Massachusetts Public Records: A Complete Guide for Public Records in Massachusetts

Massachusetts Public Records: A Complete Guide for Public Records in Massachusetts


Public records in Massachusetts are governed by the Massachusetts Public Records Law, which is designed to ensure that government records are accessible to the public. 

 

Under this law, all records and documents created or held by state agencies, municipalities, and other public entities are presumed to be public records unless they fall under one of the law's exemptions.


Some examples of records that are generally available to the public include:


• Government meeting minutes and agendas
• Public employee salaries and benefits
• Court records, including criminal and civil cases
• Property records and tax assessments
• State and local budgets
• Environmental records
• Public safety records, such as police reports and accident reports


To obtain public records in Massachusetts, you can make a request to the appropriate public agency in writing, either by mail, email or in person. 

 

The request should include a specific description of the records you are seeking, and you may be required to pay a fee for copies of the records. If you wish to obtain public records in Massachusetts, the following article will provide you with all the methods to do so.

 

Woman's hand searching for documents at the filing cabinet


The Dictates of The Massachusetts Public Records Law  


First, the Massachusetts Public Records Act (MPRA) defines public records as governmental records held or maintained by Massachusetts-owned entities. 

 

The unique aspect of the Massachusetts public records act is that it exempts its executive, judicial, and legislative offices from releasing their records to any member of the public. 


Other records declared confidential and exempted from the public records act include medical files, personal documents, abuse or rape records, and every additional information that puts the safety of state residents at risk.


The MPRA bill dictates that all affected state offices respond to request applications within ten business days. Note that the response within this timeframe doesn't have to be an approval; it could be a denial or an explanation for why they need more time to gather the requested documents. 

 

In case of extension, the law approves 20 - 30 days as extra time for the offices. Meanwhile, a denial is not the end of your public record search; you may obtain a court order to see the document or send in another request to appeal the agency's decision.


Information Needed To Access Public Records In Massachusetts 


Here is some critical information to know if you're interested in accessing any public records in Massachusetts.


The Record Holder


All public records, including vital, court, criminal, property, and bankruptcy records, are held and maintained by a specific Massachusetts agency. You must identify which agency or department keeps the document you need before making any step. 


● Vital Records: Massachusetts Department of Health
● Criminal Records: Massachusetts Department of Justice or State Police
● Court Records: Massachusetts County Clerk's Office
● Property Records: Registry of Deeds: Massachusetts Land Records
● Bankruptcy Records: US Bankruptcy Court or National Archives and Records Administration


Once you have identified the specific agency, set to work uncovering the exact department that maintains or updates the records in this agency. For instance, the vital records unit in the state's health department supports and updates all vital documents like birth and death certificates in Massachusetts.

 

File Stack, file folder close up for background


Request Forms


Not all agencies prefer handwritten requests, so they provide request forms. Try to know all about the request forms for the specific record you request. 

 

These forms are usually available online at the Massachusetts agency's website and in person at the department's physical address. Print a PDF copy to complete and mail it to the agency's postal address. 


How To Request the Record:


Before submitting your request form or self-composed requests, ensure it is as specific as possible. Include precise dates, names, addresses, numbers, and other information to help the office locate the records as soon as possible. For instance, your vital records request must include the following:


● Your name
● Your relationship with the owner of the documents.
● The date of the event (birth, death, marriage, or divorce)
● The exact district in the event occurred
● The full names of the record owner


On the other hand, court records require your details, the search subject's personal information, the county court's address where the case was resolved, court judgments, and precise dates of court sessions. The more optimized your request is, the easier and quicker it is to obtain public records. 


Massachusetts Public Records Search: Standard Fees


All public agencies in Massachusetts charge different fees for rendering public record search services. The factors that determine the prices you pay include:


● The actual cost of producing a copy
● Amount of staff time expended on the search
● Cost of computer time
● Form of record
● Postage or delivery fees
● Other materials used
● Provision of additional copies 


All agencies provide an estimate of their fees in their physical address and websites. Typical costs to expect in popular record-holding offices include:


Massachusetts Court Records


Individual courts in Massachusetts have specific charges for their public record search services. For instance, the state's trial court charges at least $25.00 for each hour a staff uses to search for, retrieve, review, and produce document copies. While the Supreme Judiciary Court charges $1.00 per page for all reproduced public records.

  
Massachusetts Criminal records


The Massachusetts Department of Criminal Justice Information Services (DCJIS) charges a flat fee of $25 for each Criminal Offender Record Information report it provides. Note that there are additional fees for processing extra and certified records. 


Massachusetts Vital Records 


According to the Commonwealth of Massachusetts official website, The Massachusetts Registry of Vital Records and Statistics could charge up to $51 for the first copy of a certified vital record. Your total fees depend on the delivery form, whether by mail, in person, or online. 

 

Office worker taking an highlighted folder in the archive: database


Appeal Process for Denied Public Record Search Requests in Massachusetts 


If a Massachusetts government-controlled agency denies your requests or withholds certain information, you have the right to appeal their decision. 

 

File a complaint with the secretary of the commonwealth's public records division or visit one of the state's appellate courts to pursue legal actions. 

 

The Code of Massachusetts Regulations (CMR) defends all public member's rights to reject an agency's decision or seek more explanation.


Locating Inmate Records in Massachusetts 


Inmate information in Massachusetts is public records you can find using VINElink. You can optimize your search by including the offender's identification number. You only need to input the inmate's county address and facility. 


If you don't know this, you can use the inmate's complete last name and first initial of the first name to request their detailed inmate data. The inmate record registry website supports over 190 languages, and you can call in for support through the available Toll-Free Number, 866-277-7477. 


Bottom Line


Accessing public records on your own using Massachusetts agencies' database is only perfect when searching for only one type of record. 

 

If you seek many public records about a person, it's best you use third-party sites like Truepeoplesearch.io. It provides all public data in one result, efficiently saving time and effort.


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