Charging Fees for Open Records Requests

Charging for Requests [O.C.G.A. § 50-18-72]

  • On-Line Capabilities: 
    • For process efficiency, DPS prefers to communicate, receive requests, and provide available, responsive materials electronically. 
    • Please review the DPS website for the launch of EPORTS, which will allow requestors to seek and receive copies of citations, incident reports, and crash reports by electronic means.
    • With EPORTS, the requestor may utilize a cellphone or computer to pay the charges associated with any request.
    • Until EPORTS is rolled out, please submit requests to: openrecords@gsp.net.  We will immediately acknowledge the receipt of your request and open a file.
    • Please do not submit the same request through multiple formats (e.g., both by US Mail and email), as this will result in your receiving multiple responses and being charged for each request you make. 
  • Criteria for Charges: 
    • The Charging Chart is a billing table of approved fees, based on the resources required to fulfill each type of request.  This notice to requestors both provides transparency and enhances our operational efficiency.   
    • For each cost represented on the Charging Chart, DPS has examined the methodology, time, and salaries associated with search, retrieval, review, copying, scanning, redaction, and production (“Production Tasks”) for categories of frequently requested materials created and maintained by different divisions and units within DPS.
    • The Charging Chart uses the lowest prorated hourly salary of the full-time employee with the required skill and training to perform a necessary Production Task, within each category of requested materials.   
    • The Charging Chart includes a deduction of the first fifteen (15) minutes of work performed for each category of materials.
    • Because the Charging Chart only reflects values for frequently requested materials, DPS will calculate and provide other charges for requested documents not contemplated by the Chart.
  • Estimates, Invoices, and Payment:
    • DPS will provide an estimate to the requestor when the reasonably anticipated costs for Production Tasks exceed $25 and will defer the Production Tasks until the requestor agrees to pay estimated costs.  
    • If the requestor does not provide consent for payment within two (2) weeks of the estimate, DPS must close the file.  A new request must be opened if the requestor later seeks the same responsive materials.
    • Following the Production Tasks, DPS will provide an invoice to the requestor for payment. 
    • The preferred method of payment is on-line payment, when available. Otherwise, a check or money order must be sent to:
        • The Georgia Department of Public Safety
        • Attention: Open Records Manager
        • REFERENCE ORU# _____________________
        • P.O. Box 1456
        • Atlanta, Georgia 30371
    • If the reasonably estimated costs exceed $500, the requestor must pay in advance of the Production Tasks. Once the Production Tasks are complete, DPS will provide an invoice of the actual costs.  If the invoice differs from the estimate, DPS will refund any overage or seek the outstanding costs.

 

THE CHARGING CHART:

Crash Report

$5.00 each

Incident Report

$2.00 each

Citation

The first citation is FREE;

$1.00 charge for each additional citation, daily

SCRT File(s)

(Written Materials)

10 pages FREE;

$0.25 per page thereafter, which represents the costs of review and redaction (and is not a copy fee). 

PLUS, Production to Media Device

PLUS, Cost of Media and Mail             

Video (not dashcam)

(e.g. Witness Statements)

$0.50 for each minute of video, which represents review for and any redactions.

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Personnel File  

$0.25 per page, which represents the costs of review and redaction (and is not a copy fee). 

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Office of Professional Standards/Internal Affairs File(s)

10 pages FREE;

$0.25 per page thereafter, which represents the costs of review and redaction (and is not a copy fee).               

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Dashcam Videos

 

$10.00 for download

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Photos

$5.00 for download, including any review and redaction

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Motor Carrier Compliance Division Records

$0.25 per page, which represents the costs of review and redaction (and is not a copy fee). 

PLUS, Production to Media Device

PLUS, Cost of Media and Mail   

Production to Media Device

$2.00 for copy onto 1 DVD

$2.00 for copy onto 1 jump drive

Cost of Media and Mail

DVD = FREE

JUMP DRIVE = $5.00

SHIPPING BY MAIL = $3.00 each item.