How to request public records from Hamilton County Jail (Florida law)

Florida law treats state, county, and municipal records as open for personal inspection and copying by any person. That presumption of openness applies to records held by an agency connected to Hamilton County Jail, unless a specific exemption makes a record (or part of it) confidential or exempt.

The records custodian (or their designee) must promptly acknowledge your request and respond in good faith. That includes making reasonable efforts to locate what you're asking for. If the agency decides something is exempt or confidential and you ask why, they're required to explain the reasons in writing - with specifics, not vague generalities.

You don't need a special reason to ask for records. What you do need is a clear description so the agency can actually find what you mean. Think in terms of record type and identifiers - a specific report, a date range, names involved. The more precisely you describe what you're looking for, the easier it is for the custodian to locate it and get you copies or arrange an inspection.

Some records - or portions of them - may be exempt or confidential under Florida law. If you're told a record can't be released, ask for the exemption explanation in writing. The custodian must state the specific reasons they concluded the record is exempt or confidential.

Direct your request to the public-records custodian, or ask who the authorized designee is. Florida law lets the custodian designate another officer or employee to handle requests, but they must tell you who that person is. Once you're dealing with the right contact, they're required to promptly acknowledge your request and respond in good faith.

Decide upfront whether you want to inspect records, receive copies, or both - and whether you prefer paper or electronic files. If the agency keeps records in an electronic system, it must provide copies of any nonexempt records from that system. If they maintain records in the format you request, they must provide copies in that format (fees may apply).

Remote access is sometimes available. Florida law allows custodians to offer remote electronic access as an additional way to inspect or copy records, as long as exempt or confidential information stays protected.

1. Describe the record clearly - Give enough detail for someone else to locate it (what it is, and any names or dates you know).
2. Submit your request to the custodian (or designee) - Ask to inspect and/or copy the records; inspection and copying must be permitted at a reasonable time, under reasonable conditions, and under the custodian’s supervision.
3. State the format you want - If you want electronic files, say so; if you want a particular medium the agency already uses for that record, request it.
4. Ask for prompt acknowledgement - The custodian or designee must promptly acknowledge requests and respond in good faith, including making reasonable efforts to locate records.
5. Follow up as needed - If you don’t get a response, circle back with the custodian or disclosed designee and restate what you’re requesting.

If you're told records are being withheld because they're exempt or confidential, ask for the explanation in writing. The custodian must state the specific reasons for that conclusion - not just cite a statute without context.

If you need certified copies, Florida law allows an agency to charge up to $1 per certified copy of a public record.

Large or complicated requests can cost more. When your request requires extensive IT resources or significant clerical or supervisory time, the agency may charge a special service fee on top of duplication costs. That fee must reflect actual costs - the real IT expense and the labor cost of staff who helped.

Electronic copies and remote access can also come with fees. Florida law permits agencies to charge for copies from electronic recordkeeping systems, and for remote electronic access when applicable.

Practical Checklist

• ✓ Describe the records you want as specifically as you can (record type, names, dates, and any identifiers you have)
• ✓ Identify the public-records custodian or ask for the custodian’s disclosed designee
• ✓ Decide whether you want inspection, copies, or both
• ✓ If you want electronic records, say so and request the medium you prefer (especially if the agency keeps the record in that medium)
• ✓ Ask for prompt acknowledgement of your request
• ✓ Keep a copy of what you submitted and any responses you receive