Iowa Public Records

Public records in Iowa consist of all documents created or maintained by a government body or public official. Per Iowa's public records law and administrative rules, all documents held by a government organization are open for public view or duplication unless such records are sealed or deemed confidential by law or court order. Interested members of the public have several options for retrieving Iowa public records. However, each requester is required to follow the standard procedure set forth by the record custodian.

Are Iowa Records Public?

Yes. The Iowa Open Records Law powers every taxpayer with the right to inspect, reproduce, and circulate a public record provided it does not fall under the prescribed exceptions outlined in section 22.7 of the Iowa Code or any other law. Despite the provisions of this law, custodians of public records are at liberty to sequester records considered confidential or sealed in "good faith" if the reason for restricting access to a record outweighs the public's statutory right to access them.

Iowa Code Sec. 22.7 contains over 70 defined exemptions for records restricted from public access. Some of such exemptions include:

Identifying and private information contained in student and personnel records;
Medical facility records, diagnosis, treatment, and counseling reports of patients and outpatients;
Proprietary knowledge that is acknowledged and protected by law;
Attorney-client privilege records, especially those that involve suits filed by or against a government agency;
Reports of crisis intervention created by law enforcement agencies to aid peace officers in handling circumstances related to persons with mental health crises, substance abuse situations, or accommodation problems;
Appraisal information of real estate or personal property whose sale or purchase bargain is yet to be finalized or that has not been presented to the property owner or other stakeholders;
Criminal investigation files of a law enforcement agency, except for arrest records and criminal history information;
Personal information and personnel records of government officials, employees, and agencies;
Reports that contain the identity of individuals infected with a renowned disease submitted to the Iowa Department of Public Health or any other local health division;
Records containing personally identifiable data persons with ownership rights of public bonds or commitments;
Records that may reveal the location or city where an individual under state protection is located.

Iowa Public Records Act

The Iowa Public Records Law encoded in chapter 22 of the Iowa Code is designed to give the general public access to review, copy, and transmit public government records regardless of their form. The state government enacted this law to ensure openness, transparency, and public scrutiny of government operations.

The law defines public records as comprising all types of recordings, manuscripts, video and audio tapes, photographs, and any other data belonging to or created by a state, county, municipality, town, district, or division. This definition includes printed materials, computer documents, electronic and dispatched mail, worksheets, account statements, receipts, PowerPoint slides, and payroll information.

The public's right to inspect a public record in Iowa includes the liberty to review a public record for free and to take photographs of it while it is still in the physical custody of the lawful custodian of the public record. Some examples of Iowa public records include:

Budgeting and financial disbursement records;
Property deeds and lease agreements;
Guidelines, strategies, and approaches used by government bodies;
Travel refund papers;
Arrest and criminal history records;
Court records ad case information;
Marriage certificates, birth, death, and divorce records;
Judicial and administrative records;
Payroll and employee earnings information;
Meeting Minutes, agendas, and reports of government committees related to public issues.

How Do I Find Public Records in Iowa?

The preliminary step to locating a public record in Iowa is confirming the type of record being. The record custodian and the procedures for obtaining a public record will depend on its type. For example, court records, vital records, and property records in Iowa have different custodians, and the process for obtaining copies of each differs. Thus, knowing the type of record sought will help a requestor determine the designated custodian and how to obtain it.

Inquirers may then proceed to contact the legal custodian of the record to verify its availability and clarify the procedure for accessing those records. Custodians of public records in Iowa are mandated by law to notify the public about their official procedures for accessing public records using readily available channels, such as their authorized websites. The contact information of public agencies in Iowa may be accessed on the state's agency directory.

To make record requests, inquirers must submit filled request forms supplied on the agency's website or handwritten requests physically, electronically, via mail, or by telephone. In-person record requests can be submitted during working hours on weekdays, excluding public holidays. Completing a record request form will usually require the requestor to provide the following:

The requestor's name
Contact information of the requestor, including a return address and preferred mode of record delivery
A case number, page number or docket number depending on the record type
A specific description of the requested record with sufficient details to facilitate a record search
Proof of payment for request fees where applicable
Other details that will aid the retrieval and delivery of the record.

The Iowa open records law permits government bodies to demand a rational fee for responding to records requests. However, such fees must not exceed the actual cost of services provided, as stated in Chapter 22.3. When a record custodian charges for this administrative service, the fees are usually payable by checks, cash, debit/credit cards, or money orders.

Find Iowa Public Records Free

Iowa law has some provisions for free access to public records. Section 22.2(1) of the public records law allows members of the public to physically examine public records and take photographs of documents at no cost as long as those records are in the possession of the legal custodian. Therefore, interested persons can visit the custodian's office to inspect or make pictorial copies with a personal gadget for free.

Alternatively, most government agencies at State, County, and City levels maintain online databases that make public records readily available for inspection free of charge. Some of such portals are listed below:

Iowa Courts Online Electronic Docket Record Search for trial and appellate court records;
County property records databases. For example, the Story County GIS Property search website maintained by the Auditor's office;
The parcel search portal managed by the Iowa City Assessor office.

What Happens if I Am Refused a Public Records Request?

A requestor whose public record request was denied has two options of appeal:

Employ the services of an attorney to seek legal redress and release the records in court.
Submit a complaint with the Iowa Public Information Board (IPIB) in charge of settling disputes related to public record requests. This option does not require the requester to hire a lawyer and is free. Complaints can be submitted online and must be filed at most 60 days after the request was denied for it to be heard by the IPIB.

How Long Does It Take to Obtain an Iowa Public Record?

It depends. The Iowa public records law does not specify a fixed period for responding to record requests. Still, Chapter 22.8 permits public agencies a reasonable and necessary delay that must be at most 20 days in obliging a record request in some cases.

Typically, record requests take about 10 working days to be processed. Still, this time frame may be influenced by the quality or volume of the record, the availability of personnel to facilitate the search process, and other necessary procedures involved in retrieving public records.