Open Records Request

Request for Public Records

The City of Thomasville is committed to conducting City business in a manner that complies with all legal requirements, fosters citizen confidence in City government, and promotes efficient and effective governmental operations. The City of Thomasville recognizes the importance of communicating information to citizens and other interested parties and will cooperate in supplying requested information which is considered a matter of public record.

The Official Code of Georgia Annotated (O.C.G.A.) § 50-18-70 (a) defines a public record as all documents, papers, letters, maps, books, tapes, photographs, computer based or generated information, data, data fields, or similar material prepared and maintained or received by an agency or by a private person or entity in the performance of a service or function for or on behalf of an agency or when such documents have been transferred to a private person or entity by an agency for storage or future governmental use.

O.C.G.A. § 50-18-70 through 77, called the Georgia Open Records Act, establishes the right of every citizen to inspect and take a copy of all records except those specifically exempt from being open. Types of exempted documents that are not subject to disclosure are defined in O.C.G.A. § 50-18-72.

The City of Thomasville has three business days from the date of the request to determine if the requested records are open or closed. If the records are closed, the City will respond in writing specifying the legal authority for restricting access to the records. Otherwise, the records will be provided within the three-day period or a plan for providing access to the records will be provided to the requester.

Pursuant to O.C.G.A. § 50-18-70, if an individual has the right to inspect a record; he/she also has the right to make extracts or to make copies of the records under the supervision of the custodian of the records. If information is to be released, the requester will be allowed access, during normal business hours, to the documents containing the requested information.

Pursuant to O.C.G.A. § 50-18-71 et seq: the City will charge $0.10 per page for copies plus an administrative charge for the search, retrieval and any other direct cost, at the rate of the lowest paid City employee capable of providing the requested information. In the case of electronic records, the City may charge the actual cost of the media on which the records or data are produced. The first 10 pages and first 15 minutes of research time is FREE.

Note: If estimated administrative costs exceed $25.00, the requestor will be notified for indication of willingness to pay an amount that exceeds $25.00 for the administrative costs of search and retrieval of responsive information. Where estimated administrative costs of search and retrieval of responsive information exceeds $500.00, a 50% deposit may be required for such requests. If a deposit is paid based on the estimated administrative costs for the request, the remaining balance will reflect deposit paid as prior payment.

City of Thomasville employees do not have to prepare reports, summaries, or compilations of public records not in existence at the time of the request.

For more information, please contact Felicia Brannen, City Clerk, at (229) 227-7016.

Please provide a detailed request of what you would like a copy of in the “records requested” field below. All other fields are required before your request can be submitted. For a hard copy of this form, please click here.

Pursuant to the O.C.G.A. § 50-18-71 et seq: Be advised that the City will charge $0.10 per page for copies plus an administrative charge for the search, retrieval and any other direct cost, at the rate of the lowest paid City employee capable of providing the requested information. In the case of electronic records, the City may charge the actual cost of the media on which the records or data are produced. The first 10 pages and first 15 minutes of research time is FREE.

Note: If it is determined that the estimated staff time for research, retrieval and redaction of responsive information exceeds an estimated cost of $25.00, you will be contacted with the estimated time/cost for staff time to respond with responsive information. Where estimated administrative costs of search and retrieval of responsive information exceeds $500.00, a 50% deposit may be required.