How to Request Police Reports and 911 Recordings

Why do 911, dispatch, and police records matter?

One ProPublica reporter lists computer-assisted dispatch reports and 911 phone call recordings among the records he would request when investigating police violence ^[1]. One reporter lists computer-assisted dispatch reports and 911 call recordings among the records he would request when investigating police violence ^[1].

This guide covers what to ask for, how states differ, and how to file a request. Treat it as a map, not legal advice.

Video from NPC Journalism Institute (National Press Club Journalism Institute). Open at youtube.com. Content from youtube.com loads only if you click.

Which law governs your request?

Start with your state. The laws that decide what counts as public vary by state ^[1]. The Reporters Committee for Freedom of the Press publishes a state-by-state guide to 911 tapes and police records ^[2].

Texas gives one example. Its Public Information Act says an officer for public information must promptly produce public information on application by any person ^[3]. The governmental body may not ask why you want the information ^[3].

Another state's rules may differ from Texas, so check your own state's law before you file ^[1].

Which records should you ask for?

Do not ask only for "the report." Ask for each kind of record that may exist.

• Incident, accident, and arrest records. In Montana, accident reports, police blotters, 911 tapes, and initial arrest records are all public criminal justice information ^[4].
• Basic arrest information. In Texas, the law-enforcement exception does not cover basic information about an arrested person, an arrest, or a crime ^[3].
• Records of calls and response. California's section 7923.615 applies to the time, substance, and location of complaints or requests for assistance, and the time and nature of the response ^[5].
• 911 audio. One reporter lists 911 call recordings among the records to request ^[1].
• 911 transcripts. In Minnesota, a written transcript of a 911 recording is public unless it reveals the identity of a protected individual ^[6].
• Dispatch or computer-assisted dispatch reports. One reporter lists them as a record to request ^[1].

In Texas, the law covers inspection, duplication, or both. You can ask to look at a record, get a copy, or do either ^[3].

Dispatch records can matter even when audio is closed. A New York trial-court decision quoted by the Reporters Committee said a municipality's own dispatch records that resulted from 911 calls would have to be produced ^[2].

How do states treat 911 audio?

States do not agree on 911 audio. The Reporters Committee's guide shows several different approaches ^[2].

Open, with limits:

• In Texas, tape recordings of calls to 911 constitute public information ^[2].
• In Arizona, 911 tapes are available to the public unless the government puts forward an interest that justifies withholding them ^[2].

Transcript instead of audio:

• In Minnesota, the audio recording of a 911 call is private data with respect to the person making the call. A written transcript is public unless it reveals a protected person's identity ^[6].
• The person who requests the transcript pays the actual cost of transcribing the call ^[6].

Document · Minnesota Office of the Revisor of Statutes

Minnesota Statutes 13.82 - Comprehensive Law Enforcement Data

Open at revisor.mn.gov

Document from Minnesota Office of the Revisor of Statutes. Open at revisor.mn.gov. Content from revisor.mn.gov loads only if you click.

Listen, but do not copy:

• In North Dakota, 911 audio is an exempt record. On request, you may listen to it, but you may not copy or record it ^[2].

Balancing test:

• A Pennsylvania statute exempts 911 tapes unless the public interest outweighs any interest against disclosure ^[2].

Court order or no general release:

• A Mississippi statute says 911 recordings shall not be released to other parties without a court order or subpoena ^[2].
• New York County Law bars a general release of records of calls made to an E911 system ^[2].

So if the audio is closed in your state, ask about the transcript and the dispatch records. Those may be handled under different rules ^[6]. ^[2]

What do police agencies withhold or redact?

Expect some redactions. Information an agency considers off limits may be redacted, and a response may take time ^[1].

Common grounds, from the laws in this guide:

• Active cases. In Texas, law-enforcement information may be withheld if release would interfere with the detection, investigation, or prosecution of crime ^[3].
• Basic information. Texas law says this exception does not cover basic information about an arrested person, an arrest, or a crime ^[3].
• Safety. California agencies must make listed information public, except where disclosure of a particular item would endanger the safety of a person involved in an investigation ^[5]. ^[7]
• Victim names. In California, a victim's name in certain listed cases may be withheld at the victim's request, or a parent's or guardian's request if the victim is a minor ^[5].
• Caller identity. Minnesota's public transcript is not public if it reveals the identity of a protected individual ^[6].

Read what the agency gave you and note what it removed.

How do you file a request?

Follow these steps.

1. Find the agency and the law. Identify the agency that holds the record, then read your state's public records law and the Reporters Committee's guide for your state ^[1].
2. Name the incident. Give the date, time range, location, and any incident or case number you have. Wisconsin, for one, requires requests for 911 tapes to be reasonably limited and defined ^[2].
3. List each record type. Ask for the incident report, arrest information, 911 audio, transcript, and dispatch records. Your state may open one and close another ^[1]. ^[6]
4. Identify yourself plainly. Give your name and contact details. You do not need a credential to ask in Texas, because the law says any person may apply ^[3]. If you want a way to document your work for other purposes, see how a press credential can document your work. An NPA credential does not give you legal rights or access to records.
5. Skip the sales pitch. In Texas, the agency may not ask how you will use the information ^[3]. Another state may differ, so check.
6. Ask about cost. Minnesota, for example, makes the requester pay the actual cost of transcribing a call ^[6]. Ask whether fees apply before you commit.
7. Keep proof. Save a dated copy of what you sent and any reply, so you can follow up ^[1].

How do you find out what records exist?

Use retention schedules. Government agencies use them to track which records they keep and how long they hold onto them ^[1]. Ask the police department or dispatch center for its schedule, then request the record types it lists.

Dispatch records are a good place to look. One reporter lists computer-assisted dispatch reports among the records to request ^[1].

What if the agency is slow or says no?

Know your deadline. In Texas, an officer who cannot produce public information within 10 business days must certify that fact in writing to you ^[3]. Other states may differ, so check your state's law ^[1].

If the agency is unsure what you want, it may ask you to clarify. In Texas, the law allows that ^[3]. Answer quickly and in writing, and keep your request narrow.

If you get a denial, read the exemption the agency cites. Compare it to your state's law and the Reporters Committee's guide ^[1]. ^[2]

If you report on your own, you can join the National Press Association as an independent journalist and use it to document your work. Membership does not change what the law gives you.

When should you get legal help?

A request is not a lawsuit. But if an agency denies records you believe your state's law makes public, talk to a lawyer who handles public records cases. Check your state's law for how to challenge a denial ^[1].

This guide covers only the facts in its sources. It does not cover every exception or appeal route in every state.

Checklist before you send

• Confirm which state law governs and read its police and 911 rules ^[1].
• Name the incident with date, time, place, and case number ^[2].
• Ask separately for the report, arrest data, 911 audio, transcript, and dispatch records ^[1].
• Ask about fees and about the retention schedule ^[6]. ^[1]
• Note your deadline and log your follow-ups ^[3].
• Plan for redactions and read them closely ^[1].

For more on documenting your work, read our guide to press credentials for independent reporters.