Charging Fees for Open Records Requests

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

• Online Capabilities:  
  • For process efficiency, DPS prefers to communicate, receive requests, and provide available, responsive materials electronically. 
  • Please visit the EPORTS portal, which allows 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.
  • Alternatively, please submit requests to [email protected].  [The request will be reviewed and logged, and an Open Record Request number will be assigned manually, which may require additional time.]
  • 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.
  • Pursuant to the Open Records Act, a request is deemed complete, and the payment is due, when the record is made available, whether it was inspected or accepted by the requester or not. OCGA 50-18-71(c)(3).
• 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 the 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.
  • The preferred method of payment is online payment when available. Otherwise, a check or money order must be sent to:
    • The Georgia Department of Public Safety
    • Attention: Open Records Unit
    • REFERENCE ORU# ________________
    • 959 United Avenue SE
    • Atlanta, Georgia 30316
• 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 for the actual costs.  If the invoice differs from the estimate, DPS will refund any overage or seek the outstanding costs.

THE CHARGING CHART: