How to File a Public Records Request in Richmond, Kentucky

What Is the Kentucky Open Records Act?

The Kentucky Open Records Act (KORA), codified at KRS §§ 61.870–61.884, was enacted by the General Assembly in 1976 and substantially revised in 1986, 1992, 1994, and again in 2021. The Act establishes that "free and open examination of public records is in the public interest" and grants Kentucky residents the right to inspect and receive copies of records held by any public agency, including city governments like Richmond.

Public records under KORA include any materials — regardless of physical format — that are prepared, owned, used, possessed, maintained, or retained by a public agency. This includes city commission meeting minutes, permits and zoning applications, city contracts and vendor agreements, law enforcement incident reports (subject to limited exceptions), budget documents, and government emails. Electronic records are fully covered.

The Act contains a defined list of exemptions under KRS 61.878, including records where disclosure would constitute a clearly unwarranted invasion of personal privacy, active law enforcement investigative files, preliminary drafts and inter-agency memoranda, personnel records, and attorney-client privileged communications. All exemptions must be strictly construed. When a record is withheld, the burden of proof rests entirely on the agency — not the requester — to demonstrate that an exemption applies.

Read the full text of the Kentucky Open Records Act (Kentucky Revised Statutes §§ 61.870–61.884)

How to File a Public Records Request with the City of Richmond

How to Submit Your Request

Richmond processes open records requests through the City Clerk's Office, which serves as the official custodian under KRS 61.879–61.884. The city maintains an online open records request form at richmondky.gov/government/open_records_request.php, which you may complete and submit electronically. You may also submit your request by emailing the City Clerk directly, mailing a written request to City Hall, or delivering it in person during regular business hours. While no specific city form is required — the Act permits requests in any written form — using a clear written request that precisely describes the records you seek will help the city respond accurately and promptly. Include your name, contact information, and a statement that you are a Kentucky resident, as required by KRS 61.872. The city charges $0.10 per released page for copies.

What to Include in Your Request

• Your full name and mailing address or email address
• A statement that you are a resident of the Commonwealth of Kentucky (required by KRS 61.872)
• A clear and specific description of the records you are requesting (dates, document types, subject matter)
• The format in which you wish to receive the records (paper copies or electronic)
• A fee threshold you authorize, or a request for a fee waiver if applicable
• Your preferred method of contact for follow-up questions or clarifications
• Any applicable reference numbers (e.g., case number, permit number, meeting date)

Response Deadlines and What to Expect

Under KRS § 61.880(1), a public agency must determine within five business days (excluding Saturdays, Sundays, and legal holidays) after receiving a request whether to comply, and must notify the requester in writing of its decision within that same period. The City of Richmond's own open records request form confirms that "a determination will be made within five (5) business days from the date an application is received."

A response within the deadline does not necessarily mean you will have your records in hand — it means the city must acknowledge your request and inform you whether it will comply, partially comply, or deny the request. If the records are not immediately available, the city should provide a timeline for production. Under KRS 61.872(5), if the records are in active use or in storage and cannot be made available within five business days, the agency must notify you and provide the earliest date on which they will be available.

If any portion of your request is denied, the city must identify the specific KRS 61.878 exemption that applies and briefly explain how it applies to the withheld record under KRS 61.880(1).

For copying, the City of Richmond charges $0.10 per released page. For non-commercial requests, the city may not charge for staff time, only for the actual cost of materials and reproduction. If you believe a fee is excessive, you may contest it through the appeals process.

What to Do If Your Request Is Denied or Delayed

If the City of Richmond denies your open records request — in whole or in part — the response must explain which specific exemption under KRS 61.878 applies and why. A blanket denial without justification is itself a violation of the Act. If the city fails to respond within five business days, that silence may also constitute a de facto denial that you can appeal.

Common reasons for denial include claims of personal privacy (KRS 61.878(1)(a)), active law enforcement investigation records (KRS 61.878(1)(h)), preliminary drafts or internal deliberative documents (KRS 61.878(1)(i)-(j)), and records whose disclosure is prohibited by other state or federal law. However, even legitimately exempt records must be identified, and any non-exempt portions must be produced.

Your first step is to contact the City Clerk directly and ask for clarification. Sometimes a denial results from an overly broad request or a misunderstanding of what you are seeking. Narrowing or clarifying your request can resolve the issue without formal escalation.

If informal resolution fails, you have two formal pathways. First, you may appeal to the Kentucky Attorney General under KRS 61.880(2) by submitting a copy of your written request and the city's written denial. The AG must issue a decision within 20 business days. If the AG rules in your favor and the city does not appeal within 30 days, the decision has the force of law. Second, you may bypass the AG entirely and file an original action in Madison Circuit Court under KRS 61.882.

In court, the burden of proof is on the City — not on you — to justify withholding. Under KRS 61.882(5), if you prevail and the court finds that records were willfully withheld, you may be awarded reasonable attorney's fees and costs, plus up to $25 per day for each day access was improperly denied.

Steps to Appeal

1. Contact the City Clerk to clarify or narrow your request; many denials result from ambiguity that can be resolved informally.
2. Review the city's written denial to confirm it identifies the specific KRS 61.878 exemption and explains how it applies to each withheld record.
3. If the denial is inadequate or unjustified, file an appeal with the Kentucky Attorney General's Office under KRS 61.880(2) by submitting copies of your written request and the city's response.
4. The AG must issue a written decision within 20 business days (subject to extension); the decision has the force of law if neither party appeals to Circuit Court within 30 days.
5. Independently of the AG process, you may file an original action in Madison Circuit Court under KRS 61.882 — you do not have to exhaust the AG appeal first.
6. In Circuit Court, the burden of proof is on the City of Richmond to justify withholding; the court may also conduct an in camera inspection of disputed records.
7. If you prevail and the court finds willful withholding, you may be awarded reasonable attorney's fees, costs, and up to $25 per day for each day access was wrongfully denied under KRS 61.882(5).

Types of Records You Can Request from Richmond, Kentucky

Richmond city government generates a broad range of public records through its daily operations. The following types of records are commonly requested from city agencies and are generally subject to disclosure under the Kentucky Open Records Act.

• City Commission meeting minutes and agendas
• City budget documents, financial statements, and audit reports
• City contracts and vendor agreements
• Building permits and zoning applications
• Code enforcement inspection reports and violation notices
• Police incident reports (non-exempt portions)
• City employee salary and compensation records
• Economic development agreements and tax incentive records
• Planning and zoning board decisions
• Public works project records and construction contracts
• City-owned property records and deed transfers
• Environmental compliance and utility records
• Grant applications and award documents
• City ordinances and municipal code amendments
• City Manager correspondence and administrative records

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Richmond to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Richmond