How to File a Public Records Request in Westfield, Indiana

What Is the Indiana Access to Public Records Act?

Indiana's Access to Public Records Act (APRA), codified at Indiana Code Title 5, Article 14, Chapter 3 (Ind. Code §§ 5-14-3-1 et seq.), establishes the public's right to inspect and copy records held by any public agency in Indiana, including cities, counties, school corporations, law enforcement agencies, and state boards. The law's opening declaration is explicit: it is the public policy of Indiana that all persons are entitled to full and complete information regarding the affairs of government and the official acts of those who represent them.

A "public record" under APRA is broadly defined as any writing, paper, report, study, map, photograph, book, card, tape recording, or other material that is created, received, retained, maintained, or filed by or with a public agency — including electronically stored data such as emails, spreadsheets, and databases. Examples include city contracts, building permits, meeting minutes, zoning decisions, financial reports, and police reports.

APRA includes both mandatory exemptions — records that must always be withheld, such as trade secrets, individual medical records, and Social Security numbers — and discretionary exemptions, such as investigatory law enforcement records, attorney-client communications, deliberative advisory materials, and certain personnel file information. The burden of proving that a record is exempt always rests on the agency, not the person making the request.

Read the full text of the Indiana Access to Public Records Act (Indiana Code Title 5, Article 14, Chapter 3 (Ind. Code §§ 5-14-3-1 et seq.))

How to File a Public Records Request with the City of Westfield

How to Submit Your Request

The City of Westfield accepts public records requests through its online CivicPlus portal at westfieldin.gov. Navigate to the Public Records Request form (listed under the Form Center) and complete a separate electronic submission for each distinct record item you are requesting — the city's form notes that each item requires its own submission. You may also submit requests in person or by mail to the City Clerk-Treasurer's Office at 2728 E 171st Street, Westfield, IN 46074. For questions about business hours or specific counter services for public information requests, call (317) 804-3000. There is no email address publicly listed for general APRA requests; the online portal is the city's recommended submission method.

Download Required Form

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and/or email)
• A clear and specific description of the record(s) you are requesting, with enough detail for staff to locate them
• The approximate date range or time period covered by the records
• The format in which you prefer to receive the records (electronic PDF, paper copy, etc.)
• A statement of your fee limit or willingness to pay copying costs
• A citation to Indiana's Access to Public Records Act (Ind. Code § 5-14-3-3) is optional but reinforces the legal basis for your request
• For police reports specifically, submit requests to [email protected]

Response Deadlines and What to Expect

Under Indiana's Access to Public Records Act (Ind. Code § 5-14-3-9), the City of Westfield must respond to a written public records request within seven (7) calendar days. If you make a request in person or by telephone, the agency must respond within 24 hours. Unlike some states, Indiana does not impose different deadlines based on whether the requester is a state resident — the 7-day deadline applies to all written requests from any person.

It is important to understand what "respond" means under Indiana law. The agency's initial response may simply acknowledge receipt of your request and indicate when and how the records will be produced. APRA does not specify a hard deadline for actual production of the records — only that they be provided within a reasonable period of time after the initial response. In practice, straightforward requests may be fulfilled within days; complex or voluminous requests may take several weeks.

If the City needs clarification about your request, expect a follow-up communication. Providing as much detail as possible up front — including date ranges, specific document types, and relevant parties — will reduce back-and-forth and speed up fulfillment.

For copying fees: inspecting records in person is free. If you request copies, the City may charge actual copying costs for paper records. Under state law (Ind. Code § 5-14-3-8), agencies may charge up to $0.10 per standard 8.5" x 11" page. Labor, search time, and overhead costs may not be charged. Police report copies are available at no charge by emailing [email protected].

What to Do If Your Request Is Denied or Delayed

If the City of Westfield denies your public records request, Indiana law requires that the denial be in writing and include: (1) the specific statutory exemption or authority relied upon, and (2) the name and title of the person responsible for the denial (Ind. Code § 5-14-3-9(d)). A vague denial citing no specific authority is itself a potential APRA violation. If the city simply fails to respond within seven calendar days of a written request, that non-response can be treated as a denial.

Common reasons records are denied include claims that documents are covered by a discretionary exemption — attorney-client privilege, deliberative advisory material, personnel records, or criminal investigatory files — or that they fall under a mandatory exemption, such as trade secrets or records declared confidential by statute. Agencies sometimes also claim records do not exist; you may follow up by asking whether a records retention schedule was followed and whether responsive records were destroyed.

Your most important first step after a denial is contacting the Indiana Office of the Public Access Counselor (PAC) at www.in.gov/pac or (317) 234-0906. The PAC provides free, informal guidance and can issue advisory opinions on whether an agency's denial appears lawful. While PAC opinions are not legally binding, they carry significant weight — and under Ind. Code § 5-14-3-9(i), obtaining a favorable PAC opinion before filing suit is critical to preserving your right to recover attorney fees if you later prevail in court.

If informal resolution fails, you may file a civil lawsuit in the circuit or superior court of Hamilton County. In that proceeding, the burden of proof shifts to the agency to justify the denial — not to you to prove you are entitled to the records.

Steps to Appeal

1. Review the denial letter carefully: confirm the agency cited a specific APRA exemption by statute and identified the responsible official as required by Ind. Code § 5-14-3-9(d).
2. Contact the City Clerk-Treasurer's Office directly to ask whether the denial can be reconsidered or if additional clarification about your request would help locate responsive records.
3. File an informal inquiry or formal complaint with the Indiana Office of the Public Access Counselor (PAC) at www.in.gov/pac or (317) 234-0906 — consulting the PAC is strongly recommended before escalating to litigation.
4. Request a formal advisory opinion from the PAC; this step is critical to preserving your right to recover attorney fees under Ind. Code § 5-14-3-9(i) if you later prevail in court.
5. If the PAC opinion supports your position and the city still refuses access, consult a private attorney about filing a civil action in Hamilton County Circuit or Superior Court.
6. In court, the burden of proof rests on the agency to justify withholding the records — not on you to prove your entitlement (Ind. Code § 5-14-3-9(e)).
7. If you prevail in court, you may be entitled to reasonable attorney fees and costs under Ind. Code § 5-14-3-9(i), provided you first sought and received a PAC opinion — document that step carefully.

Types of Records You Can Request from Westfield, Indiana

As a fast-growing city managing large infrastructure investments, development projects, and a major sports campus, the City of Westfield generates a wide variety of public records. Here are the most commonly requested categories:

• City Council meeting agendas, minutes, and supporting materials
• City contracts with vendors, developers, and service providers
• Building permits and associated plans, inspections, and approvals
• Zoning decisions, variance approvals, and annexation records
• Grand Park Sports Campus lease agreements and event contracts
• City budget documents, financial reports, and audits
• City employee salary and compensation records (non-exempt portions)
• Planning commission records, development agreements, and plat filings
• Police incident reports and traffic crash reports (non-confidential portions)
• Code enforcement actions and violation notices
• Public works and engineering project records
• City-issued licenses, permits, and certifications
• Correspondence between city officials and developers or lobbyists
• Economic development incentive agreements and TIF district records
• Board of Public Works and Safety meeting records

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Westfield to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Westfield