Your Comprehensive Guide to Indiana Public Records
Indiana Public Records
Public records in Indiana encompass a wide range of documents, files, and information maintained by state and local government agencies. These records serve as official documentation of government activities, transactions, and decisions that affect Indiana residents. The state of Indiana maintains a robust system for organizing, preserving, and providing access to these records in accordance with state transparency laws.
Indiana's public records system is designed to promote government accountability and transparency while balancing the need to protect sensitive information. Various state agencies are responsible for maintaining different categories of records, from vital statistics and property information to court records and business filings. Understanding how to navigate this system is essential for residents seeking information about government operations or personal records.
The Indiana Access to Public Records Act (APRA), codified under Indiana Code 5-14-3, establishes the framework for public access to government records. This law presumes that all government records are open to public inspection and copying unless specifically exempted by statute. The Office of the Public Access Counselor (PAC) provides guidance on the implementation of this law and helps resolve disputes related to public records requests.
Are Indiana Records Public?
Yes, most government records in Indiana are considered public under the Indiana Access to Public Records Act. The law establishes a presumption of openness, meaning that all government records are available for public inspection and copying unless specifically exempted by state or federal law.
Indiana Code 5-14-3-1 states: "A fundamental philosophy of the American constitutional form of representative government is that government is the servant of the people and not their master. Accordingly, it is the public policy of the state that all persons are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them as public officials and employees."
What Information Is Included in Indiana Public Records?
Indiana public records contain a vast array of information maintained by various government agencies at the state and local levels. These records typically include:
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Vital Records:
- Birth certificates
- Death certificates
- Marriage licenses
- Divorce decrees
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Property Records:
- Real estate transactions
- Property tax assessments
- Mortgage records
- Deed transfers
- Property liens
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Court Records:
- Civil case filings and judgments
- Criminal case records
- Traffic violations
- Probate records
- Small claims court records
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Business Records:
- Business entity registrations
- Corporate filings
- Uniform Commercial Code (UCC) filings
- Professional licenses
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Government Operations Records:
- Meeting minutes
- Budgets and financial reports
- Government contracts
- Public employee salary information
- Election results
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Motor Vehicle Records:
- Vehicle registrations
- Driver's license information (limited)
- Vehicle title transfers
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Criminal Justice Records:
- Arrest records
- Incarceration information
- Sex offender registry
- Criminal history information
Each category of records may contain different types of information and may be subject to different access restrictions based on applicable laws and regulations.
What Does the Indiana Public Records Law Do?
The Indiana Access to Public Records Act (APRA), found in Indiana Code 5-14-3, establishes the legal framework for public access to government records in the state. This law serves several important functions:
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Establishes a Presumption of Openness: The law begins with the presumption that all government records are open to public inspection and copying unless specifically exempted.
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Defines Public Records: Under IC 5-14-3-2, a "public record" is defined as any material that is "created, received, retained, maintained, or filed by or with a public agency."
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Identifies Exempt Records: The law specifies certain categories of records that are either mandatorily or discretionarily exempt from disclosure.
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Sets Procedures for Requests: The law establishes procedures for requesting public records, including timeframes for agency responses and requirements for written denials.
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Limits Fees: The law restricts the fees that agencies can charge for providing copies of public records to the actual cost of reproduction.
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Creates Enforcement Mechanisms: The law establishes the Office of the Public Access Counselor and provides for judicial review of denied requests.
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Protects Requesters: The law prohibits agencies from asking why a person wants access to a public record, with limited exceptions.
The APRA works in conjunction with the Open Door Law (IC 5-14-1.5), which governs public meetings, to ensure transparency in Indiana government operations.
How To Find Public Records in Indiana in 2025
Accessing public records in Indiana involves identifying the appropriate agency that maintains the records you seek and following their specific request procedures. Here's a step-by-step guide for finding public records in Indiana in 2025:
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Identify the Appropriate Agency: Determine which government agency is likely to maintain the records you're seeking. For example:
- Vital records: Indiana State Department of Health
- Court records: Indiana Courts or county clerk's offices
- Property records: County recorder's offices
- Business records: Secretary of State's office
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Check Online Resources: Many Indiana agencies now provide online access to public records through dedicated portals:
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Submit a Formal Request: If the records aren't available online, submit a written request to the appropriate agency. Your request should:
- Be specific about the records you're seeking
- Include your contact information
- State your preferred format for receiving the records
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Follow Up: If you don't receive a response within a reasonable time (typically 7-10 days), follow up with the agency.
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Consider Contacting the Public Access Counselor: If you encounter difficulties, the Office of the Public Access Counselor can provide guidance.
Office of the Public Access Counselor
200 W. Washington Street, Suite 100
Indianapolis, IN 46204
(317) 234-0906
Public Access Counselor
Does Indiana Have Free Public Records?
Indiana law allows for inspection of public records at no cost, but agencies may charge reasonable fees for copies or electronic transmission of records. According to Indiana Code 5-14-3-8, the following principles apply:
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Free Inspection: You can inspect public records at the agency's office during regular business hours at no charge.
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Copy Fees: Agencies may charge a fee for providing copies of public records. For standard documents, this fee cannot exceed:
- $0.10 per page for black and white copies
- $0.25 per page for color copies
- Actual cost for non-standard documents or electronic records
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Search Fees: State agencies cannot charge for time spent searching for records. However, if a request requires more than two hours of search time, local agencies may charge a search fee for the time exceeding two hours.
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Fee Waivers: Some agencies may waive fees in certain circumstances, particularly for requests that serve the public interest.
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Free Online Access: Many public records are available for free through online portals maintained by various state agencies.
It's important to note that while inspection is free, obtaining copies or electronic versions of records typically involves some cost recovery by the agency.
How Much Does It Cost To Get Public Records in Indiana?
The cost of obtaining public records in Indiana varies depending on the type of record, the agency maintaining it, and the format requested. Here's a breakdown of typical costs:
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Standard Document Copies:
- Black and white copies: $0.10 per page (maximum)
- Color copies: $0.25 per page (maximum)
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Specialized Records:
- Vital records (birth, death certificates): $10-15 per copy
- Criminal history reports: $7-15 depending on type
- Driving records: $4-8 per record
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Electronic Records:
- Agencies may charge the actual cost of providing records in electronic format
- This may include the cost of storage media if records are provided on physical media
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Search and Compilation Fees:
- State agencies cannot charge for search time
- Local agencies may charge for search time exceeding two hours
- Hourly rates typically range from $20-35 per hour
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Certified Copies:
- Additional fees (typically $1-5) apply for certified copies of records
Indiana Code 5-14-3-8 requires that fees be uniform throughout an agency and only cover the actual cost of copying or transmission. Agencies must provide a fee schedule upon request.
How Long Does It Take to Obtain Public Records in Indiana?
The timeframe for obtaining public records in Indiana varies depending on several factors, including the type of record, the agency involved, and the complexity of the request. Under Indiana law:
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Initial Response: Agencies must respond to requests within a specific timeframe:
- For in-person requests: 24 hours
- For mailed, faxed, or electronic requests: 7 calendar days
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Production of Records: While the law requires a timely response, it doesn't specify a deadline for actually providing the requested records. Typical timeframes include:
- Simple requests for readily available records: 1-5 business days
- More complex requests: 2-4 weeks
- Extensive or voluminous requests: 1-3 months
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Expedited Processing: Some agencies offer expedited processing for an additional fee, particularly for vital records or court documents needed urgently.
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Delays and Extensions: Agencies may take longer to respond if:
- The request is voluminous or complex
- Records must be reviewed for exempt information
- Records must be retrieved from storage or archives
- The agency is experiencing a high volume of requests
If you believe an agency is taking an unreasonable amount of time to fulfill your request, you can file a complaint with the Office of the Public Access Counselor.
What Records Are Confidential In Indiana?
Indiana law designates certain categories of records as confidential and exempt from public disclosure. These exemptions fall into two categories: mandatory exemptions (records that agencies must withhold) and discretionary exemptions (records that agencies may withhold).
Mandatory Exemptions (IC 5-14-3-4(a)) include:
- Records declared confidential by state statute
- Records required to be kept confidential by federal law
- Records containing trade secrets
- Records containing confidential financial information
- Patient medical records and certain health records
- Adoption records
- Student records protected by FERPA
- Social Security numbers
Discretionary Exemptions (IC 5-14-3-4(b)) include:
- Investigatory records of law enforcement agencies
- Personal information of public employees and officials
- Attorney-client privileged communications
- Records prepared for discussion in executive sessions
- Administrative or technical information that would jeopardize security
- Computer programs, codes, and systems
- Records that would provide a competitive advantage to a bidder
- Academic research information prior to publication
Additionally, certain specialized records have their own confidentiality provisions, such as:
- Juvenile court records (IC 31-39-1-2)
- Child abuse reports (IC 31-33-18-1)
- Mental health records (IC 16-39-2-3)
- Certain tax records (IC 6-8.1-7-1)
When requesting records, agencies must redact confidential information while providing access to the non-exempt portions of the records whenever possible.
Who Has the Right To Request Public Records in Indiana
Under Indiana's Access to Public Records Act, virtually anyone has the right to request public records. The law does not restrict access based on citizenship, residency, age, or purpose. Specifically:
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No Citizenship Requirement: Unlike some states, Indiana does not limit access to public records to state residents.
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No Purpose Requirement: With limited exceptions, requesters are not required to explain why they want access to public records or how they intend to use them.
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No Age Restrictions: The law does not specify minimum age requirements for requesters.
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Organizations and Businesses: Corporations, associations, and other organizations have the same right to request records as individuals.
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Incarcerated Persons: Inmates in correctional facilities have the right to request certain public records, though some specific limitations may apply.
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Anonymous Requests: While not explicitly prohibited, some agencies may require basic contact information to process requests.
Indiana Code 5-14-3-3(a) states: "Any person may inspect and copy the public records of any public agency during the regular business hours of the agency, except as provided in section 4 of this chapter."
The law's broad accessibility provisions reflect Indiana's commitment to government transparency and the principle that public records belong to the people.
What Can Be Done With Public Records in Indiana
Public records in Indiana can be used for various legitimate purposes, subject to certain legal limitations. Common uses include:
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Personal Research:
- Genealogical research
- Family history investigations
- Property research before purchasing real estate
- Background information for personal matters
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Business Purposes:
- Due diligence investigations
- Competitive market analysis
- Property development research
- Professional licensing verification
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Legal Matters:
- Evidence gathering for litigation
- Asset searches
- Judgment enforcement
- Title searches
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Government Accountability:
- Monitoring government spending
- Investigating potential misconduct
- Analyzing policy implementation
- Evaluating elected officials' performance
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Academic and Journalistic Research:
- Scholarly studies
- Investigative reporting
- Historical documentation
- Statistical analysis
While Indiana law generally does not restrict how public records can be used, certain limitations may apply:
- Commercial solicitation using information from motor vehicle records is restricted under the federal Driver's Privacy Protection Act
- Using public records for identity theft or fraud is illegal
- Some records may have copyright protections that limit reproduction
- Using public records to harass individuals may violate other laws
Key Agencies and Departments for Public Records in Indiana
Several key agencies and departments maintain and provide access to public records in Indiana. Here are the primary entities responsible for different types of records:
Indiana Archives and Records Administration
6440 E 30th St
Indianapolis, IN 46219
(317) 591-5222
Indiana Archives and Records Administration
Maintains historical state records and provides guidance on records management
Indiana State Department of Health - Vital Records
2 North Meridian Street
Indianapolis, IN 46204
(317) 233-2700
Vital Records
Maintains birth and death certificates, marriage and divorce records
Indiana Bureau of Motor Vehicles
100 N Senate Ave, Room N440
Indianapolis, IN 46204
(888) 692-6841
Indiana BMV
Maintains driver's license information and vehicle registrations
Indiana Secretary of State
200 W. Washington Street, Room 201
Indianapolis, IN 46204
(317) 232-6531
Secretary of State
Maintains business entity records, UCC filings, and election records
Indiana State Police
100 North Senate Avenue
Indianapolis, IN 46204
(317) 232-8241
Indiana State Police
Provides criminal history information and maintains sex offender registry
Indiana Courts
Office of Judicial Administration
251 N. Illinois Street, Suite 1600
Indianapolis, IN 46204
(317) 232-2542
Indiana Courts
Maintains court records through the statewide case management system
County Recorders' Offices
Located in each county courthouse
Maintain property records, deeds, mortgages, and liens
County Clerks' Offices
Located in each county courthouse
Maintain local court records, marriage licenses, and voter registration
Office of the Public Access Counselor
200 W. Washington Street, Suite 100
Indianapolis, IN 46204
(317) 234-0906
Public Access Counselor
Provides guidance on public records access and resolves disputes
How to Appeal a Denied Public Records Request in Indiana
If your request for public records in Indiana is denied, you have several options for appeal. The process typically follows these steps:
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Review the Denial: Carefully review the agency's written denial, which should cite the specific statutory exemption(s) being claimed. Under IC 5-14-3-9(c), agencies must provide written denials that include:
- The statutory authority for the denial
- The name and title of the person responsible for the denial
- Information about appeal rights
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Informal Resolution: Contact the agency to discuss the denial and determine if there's a way to narrow or modify your request to address their concerns.
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File a Complaint with the Public Access Counselor:
- Submit a formal complaint within 30 days of the denial
- Include a copy of your original request and the denial
- The PAC will issue an advisory opinion within 30 days
Office of the Public Access Counselor
200 W. Washington Street, Suite 100
Indianapolis, IN 46204
(317) 234-0906
File a Complaint -
File a Lawsuit: If the PAC's opinion doesn't resolve the issue, you can file a lawsuit in the circuit or superior court of the county where the agency is located:
- Lawsuits must be filed within 30 days of receiving the PAC's advisory opinion
- The court can order the release of records if it finds the denial was improper
- If you prevail, the court may award attorney fees and court costs
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Expedited Procedure: For urgent matters, you can file for an expedited review by the PAC or proceed directly to court without waiting for a PAC opinion.
The burden of proof in these proceedings is on the public agency to sustain its denial. If the court finds that a denial was knowing or intentional, it may impose civil penalties of up to $100 per day.
Difference Between Federal and Indiana Public Records
Federal public records are governed by the Freedom of Information Act (FOIA) (5 U.S.C. § 552), which applies exclusively to federal agencies and provides the public with the right to request access to records held by those agencies. Indiana public records, however, are managed under the Indiana Access to Public Records Act (APRA) (Indiana Code 5-14-3), which governs access to state and local government records within Indiana.
Key differences include:
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Jurisdiction:
- Federal FOIA applies only to federal executive branch agencies (such as the FBI, Department of Justice, or Department of Agriculture). It does not apply to state or local agencies in Indiana.
- Indiana APRA applies to state and local public agencies in Indiana, including departments, boards, commissions, and municipal and county offices. It does not apply to federal agencies.
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Exemptions:
- Federal FOIA has nine statutory exemptions covering national security, internal personnel rules, trade secrets, law enforcement, and personal privacy, among others.
- Indiana APRA lists its own set of exemptions, including investigatory records of law enforcement agencies, trade secrets, confidential financial information, and personnel files.
- Exemptions may differ in scope and interpretation between federal and state law.
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Who Can Request:
- Both FOIA and APRA allow “any person” to request records—there is no requirement for residency or citizenship.
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How to Appeal:
- Federal FOIA denials can be appealed administratively to the agency and then, if necessary, to federal court.
- Indiana APRA denials may be appealed through the Indiana Public Access Counselor, and unresolved disputes can be taken to state court.
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Response Time:
- Federal agencies generally have 20 business days to respond to a FOIA request.
- Indiana agencies must respond to APRA requests within 7 days if made in writing, and within 24 hours if made in person or by telephone.
When submitting a public records request, it is important to direct your request to the correct jurisdiction: federal records from federal agencies, and Indiana records from state or local agencies.
U.S. Department of Justice, Office of Information Policy (FOIA)
441 G St NW, 6th Floor, Washington, DC 20530
Phone: (202) 514-3642
U.S. Department of Justice, Office of Information Policy (FOIA)
Indiana Public Access Counselor
315 W. Ohio Street, Suite 256, Indianapolis, IN 46202
Phone: (317) 234-0906
Indiana Public Access Counselor