FAQ and Policies

How do I use the portal to submit a RTK request?

Click "Make a Request" and type your public records request directly into the fillable RTK request form. You may also submit a RTK request form by signing into the portal and using the "attach files" option found directly underneath the text box. After completing the form, click "Submit". You will receive email confirmation when the open records office has received your request with a secure link to the request. If you do not receive an auto response from "City of Lancaster Office of Open Records" upon submission, check your spam or junk mail folder.

Please note that for purposes of transparency and equitable service, the City does not accept anonymous or verbal requests.

What should I say in my RTK request?

Be as specific as possible when describing the records you are seeking. If you are seeking a particular document, identify it by author, date and title. If you cannot identify a specific record, you should clearly explain the type of records you are seeking, including timeframe, subject matter and any other information that may assist us to search. There is no requirement to disclose the reason why documentation is being sought or the intended use of the records, unless otherwise required by law.

Avoid using overly broad phrases such as "any and all" or "refers or relates to". The City is unable to conduct overly broad and non-specific searches. Please note the request must seek public records, not ask questions. Agencies are only required to provide records in response to a request, rather than answers to questions.

How long will it take for the City to respond?

You will first receive email confirmation when the Open Records Office has received your request with a direct secure link to view your request. All correspondence regarding the status of the request will be sent by the City through the secure portal email address. You may also log into the portal to view the status of the request by using the link provided at the bottom of the email.

In accordance with the PA RTK law, within 5 business days of receipt of the request by the open records officer, the City will email a response to the request or advise if an additional 30 calendar days is required to provide a response. 

What if I didn't submit my request through the portal?

Requests submitted to the City by email, mail or hand-delivery will be redirected through the portal for response and secure electronic delivery of documents when an email address is provided. Requests are not deemed received until entered into the portal. You will receive a confirmation email from the open records office when your request has been entered into the portal with a secure link to your request. All correspondence regarding the request will be sent by the City through the secure portal email address.

The open records email listed on our website is a general assistance mailbox which is not regularly monitored. If you submit a RTK Request to the general email address, you will receive an automated response redirecting you to the City's secure portal. The RTK request will not be deemed received by the open records office until your request is submitted through the secure portal and a confirmation of receipt of your request is provided to you by email with an assigned tracking number. Failure to submit your request through the secure portal may result in delays in the open records office receiving and processing your request.

How do I access my documents?

You will receive an email from the City when documents are provided. Log into the portal and click the "Documents" tab (next to Timeline). Documents may be downloaded to your personal device or viewed directly in the portal. The City may also direct you to a website if the information is already publicly available.  

You may receive documents in the form of PDF, Excel and Zip files, depending on the size and type of documents you have requested. If you are requesting a media file, you will not be able to view the file in the portal. A zip file will be provided which you must download to your personal device.

Is there a charge for records?

The City delivers records electronically, whenever possible, for which there is no fee. There is a fee for the City to provide paper copies. The fee for photocopying and duplication of paper copies of public records is $0.25 per page, to be prepaid when the estimated cost to produce records is expected to exceed $100.00. Some records may require an additional fee depending on size and other specificity. You will be notified in advance when there is a fee.

When may the City deny my request for records?

The Right to Know Law provides that certain categories of documents are exempt from disclosure. Included among these are records that have been designated confidential by statute, documents subject to a recognized legal privilege such as the attorney-client privilege, records describing security plans or procedures designed to prevent acts of terrorism, medical records, juvenile records, criminal and non-criminal investigations, and the personal contact information of public employees. For a complete list of exceptions to the PA Right to Know law, click here.

Please note some records are also not subject to public access pursuant to other state and federal laws. Specifically, video recordings in the possession of law enforcement agencies are subject to the provisions of PA Act 22 and not the RTK law.

Can I ask that documents be created, summarized, listed or put in a particular format?

The City is not required to prepare reports, lists, summaries, or compilations not in existence on the date of your request. Similarly, the City is not required to produce a record in an alternate format if the record can be made available for public inspection and copying in the format in which it exists.

What are some types of information that will NOT be available?

  • Social Security numbers/Driver license numbers/Employee numbers
  • Cellular or personal phone numbers
  • Personal financial information
  • Spouse’s name, marital status, beneficiary or dependent information
  • Home addresses of law enforcement
  • Identity of confidential informants
  • Records that identify social service recipients
  • A minor’s name, home address, date of birth
  • Pre-decisional deliberations
  • 911 calls and transcripts
  • Investigation Reports

For more information see the PA Office of Open Records Citizen's Guide to the Right-to-Know Law and the Sunshine Act.