Is there a special form I have to use to make a public record request?
There is no special form you must use to make a PIRT request. The City just asks that you place your request in writing with as much detail as possible and submit the request via e-mail, online PIRT system or mail to:
City of Greensboro
219 N. Church St.
Greensboro, NC 27402-3136
What is a public record?
The North Carolina General Statue (NCGS) 132-1(a) defines public record(s) as: “...all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, made or received pursuant to law or ordinance in connection with the transaction of public business by any agency of North Carolina government or its subdivisions. Agency of North Carolina government or its subdivisions shall mean and include every public office, public officer or official state or local, elected or appointed), institution, board, commission, bureau, council, department, authority or other unit of government of the state or of any country, unit special district or other political subdivision of government.”
What does PIRT stand for?
The City uses a 'public information request tracking' system to maintain and respond to all requests for public records. PIRT is the acronym for that system. PIRT is also commonly used as a shortcut term for 'public records request.' You will see both PIRT and public records request used interchangeably on this website.
What is listed on the City of Greensboro's Public Records Requests Web page?
On this page -- www.greensboro-nc.gov/PIRT -- you can place your request for a public record request, view the status of an open request, and review the information provided for any request placed since July 1, 2014 when the system went online.
What is the City of Greensboro's public records policy?
The Public Information Request Tracker (PIRT) system was developed to managed public records requests and provide residents with access to existing requests. This system provides transparency and visibility into the variety of requests received by the City and their current status.
It is the City's policy to comply with all requests for public records in accordance with the law. Review a copy of the City's public records policy, which was approved by City Council in September 2014.
How do I submit a public record request?
The City recommends filing a written public record request directly through the PIRT Administrator by e-mail. Please describe the information you are seeking with as much detail as possible and the format in which you would like the record in.
You may also submit the request through the City’s website or by mail to:
City of Greensboro
219 N. Church St.
Greensboro, NC 27402-3136
According to NCGS 132-6.2 (e), “Nothing in this section shall be construed to require a public agency to respond to a request for a copy of a public record by creating or compiling a record that does not exist.” Please be aware that the City's public records policy does not require the City to do research, analyze data or answer written questions.
Who handles public records requests?
The PIRT Administrator is the main contact for all PIRT requests. The PIRT Administrator can be reached by calling 336-373-2466 or e-mailing.
How is a public record request processed?
Any public record request (PIRT) that is expected to take longer than one business day (eight hours) to complete will be logged into the PIRT system and deemed a PIRT request.
If the information is readily available, it will be given to you the same business day without being logged into the PIRT system. After a PIRT is logged into the system, you will receive an e-mail response acknowledging the request with an assigned tracking number.
If the PIRT Administrator requires additional information before he/she can begin to process the request, he/she will contact you.
How long will it take to get an answer to my public record request?
The law does not state a specific response time. According to NCGS, 132-6 (a), “Every custodian of public records shall permit any record in the custodian’s custody to be inspected and examined at reasonable times and under reasonable supervision by any person, and shall, as promptly as possible, furnish copies thereof upon payment of any fees as may be prescribed by law.”
The City's PIRT Administrator will work on a timely, thorough and transparent response to all records requests. If a response takes longer than anticipated, the PIRT Administrator will contact you to provide an update on your request. Please take into account the volume of records requested. You may check the status of your PIRT request on the City’s website any time at www.greensboro-nc.gov/PIRT.
How much does it cost to make a public record request?
In most cases, public records are easily retrievable and provided electronically via e-mail at no cost to the City or requestor.Per NCGS 132-1(b), “The public records and public information compiled by the agencies of North Carolina government and its subdivisions are property of the people. Therefore, it is the policy of this State that the people may obtain copies of their public records and public information free or at minimal cost unless otherwise specifically provided by the law. Minimal cost shall mean the actual cost of reproducing the public record or public information.”When the PIRT request results in a minimum of 1,000 emails or hard copies, the special service charge will be applied. The special service charge will be the hourly rate in accordance with the lowest paid employee who would be conducting the work. The Public Records Administrator will provide the requestor with a written estimate and extend the option of the requestor paying the charge. The request or will be granted the opportunity to narrow the scope of the request. The requestor will be required to pay the City of Greensboro in advance of the request being fulfilled. If necessary work exceeds the estimate, an additional deposit will be required. Unused portions of the deposited funds will be refunded.
Are there exemptions to the North Carolina Public Records Law?
All records kept by the City of Greensboro are public unless they are exempt from disclosure under North Carolina Public Records laws, which include but are not limited to NC General Statutes chapters 132 and 160A-168. If a records request is denied, the City will cite the appropriate law that prohibits the disclosure. Also refer to the City's PIRT policy.