies (51 O.S. § 24A.5). A search fee applies only when a request is solely for a commercial purpose or would clearly cause excessive disruption.

   Better for everyone: send records electronically at no charge. Emailed files and links cost the public body nothing to copy. The Guerrilla News Records Portal and City Suite deliver records digitally and keep a log of what you released.

7. Release on a rolling basis

   For large requests, send records in batches as they are ready instead of holding everything until the end.

8. Explain any denial in writing

   If you deny or redact, say so in writing, cite the specific statute and tell the person how to ask again or narrow the request. City Suite includes letter builders for acknowledgments, fee estimates, partial releases and denials.

9. Post popular records before anyone asks

   Agendas, minutes, budgets, contracts, claims lists and audits draw the most requests. Post them online and you will field fewer requests. Connect your body to The Paper Trail so residents find them in one place.

10. Keep a log and train your staff

    Track every request, date and outcome. Have staff take the free open records and records production courses.

General education, not legal advice. Citations refer to the Oklahoma Open Records Act, 51 O.S. § 24A.1 and following. Check the current statute text and your attorney for your situation.