FAQs

What are public records?

The General Statutes of North Carolina, Chapter 132, provides this definition of public records: "Public record" or "public records" shall mean 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 county, unit, special district or other political subdivision of government.

Who can request public records?

Any member of the public may make a public records request.

What is the public records request process?

Records requests go through the following process:

1.     Receipt – The City of Monroe receives a public records request and notifies the requestor of receipt. Requests are processed in the order that they are received.

2.     Compilation – City Staff search and collect responsive records. Staff may follow up with the requester for any clarifications needed to fulfill the request.

3.     Review and Redaction – City Staff will review the requested records to ensure that information is exempt under public records law is not released. If exempt information is found, the document will be provided with the exempt information redacted.

4.     Release – The documents are provided to the requester. Documents may not be provided if the requested record does not exist. It is important to note that an agency is not required to create or compile a record that does not exist.

When will my request be completed?

Under North Carolina law, the City must respond to requests "as promptly as possible." The time it takes to complete a request depends on a variety of factors, including the breadth of the request, the volume of requests received by the agency, and document review time.

Submitting requests with specific details and a clear focus is the best way to ensure a request is completed as promptly as possible. Details that are helpful include: the type of record, who authored it, and when it was created. General requests take much longer because they can include many types of documents.

Will I be charged for my request?

Under North Carolina law, the City may not charge fees for inspecting records, but may charge when certifying copies of public records. The fee charged cannot exceed the actual cost to the agency for making the copy. In addition, the City may charge the “actual cost” of production or extensive use of information technology resources or labor costs associated with providing the records.

Why was information in my request redacted?

Under state law, confidential information includes full or partial Social Security numbers, dates of birth, driver's license numbers, documents protected by the attorney-client privilege, and sensitive security information and trade secrets, among others. Confidential information will be redacted prior to release.

Why was my request denied?

A public records request could be denied for several reasons, with most relating to the inability to release confidential information under state law or the fact that a requested record does not exist. It is important to note that an agency is not required to create or compile a record that does not exist.

How do I request 911 calls?

All requests for 911 calls must be made with Union County Emergency Communications, which can be accessed on Union County’s website.

How do I request incident, arrest and accident reports?

The Police Records Division is located at the Monroe Police Department, 450 W. Crowell St, Monroe, NC 28112. The phone number is (704) 282-4728.

Public copies of incident and arrest reports may be obtained online on the Union County Sheriff’s Office website. Reports can also be requested in person at the Monroe Police Department between the hours of 8 a.m. and 5 p.m. Monday through Friday, or requested by email at kfunderburk@monroenc.org.

Accident reports can be obtained online at https://monroe.ecrash.interplat.com/SearchReports.aspx.