How to File a Public Records Request in South Jordan, Utah

What Is the Government Records Access and Management Act (GRAMA)?

The Government Records Access and Management Act (GRAMA), Utah Code Title 63G, Chapter 2 (§§ 63G-2-101 through 63G-2-901), is Utah's comprehensive open records law and the state equivalent of the federal Freedom of Information Act. Under GRAMA, every person has the right to inspect a public record free of charge and to obtain copies during normal working hours.

GRAMA broadly defines a "record" as any book, letter, document, paper, map, photograph, film, tape, electronic data, or other documentary material prepared, owned, used, or retained by a government entity in the course of conducting public business (Utah Code § 63G-2-103). This includes city council meeting minutes, building permits, contracts, email correspondence, budgets, land use decisions, and police initial contact reports.

Not all records are equally accessible. GRAMA classifies records as public, private, protected, or controlled. Public records are fully accessible. Restricted classifications — such as personnel files, active law enforcement investigative records, and attorney-client communications — may be withheld, but the burden falls on the government entity to demonstrate that a specific classification applies. All records are presumed public unless otherwise expressly provided by statute (Utah Code § 63G-2-201(2)).

Read the full text of the Government Records Access and Management Act (GRAMA) (Utah Code Title 63G, Chapter 2 (§§ 63G-2-101 through 63G-2-901))

How to File a Public Records Request with the City of South Jordan

How to Submit Your Request

South Jordan City accepts GRAMA requests through its online form, available at sjc.utah.gov/261/Public-Records, which is the city's preferred and most efficient submission method. You may also submit a completed request form in person at City Hall, by mail to the City Recorder's Office at 1600 W. Towne Center Drive, South Jordan, UT 84095, or by email to info@sjc.utah.gov. While a specific form is not legally required, using the city's GRAMA Request Form ensures your submission includes all necessary information. GRAMA requires that every written request include your name, mailing address, daytime phone number, and a description of the records sought with reasonable specificity (Utah Code § 63G-2-204). Retain a copy of your request — you will need it if you later appeal a denial.

What to Include in Your Request

• Your full legal name
• Your mailing address
• Your daytime phone number
• A specific description of the record(s) requested (date ranges, subject matter, department, document type)
• Your preferred format for receiving records (electronic or paper copies)
• A request for a fee waiver, if applicable, with explanation of why disclosure is in the public interest
• Whether you are a media representative (this qualifies you for a 5-business-day response)

Response Deadlines and What to Expect

Under GRAMA, the City of South Jordan must respond to your records request as soon as reasonably possible, but no later than 10 business days after receiving a properly submitted written request (Utah Code § 63G-2-204). If your request qualifies as a media request — meaning you are seeking information for a story or report for publication or broadcast — the response deadline is shortened to 5 business days.

A "response" under GRAMA does not necessarily mean you will receive the records within that window. The city may: (1) provide the requested records; (2) provide a notice of denial explaining why records are withheld; (3) refer you to another entity that maintains the records; or (4) notify you that extraordinary circumstances require additional time, along with an estimated completion date.

GRAMA identifies specific extraordinary circumstances that may justify an extension — such as requests requiring review of a large volume of records or records in multiple locations. A busy office alone is not an extraordinary circumstance. If the city fails to respond within 10 business days without invoking extraordinary circumstances, that silence is treated as a deemed denial, which you may appeal.

The City of South Jordan currently charges 25 cents per page for paper copies. Additional fees may apply for records compiled in non-standard formats. Research or service fees may be charged as provided by Utah Code § 63G-2-203. Inspecting records in person is free of charge.

What to Do If Your Request Is Denied or Delayed

If the City of South Jordan denies your GRAMA request — in whole, in part, or by failing to respond — you have several options. Understanding the process is the first step to protecting your rights.

Common reasons for denial include a determination that records are classified as private, protected, or controlled under GRAMA; that records don't exist; that the request lacks sufficient specificity; or that a fee dispute cannot be resolved. A lawful denial must include the statutory basis for withholding and inform you of your right to appeal.

Under Utah's 2024 updates to GRAMA (HB 266), the appeals process now formally includes the Government Records Ombudsman as a free mediation option. Here is how escalation works:

First, the denial notice should direct you to the Chief Administrative Officer (CAO) — typically the City Manager — to whom you must appeal within 30 days of the denial. The CAO has 5 business days to respond (Utah Code § 63G-2-401).

If the CAO upholds the denial, you may seek free mediation with the Government Records Ombudsman at the Utah Division of Archives and Records Service. Seeking mediation pauses the appeal deadline (Utah Code § 63G-2-403). The Ombudsman can be reached through archives.utah.gov.

If mediation does not resolve the dispute, you may appeal to the Director of the Government Records Office within 30 days. The Director issues a written Decision and Order.

Finally, either party may seek judicial review in Salt Lake County District Court within 30 days of the Director's order (Utah Code § 63G-2-404). A court may award attorney fees and costs to a requester who substantially prevails in a judicial appeal (Utah Code § 63G-2-802).

Steps to Appeal

1. Contact the City Recorder informally to clarify any deficiencies in your request — sometimes a denial can be resolved without a formal appeal.
2. If formally denied, file a written appeal to the Chief Administrative Officer (City Manager) of South Jordan within 30 days of the denial notice, citing Utah Code § 63G-2-401.
3. Optionally, contact the Utah Government Records Ombudsman at the Division of Archives and Records Service (archives.utah.gov) for free mediation; this suspends your appeal deadline until mediation concludes.
4. If the CAO upholds the denial, file a written appeal to the Director of the Government Records Office, 346 S. Rio Grande St., Salt Lake City, UT 84101 (phone: 801-531-3851) within 30 days of the CAO's decision (Utah Code § 63G-2-403).
5. Attend or participate in a hearing before the Director; both parties may present testimony and evidence.
6. If dissatisfied with the Director's Decision and Order, file a petition for judicial review in district court within 30 days (Utah Code § 63G-2-404). The court reviews the matter de novo.
7. If you substantially prevail in district court, you may be awarded reasonable attorney fees and costs under Utah Code § 63G-2-802.

Types of Records You Can Request from South Jordan, Utah

South Jordan City government generates a wide range of public records in the course of its daily operations. Under GRAMA, the following types of records are generally public and available upon request.

• City Council meeting minutes, agendas, and audio/video recordings
• Mayor and City Council correspondence and communications
• City budgets, financial statements, and audit reports
• Contracts and agreements with vendors, developers, and service providers
• Building permits, inspection reports, and code enforcement records
• Land use applications, planning commission decisions, and zoning records
• Police initial contact reports and arrest logs (subject to applicable exemptions)
• City employee salary and compensation information
• Development agreements and impact fee schedules
• Water utility records, infrastructure plans, and environmental compliance reports
• City attorney billing records and contract summaries
• Grant applications and federal or state funding agreements
• Emergency management plans and public safety policies
• Business license records
• City policies, administrative rules, and internal procedures

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

Tips for Effective Public Records Requests in South Jordan