Public Records: Definition, Types, and Uses  

Public records are part of everyday life, even if most people don’t think about them until they need one. A landlord checks ownership history. A reporter confirms a government decision. A family member requests a birth certificate. A business pulls a filing to confirm a company is real.

This guide breaks down what public records are, what types exist, how people use them, and how to request them. You’ll also see where access stops, since not everything held by the government is open to the public.

What is Public Record?  

Public records are documents that anyone can access. They show how our government works and what it does. These records include information, minutes, files, and accounts that government bodies must maintain and make available to everyone. Public record information plays a vital role in making government activities and decisions transparent and accountable.

Public records include many different types of documents:

• Government Documents: Birth certificates, death certificates, marriage licenses, and property deeds
• Legal Records: Court proceedings, legal filings, judgments, and lawsuits
• Corporate Filings: Information about businesses, such as articles of incorporation and business registrations
• Criminal Records: Arrest records and convictions (with certain limitations)
• Property Records: Information about ownership, sales, mortgages, and tax assessments
• Government Statistics: Census data, birth rates, tax payments, and voter registration rolls

The Freedom of Information Act (FOIA) was enacted in 1967 to keep citizens informed about their government’s activities. All but one of these states have created laws that make certain government records public, helping people understand how government decisions are made.

Citizens can hold officials accountable through public records. They use this information when voting, in court proceedings, and through media coverage. On top of that, it helps people protect their rights by providing proof of important life events or government interactions. Journalists rely on these records to report on government activities, judicial decisions, and potential misconduct.

Some government documents remain private. Records about physical or digital security, sensitive personal information, and those restricted by federal law are not public. States often protect legislative records, especially for certain offices or types of correspondence. More than that, juvenile records stay private except in cases of serious offenses.

You can find public records on government websites, in archives, or through special platforms. Some states charge fees to access these records. The U.S. system’s openness about institutional finances and government operations makes it a model for other countries.

How Public Records Are Used  

Public records play vital roles that go way beyond simple documentation. These records shape our society and help maintain democratic principles through their practical applications.

Government transparency and accountability  

Public records give citizens the ability to inspect governmental activities. Each state has specific laws governing access to public records. These laws let people look at almost any government record connected to public business. Most records can be disclosed, but there are exceptions. Private personnel information, litigation records, criminal investigatory materials, student records, and trade secret information remain protected. The public can hold officials accountable through voting, court proceedings, and media coverage.

Background checks and credit reports  

Bankruptcy is the only public record that appears on credit reports from the three national credit bureaus – Experian, TransUnion, and Equifax. Credit reporting agencies used to include civil judgments and tax liens, but stopped adding them to consumer credit histories in 2018. Public records on credit reports might require explanations to potential creditors, employers, and insurers. Some states allow employers to review motor vehicle records and other public information when evaluating job candidates.

Credit reports can give you a useful signal, but they don’t tell the full story. If you’re trying to assess someone’s financial risk for a permitted purpose, relying on credit reporting alone can leave gaps. Many records that affect real-world risk live outside what a credit bureau shows, and some items may be missing, delayed, or hard to interpret without added context.

That’s where private data platforms can help. They can surface related records that strengthen your review, such as property ownership, recorded liens, and bankruptcy history, so you’re not making a decision based on one narrow snapshot. For example, Searchbug’s Background Check can also return property ownership, bankruptcy, and lien data. With the Restricted Access Add-on, authorized users can also access driver’s license and SSN records to support stronger identity verification and risk assessment.

Journalism and investigative reporting  

Journalists rely on public records to uncover corruption and add substance to their stories. These documents help them verify sources, discover new leads, and spot patterns that might otherwise stay hidden. Public record requests have revealed how government agencies handle crises and how officials conduct their affairs. Journalists often face obstacles like delays, high fees, exemptions, and redacted documents.

Legal and court proceedings  

The Public Access to Court Electronic Records (PACER) service provides access to most court documents online. Users can instantly access more than 1 billion documents filed at federal courts. Case information costs $0.10 per page, with a $3.00 cap per document. Some documents remain restricted from public view, especially those with sensitive material like classified information, trade secrets, or details that could affect ongoing criminal investigations.

Academic and historical research  

Researchers use public records to study historical events, government decisions, and social trends. The National Archives keeps records that document military service, immigration, and other major historical events. Universities and researchers often need public records for their studies. They must work within laws like the Minnesota Government Data Practices Act that defines public versus private information.

How to Request Public Records  

Public records requests let you access information from government bodies at federal, state, and local levels. Learning to direct this process will give you timely access to the information you need.

What are public records requests?  

Public records requests are formal applications you submit to government agencies to access information under laws like the Freedom of Information Act (FOIA) for federal agencies. State and local levels operate under state-specific “sunshine laws” or “open records laws”. The FOIA allows anyone to request federal records. However, some states limit requests to their residents only.

Steps to file a request  

Here’s what you need to do to file a public records request:

1. Find the correct agency that has the records
2. Look up the agency’s website for existing online records
3. Send a written request through their online portal, email, mail, or fax
4. Add your contact details and describe the records you need
5. Tell them how you want to receive the records (electronic or physical)
6. Pay any required fees (these vary by jurisdiction)

Tips for narrowing your search  

A focused request speeds up response time and cuts costs. Point out specific time periods, people, or keywords. Give context that helps officials find exact records. Use key search terms, staff names, or specific document types to make your request more precise.

How long does it take to get a police report?  

You can usually get police reports within 3-10 business days after filing. Cases involving injuries or deaths might take several weeks, and in California, there are separate reporting duties that can run in parallel, such as filing Form SR-1 within 10 days when certain thresholds are met. Most jurisdictions tell you the estimated time during their first response.

Common challenges and delays  

The main hurdles include high request volumes, limited staff, and heavy redaction needs. On top of that, broad requests take longer to process. Agencies might use tiered response systems or charge extra fees for large requests.

State Laws and Limitations on Public Records  

US states have their own unique legal systems that control how people can get public records. These state laws substantially affect what information people can access and the ways they can get it.

Different names and laws by state  

States use various names for their public records laws. Arkansas, Connecticut, and Delaware call them Freedom of Information Act (FOIA). Colorado (CORA), Georgia, and Wisconsin use the term Open Records Act. Florida and Missouri know them as Sunshine Law, while New Hampshire and Pennsylvania call them Right to Know Law. Maryland and Texas use the Public Information Act. The time to respond varies by state – Arkansas takes 3 days, while Maryland and Wyoming give themselves 30 days.

Examples of state-specific exemptions  

States don’t share everything in their records. They usually keep these types of information private:

• Personnel records and attorney-client privileged communications
• Criminal investigative materials and student records
• Trade secrets and confidential commercial information
• Records compiled for litigation purposes
• Public utility records, 911 calls, and adoption records

Fee structures and cost variations  

State laws let agencies charge people to get records. The charges usually cover copying costs and sometimes staff time. All but one of these states handles fees differently. Thirty-one states include “actual costs” in what they charge. Nineteen states only charge for copying and labor. Twenty-eight states might waive fees in certain cases, especially when the request benefits the public.

What personal information is public record?  

Names, addresses, and contact details stay available in public filings. All the same, states require agencies to remove Social Security numbers, driver’s license information, medical records, and banking details. Property records, business filings, and court cases are usually public unless state laws specifically protect them.

Key Takeaway 

Public records help people confirm facts, make informed decisions, and keep government actions visible. They can support everything from property research and court work to journalism, hiring, and historical research.

Still, access has limits. Privacy rules, security concerns, and state-level exemptions can restrict what you can see, how fast you can get it, and what it costs. When you need records for a specific purpose, a clear and narrow request usually saves time and reduces fees.

Public records are a strong starting point. For certain permitted uses, private data platforms can also help fill in gaps when public sources don’t show enough context, especially in background and identity verification workflows.