Record format

Agencies do not have to create a record if the record does not exist. They also do not have to put the record into a specific format just because the requestor asked for it that way. However, if a record exists in a specific format, for instance a database, and the requestor asks for it in that format, the agency should provide it in that format.

Some databases may contain a mix of public and private information. In those instances, agencies may consider the time it takes to redact non-public information from databases in determining any fees. They may not deny access to the database simply because it contains information that is not public.

 

Form of request

      Agencies generally will require Public Information Act requests be made in writing and may gather appropriate contact information from the requester in order to contact him or her if problems arise or for notification when the records are available.

      Agencies may waive the written requirement for commonly requested records, and the Attorney General’s office recommends that agencies keep a list of commonly requested records which can be released without a written PIA.

      Written PIA requests also can help clarify what the requester wants. The reason someone wants a record or what he or she intends to do with it generally are not questions that records custodians should ask, but that may be asked in order to clarify the request.

 

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Maryland Public Information Act