How to File a Public Records Request in Pearl, Mississippi

What Is the Mississippi Public Records Act of 1983?

The Mississippi Public Records Act of 1983, codified at Miss. Code Ann. §§ 25-61-1 through 25-61-19, declares that all public records are public property and guarantees any person the right to inspect, copy, or mechanically reproduce records held by any public body. Notably, you do not need to be a state resident, a certain age, or even a U.S. citizen to file a request. The Act covers any department, agency, board, commission, or municipal corporation created by constitution, law, executive order, ordinance, or resolution — which includes the City of Pearl and all its departments.

Public records under the Act are broadly defined to include all books, papers, accounts, letters, maps, photographs, films, cards, tapes, recordings, and any other documentary materials — regardless of physical form — that have been used, are in use, or were prepared, possessed, or retained for use in government business. This encompasses emails, contracts, meeting minutes, permits, budgets, and electronically stored data.

The Act does carve out exemptions. Common exclusions include personnel files (§ 25-1-100), attorney work product (§ 25-1-102), active law enforcement investigative reports (§ 25-61-12), trade secrets and confidential commercial information (§ 25-61-9), individual tax records, hospital records, and judicial deliberation records. However, if a record contains both exempt and non-exempt material, the agency must redact only the exempt portions and release the rest. The burden of justifying any withholding falls on the City — not on you.

Read the full text of the Mississippi Public Records Act of 1983 (Mississippi Code Annotated §§ 25-61-1 through 25-61-19)

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

How to Submit Your Request

The City of Pearl requires requesters to use its official Public Records Request Form (revised October 2024), available as a PDF download from the City Clerk's Office webpage. The completed, signed form can be submitted by email to kscouten@cityofpearl.com, mailed to the City Clerk's Office at 2420 Old Brandon Road, Pearl, MS 39208, or delivered in person to City Hall during regular business hours (Monday through Friday, 8:00 AM to 5:00 PM). Your signature is required on the form; the City will not process unsigned requests. By submitting the form, you acknowledge that you understand the request is governed by the Mississippi Public Records Act of 1983 and that any actual costs of compliance — including copying and mailing — may be charged to you. Contact City Hall at (601) 932-2262 with questions about the process.

Download Required Form

What to Include in Your Request

• Your full legal name and mailing address
• A daytime phone number and/or email address for follow-up
• A clear, specific description of the records you are seeking (type of document, date range, department)
• Your preferred format for receiving records (paper copies, electronic files, etc.)
• Your signature (required — requests cannot be processed without it)
• A statement of your preferred method of delivery (pickup, mail, or email)
• An acknowledgment that you understand you may be responsible for actual costs of compliance

Response Deadlines and What to Expect

Under Miss. Code Ann. § 25-61-5, the City of Pearl's response timeline depends on whether the City has adopted written procedures for handling records requests. If the City has adopted written procedures — which it has, given its official request form and published policy — it must produce or deny records within 7 working days of receiving a written request. If no written procedures had been adopted, the default deadline would drop to just 1 working day.

A response within 7 working days does not necessarily mean you will receive the records themselves — the City may acknowledge your request and indicate that additional time is needed. If the City cannot produce records within the 7-day period, it must provide you with a written statement explaining the delay and an estimated production date. The law permits the City to extend its response by up to an additional 7 working days for cause, for a total maximum of 14 working days under § 25-61-5(1)(b).

Fees for public records must be collected in advance of compliance. Under Miss. Code Ann. § 25-61-7, fees are capped at actual cost — including staff time at the rate of the lowest-level competent employee, copying, and postage. The Mississippi Ethics Commission has stated that $0.15 per page is a standard and reasonable photocopying charge. There is no statutory fee waiver in the Act, but you may ask the City to consider waiving fees if your request is in the public interest.

What to Do If Your Request Is Denied or Delayed

If the City of Pearl denies your records request, Mississippi law requires that the denial be in writing and include the specific statutory exemption relied upon for each withheld record under Miss. Code Ann. § 25-61-5(3). A vague or blanket denial — without citing a specific exemption — is itself a violation of the Act. If you receive such a denial, that failure can form part of your appeal.

Common reasons for denial include: records falling under active law enforcement investigative exemptions (§ 25-61-12), personnel file protections (§ 25-1-100), attorney-client privilege or work product (§ 25-1-102), and trade secrets or confidential commercial information (§ 25-61-9). In each case, the City must redact only the exempt material and release the remainder — a complete refusal is only justified if the entire document is exempt.

If your request goes unanswered for more than 14 working days, treat it as a constructive denial and proceed with the steps below. You are not required to exhaust administrative remedies before going to court, but attempting informal resolution first is often faster and cheaper.

Mississippi does not have a general three-year statute of limitations specifically for MPRA suits; consult an attorney about timing if you are considering litigation. If you prevail, the court may impose monetary liability on the individual who wrongfully denied your request, up to $100 per violation plus your reasonable costs under Miss. Code Ann. § 25-61-15.

Steps to Appeal

1. Contact the Pearl City Clerk directly and ask for a written explanation citing the specific exemption for any denied or withheld records, as required by Miss. Code Ann. § 25-61-5(3).
2. Request a copy of the City's official public records policy to understand any internal appeal or review process the City may have adopted.
3. If the City has an internal appeals process, submit a written appeal to the appropriate City official (such as the Mayor or City Attorney) referencing the denial and the specific records sought.
4. File a complaint with the Mississippi Ethics Commission, which is authorized to enforce the MPRA under Miss. Code Ann. § 25-61-13. The Commission forwards the complaint to the public body, which then has 14 days to respond. The Commission may dismiss the complaint, mediate a resolution, or hold a formal hearing and issue an order.
5. File a petition in the Rankin County Chancery Court to compel production of records or to enforce or appeal an Ethics Commission order, under Miss. Code Ann. § 25-61-13. You do not have to exhaust administrative remedies first — you may go directly to chancery court, but must serve written notice on the Ethics Commission at the time of filing.
6. If successful in court, seek monetary liability against the individual who denied access. Under Miss. Code Ann. § 25-61-15, a person who wrongfully denies access to non-exempt records may be held personally liable for up to $100 per violation plus all reasonable expenses you incurred in bringing the proceeding.
7. Consider reaching out to the Mississippi Center for Justice (impact@mscenterforjustice.org), which has represented requesters in MPRA disputes and may offer assistance in appropriate cases.

Types of Records You Can Request from Pearl, Mississippi

The City of Pearl produces and retains a wide range of records in the ordinary course of city government. Under the Mississippi Public Records Act of 1983, the following types of documents are generally available for public inspection and copying.

• City Council and Board of Aldermen meeting agendas, minutes, and resolutions
• City budgets, financial statements, and annual audit reports
• Contracts and agreements between the City and private vendors or contractors
• Building permits, zoning applications, and land-use approval records
• City ordinances and municipal code amendments
• Police Department incident reports (narrative descriptions of alleged offenses under § 25-61-3(e))
• Fire Department call logs and inspection reports
• Public Works project plans, bids, and expenditure records
• Community Development planning documents and permit applications
• City employee salary and compensation records (aggregate/position-level)
• Correspondence between City officials relating to public business
• Grant applications and awards received by the City
• Environmental compliance records and utility infrastructure reports
• City-owned property records, deeds, and easements
• Records of administrative enforcement actions and municipal court dispositions

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

Tips for Effective Public Records Requests in Pearl