Massachusetts, USA

Massachusetts Public Records Guide

Massachusetts Public Records Law (PRL)

Massachusetts General Laws, Part 1, Title X, Chapter 66

Enacted in 1973, Updated in 2015

Table of Contents

  1. Overview
  2. The Law
  3. Resources
  4. Stats

Overview

  • Recently overhauled, bringing some much needed improvements — and setbacks
  • Most complex deadline schedule of any state
  • Agencies beginning to invest in improving practices

Massachusetts has a reputation for being one of the most difficult states to get records out of, but recent reforms have at least created the potential for the law — which has particularly broad carveouts for police records — to finally have some teeth.

And even after the reform, there’s still confusion in some major areas. A Massachusetts Supreme Court ruling argued that because the text of the law didn’t explicitly extend to the governor’s office, it didn’t apply, making the state the only one to exempt the legislative, judicial, and executive branches.

There is an appeals system overseen by the Secretary of State, but the Secretary’s power comes from the threat of his handing the case over to the Attorney General, something that has rarely happened.

The only option left when dealing with a stonewalling agency is to take them to court. Massachusetts only recently added provision that allows successful litigants to reclaim attorneys fees, and that is only at the judge’s discretion, so transparency can be pricey.

Expect huge fees

A common tactic among agencies that can’t reject a request outright is to claim that processing the request would generate thousands of dollars in fees, in effect holding the documents “hostage.” Most commonly, you see this with emails, with agencies arguing that they needed to print them out and hand-redact them to ensure the integrity of the document. While these can be appealed with some success, it does help to keep requests as narrow as possible.

Private/Public gray areas

Massachusetts has several “semi-public” entities, which are taxpayer funded and involved in the public sector, but which claim to be exempt from the law as private entities. Even some very obviously public agencies – like the MBTA – will claim that certain records – like their retirement fund – are private records within a public agency.

The Law

  • 10 business day response time, with state agencies able to request a 20 day extension and municipalities able to request a 30 day extension from the Supervisor of Public Records.
  • Applies only to all executive agencies. Does not apply to the Office of the Governor, the judicial branch, or the legislature.
  • Residents and non-residents may submit requests.
  • Centralized appeal agency.

Supplemental

Definition of public records - [MGL c.4 s. 7 cl. 26]

Court records

Fair Information Practices Act [MGL c.66A]

Open Meeting Law [M.G.L. c. 30A, §§ 18-25]

AG Open Meeting Law regulations

Fair Information Practices Act regulations [940 CMR 11]

Public records access regulations [950 CMR 32]

Information Practices regulations [950 CMR 33]

Preservation and destruction of records, books, and papers [MGL c. 66, § 8]

Statewide record retention schedule

Municipal Records Retention Manual (2011)

MA Trial Court Record Retention Schedule

The Details

Can you submit a request if you’re not a resident?

Yes. Massachusetts law currently has no provision dictating a residency requirement.

To whom does this apply?

Executive?

No.

Judicial?

No.

Legislative?

No.

Is there a designated records custodian?

Yes, each agency and municipality must designated a Records Access Officer.

Who is exempted?

The governor. The Office of the Governor has often relied on Lambert v. Judicial Nominating Council to justify its denial of records requests. The case stated:

“Neither the Legislature nor the Judiciary are expressly included in G.L. c.4, s. 7, Twenty-sixth. We have noted that [t]he Legislature is not one of the instrumentalities enumerated in G. L. c. 4, s. 7, Twenty-sixth, whose records are subject to public disclosure. It is not an ‘agency, executive office, department, board, commission, bureau, division or authority’ within the meaning of s. 7, Twenty-sixth.” Westinghouse Broadcasting Co. v. Sergeant-at-Arms of the Gen. Court,375 Mass. 179 , 184 (1978). We also have determined that court records and “all else properly part of the court files were outside the range” of inspection based on the text of G. L. c. 4, s. 7, Twenty-sixth. See Ottaway Newspapers, Inc. v. Appeals Court, 372 Mass. 539 , 546 (1977). Likewise, the Governor also is not explicitly included in clause Twenty-sixth. “Like the Legislature and the Judiciary, the Governor possesses incidental powers which he can exercise in aid of his primary responsibility.” Opinion of the Justices, supra at 874. Lambert v. Judicial Nominating Council , 425 Mass. 406 (1997)

How can requests be submitted?

In-person?

Yes. Records custodians “shall, at reasonable times and without reasonable delay, permit it, or any segregable portion of a records which is an independent public record, to be inspected and examined by any person, under his supervision.”

Verbally?

Yes. A request may be submitted verbally. However, a verbal request is not an adequate submission style for anything that may eventually be appealed.

By mail?

Yes.

By email?

Yes.

How long do they have to respond?

10 business days, starting the date after the request is received and not including snow days.

Are there provisions regarding the extension of response times?

Agencies may request an extension of response time from the Supervisor of Public Records.

Does the agency have to give you a tracking number or estimated date of completion?

No and no. Nothing in the law specifically says that such things are necessary.

Can they ask why you ask?

No. Nowhere in the law does it say that a records custodian can demand to know the reason for the request. However, records custodians are encouraged to release materials in the public interest.

What enforcement?

The Supervisor of Public Records is the primary enforcer of the public records law within the state. Appeals should be sent to his office. From there, the SPR can order the custodian to comply; further refusal to do so may result in referral to the Attorney General or the appropriate district attorney, although this is rare.

Fees?

“Every person for whom a search of public records is made shall, at the direction of the person having custody of such records, pay the actual expense of such search.” G.L. c. 66 § 10(b)

Police, MBTA, fire departments:

  • Prepare/mail vehicle accident report - $5 for up to 6 pages, .50 for each additional page
  • Fire insurance report - $5 for up to 6 pages, .50 for each additional page
  • Crime/incident/miscellaneous reports - $1 per page
  • Any public record in hand - .50 per page

The 2015 reforms generally limit fees to $25 per hour or less for search and review time, but agencies may appeal to the Supervisor of Public Records for an increased rate. Agencies are encouraged to release documents of wide public interest free of charge.

Are there fee waivers for media requests or those made in the public interest?

No. However:

“Every custodian, unless otherwise required by law, is encouraged to waive fees where disclosure would benefit the public interest.” 950 CMR 32.06(5)

Attorney’s fees - Can you win them?

No. Under current Massachusetts law, one does not automatically win attorney’s fees in the case that the challenge is won. However, the judge may award them if he wants.

Exemptions and Appeals

What exemptions exist?

There is a presumption that all records are public. However, statutes and court cases have combined to create specific exempted categories. (See below for more specific applications.)

Do they have to tell you why a portion or pages were redacted or withheld?

Yes.

“Where a custodian’s response to a record request made pursuant to 950 CMR 32.05(3) is that any record or portion of it is not public, the custodian, within ten days of the request for access, shall in writing set forth the reasons for such denial. The denial shall specifically include the exemption or exemptions in the definition of public records upon which the denial is based. When exemption (a) of M.G.L. c. 4, § 7, clause Twenty-sixth is relied upon the custodian shall cite the operational statute(s). Failure to make a written response within ten days to any request for access shall be deemed a denial of the request. The custodian shall advise the person denied access of his or her remedies under 950 CMR 32.00 and M.G.L. c. 66, § 10(b).” - G.L. c. 66 § 10(b)

How much time do you have to appeal?

90 days.

(2) Appeal to the Supervisor. In the event that a person requesting any record in the custody of a governmental entity is denied access, or in the event that there has not been compliance with any provision of 950 CMR 32.00, the requester may appeal to the Supervisor within 90 days. Such appeal shall be in writing, and shall include a copy of the letter by which the request was made and, if available, a copy of the letter by which the custodian responded. The Supervisor shall accept an appeal only from a person who had made his or her record request in writing. An oral request, while valid as a public record request pursuant to 950 CMR 32.05(3), may not be the basis of an appeal under 950 CMR 32.08. [950 CMR 32.08(2)]

To whom does the appeal go?

All appeals go to the Supervisor of Public Records.

Can you appeal a delay?

Yes. The statute says they need to respond within 10 days.

Do agencies have to tell you where to send your appeal?

Yes.

What if your appeal is denied?

Taking it to court is your only other option.

Where else can you turn?

Nowhere.

Are all appeals kept officially?

Yes. You can find them on the website of the Supervisor of Public Records.

Resources

Organizations

The following organizations offer resources for those seeking public records in Massachusetts.

Attorneys and Law Firms

The following attorneys and law firms have practiced public records law. Names marked with an asterisk have indicated a willingness to offer pro bono services on a case by case basis.

Successful appeals

The Secretary of State’s office posts appeals and their outcomes on its website.

News Stories on Public Records Laws in the State

Submit a new link

Blogs and feeds primarily focused on public records in Massachusetts

Public Records Guide and Advice

Newsletters

Big FOIA wins

Have a public records success story? Let us know!

Stats

Request Record
5520 Filed
1605 Completed
275 Rejected
2026 No Responsive Documents
258 Awaiting Acknowledgement
133 Awaiting Response
66 Requiring Action
340 Overdue
Appeals
28 appeals awaiting response
Allowed Response Time
10 days
Average Response Time
75 days
Success Rate
27.10%
Average Fee
$3668.32
8.86% of requests have a fee

Top Agencies See All

Agency Requests Pages Released
Boston Police Department 314 6,341
Massachusetts State Police 198 4,971
Massachusetts Bay Transportation Authority (MBTA) 95 2,538
Mayor's Office 89 17,488
Department of Transportation 84 9,510
Attorney General's Office 67 2,127
Cambridge Police Department 62 734
Department of Correction 48 284
Somerville Police Department 40 225
Worcester Police Department 36 286

Top Localities See All

Jurisdiction Requests Pages Released
Boston, MA 784 39,437
Cambridge, MA 163 2,884
Somerville, MA 161 5,051
Springfield, MA 75 398
Worcester, MA 70 1,287
Newton, MA 60 1,457
Suffolk County, MA 53 1,706
Brookline, MA 50 214
Lowell, MA 42 1,015
New Bedford, MA 37 927