Requesting Data

You have the right to request information from the government. Click here for a sample data request letter. You can also watch or listen to our instructional video: "How to Make a Data Request" on YouTube.

To submit a formal request for government data, you must send it to the right person and follow the government entity's policies.

Step 1: Who do I contact?
Step 1: Who do I contact?
- You must send your request to the responsible authority (RA) or a designee. You can find this information in the entity's data access policies. To locate the policies:
  - Search the entity's website for the data access policy.
  - Contact the government office that has the information and request the policy or ask for the name of the responsible authority (RA), or individual designated by the RA to handle data requests.
- If you cannot determine the RA, the law designates the following people:
  - Constitutional officers: the Governor, Secretary of State, Attorney General, State Auditor, and Legislative Auditor.
  - State agencies: the commissioner, chief executive officer.
  - In cities: city clerk or employee appointed by the city council.
  - In school districts: the superintendent or employee appointed by the school board.
  - In counties there are multiple RAs:
    - Each elected official (sheriff, county attorney, etc.)
    - The county coordinator or administrator or an employee appointed by the county board for data outside the elected officers.
    - County social services: the director of that office.
    - County veterans services: veterans service officer
Step 2: How do I ask for information?
Step 2: How do I ask for information?

Each office has its own policies you must follow. For example, the policy may require:
- A written request.
- You to ask someone other than the RA for the information.
- Prepayment for copies.
- You to provide identification for private information.
An entity may ask you to use their online tool or form. You may also write directly to the responsible authority.

Data requesters needing accommodations should reach out to the entity.
Step 3: What should my request include?
Step 3: What should my request include?

Note whether you want to inspect or receive copies. The government must respond if you ask to look at (inspect) or get copies of information, but does not have to respond if you have questions or ask to create data. For example:
- I would like to inspect all data about why the county board decided to end the park program. Correct.
- Why did the county board decide to end the park program? Incorrect.
You do not need to identify yourself when requesting public data. Some information may be needed to facilitate access to data or if you request access to private data about you.
Step 4: When can I expect a response?
Step 4: When can I expect a response?

If you are not the data subject, the government must respond within a reasonable amount of time. If you are the data subject, the government must respond immediately or within ten business days.

If you do not receive a response to your request, feel free to reach out to the Data Practices Office for assistance. These advisory opinions discuss timeliness in responding to data requests:
- Member of the public: Advisory opinions 19-010 and 02-020
- Data Subject: Advisory Opinions 18-010 and 18-005