Your Comprehensive Guide to Massachusetts Public Records

Massachusetts Public Records

Public records in Massachusetts are documents, materials, or data created, received, or maintained by a government entity that serve as evidence of organizational activities or have informational value. These records provide transparency in government operations and allow citizens to stay informed about governmental activities. The Commonwealth of Massachusetts maintains a comprehensive system for managing and providing access to public records across various state agencies and departments.

Massachusetts public records are governed by the Massachusetts Public Records Lawand its implementing regulations (950 CMR 32.00). This framework establishes the rights of citizens to access government information while balancing privacy concerns and administrative efficiency.

Are Massachusetts Records Public?

Yes, most records created or received by Massachusetts government agencies are considered public records. According to Massachusetts General Laws Chapter 4, Section 7(26), a public record is defined as:

"All books, papers, maps, photographs, recorded tapes, financial statements, statistical tabulations, or other documentary materials or data, regardless of physical form or characteristics, made or received by any officer or employee of any agency, executive office, department, board, commission, bureau, division or authority of the Commonwealth, or of any political subdivision thereof."

However, not all government records are publicly accessible. The law provides specific exemptions for certain categories of records to protect privacy, security, and other important interests. These exemptions are outlined in M.G.L. c. 4, § 7(26)(a-u).

What Information Is Included in Massachusetts Public Records?

Massachusetts public records encompass a wide range of information, including but not limited to:

Vital records (birth, death, marriage, and divorce certificates)
Property and land records
Court records and legal documents
Business and corporation filings
Professional licenses
Criminal records and sex offender information
Voter registration data
Tax records
Environmental permits and reports
Meeting minutes of public bodies
Government contracts and financial records
Motor vehicle records
Education records (with limitations under FERPA)
Employment records for government employees

The specific information available in each record type varies according to the nature of the document and applicable privacy restrictions.

What Does the Massachusetts Public Records Law Do?

The Massachusetts Public Records Law (M.G.L. c. 66, § 10) establishes the framework for public access to government records. Key provisions include:

Presumption of Openness: The law establishes that all government records are presumed to be public unless they fall under specific exemptions.
Response Timeframes: Records custodians must respond to requests within 10 business days.
Records Access Officers: Each agency must designate a Records Access Officer (RAO) responsible for coordinating responses to public records requests.
Electronic Records: The law recognizes electronic records as public records and requires agencies to provide records in electronic format when available.
Fee Structure: The law limits fees that can be charged for records and prohibits charging for the first 2 hours of work for municipalities with populations of over 20,000.
Appeals Process: The law establishes a process for appealing denied requests through the Supervisor of Public Records.
Enforcement: The Attorney General's Office has enforcement authority for the Public Records Law.

The 2016 amendments to the law (Chapter 121 of the Acts of 2016) significantly strengthened these provisions, improving response times, limiting fees, and enhancing enforcement mechanisms.

How To Find Public Records in Massachusetts in 2025

Accessing public records in Massachusetts can be done through several methods:

Direct Agency Requests: Contact the specific agency that maintains the records you seek. Each agency has a designated Records Access Officer (RAO) who handles public records requests.
Online Portals: Many Massachusetts agencies provide online access to public records through dedicated portals:
In-Person Visits: Visit the relevant agency's public counter during business hours.
Written Requests: Submit written requests via mail, email, or fax to the appropriate agency's RAO.

When making a request, be as specific as possible about the records you seek, including relevant dates, names, and document types. This helps agencies locate and provide the information efficiently.

Does Massachusetts Have Free Public Records?

Massachusetts law allows for some public records to be obtained free of charge, while others may incur fees:

The first 2 hours of search and retrieval time are free for municipalities with populations over 20,000.
Agencies cannot charge for records if the request is in the public interest or the requester is indigent.
Many records available online through government portals can be accessed at no cost.
Inspection of records at agency offices is typically free of charge.

However, fees may apply for copying, certification, or extensive search and retrieval efforts beyond the free threshold.

How Much Does It Cost To Get Public Records in Massachusetts?

The cost of obtaining public records in Massachusetts is regulated by state law:

Search and Retrieval: Agencies may charge no more than $25 per hour for search and retrieval time, with the first 2 hours free for municipalities with populations over 20,000.
Copies:
- Black and white paper copies: $0.05 per page (single or double-sided)
- Color copies: actual cost
- Electronic records: no charge for electronic provision of records maintained electronically
Other Media: Actual cost for USB drives, CDs, or other storage media
Certification: Reasonable fee for certification of records

Agencies must provide a detailed, written estimate if costs will exceed $10. Payment may be required before records are provided, but agencies cannot charge for redacting exempt information or for time spent determining whether records are exempt.

How Long Does It Take to Obtain Public Records in Massachusetts?

Under Massachusetts law, agencies must respond to public records requests within specific timeframes:

Initial response must be provided within 10 business days from receipt of the request.
Records must be provided within 15 business days for state agencies and 25 business days for municipalities from the date of the request.
Agencies may petition the Supervisor of Records for an extension if they cannot meet these deadlines due to the size or complexity of the request.

The response timeframes were significantly improved by the 2016 amendments to the Public Records Law, which reduced wait times and added consequences for agencies that fail to comply with statutory deadlines.

What Records Are Confidential In Massachusetts?

Massachusetts law exempts certain records from public disclosure under M.G.L. c. 4, § 7(26)(a-u). Key exemptions include:

Personnel and medical files that would constitute an unwarranted invasion of personal privacy
Investigatory materials compiled for law enforcement purposes
Trade secrets or commercial/financial information provided confidentially
Policy positions in deliberative process prior to final decision
Notebooks and personal materials of government employees
Personal email addresses and other contact information
Home addresses of public safety personnel
CORI (Criminal Offender Record Information) with restrictions
Records related to ongoing litigation
Records specifically exempted by statute (e.g., certain medical records under HIPAA)
Critical infrastructure security information
Personal identifying information such as social security numbers

Additionally, other state and federal laws may provide confidentiality protections for specific types of records.

Who Has the Right To Request Public Records in Massachusetts

Under Massachusetts law, any person has the right to request public records, regardless of:

Citizenship status
Residency in Massachusetts
Age (though agencies may have policies regarding minors)
Purpose or motivation for seeking the records

The law defines "person" broadly to include individuals, corporations, associations, partnerships, and other entities. Requesters do not need to identify themselves or state the purpose of their request, though providing contact information is necessary for the agency to respond.

Government agencies themselves also have the right to request public records from other agencies for official purposes.

What Can Be Done With Public Records in Massachusetts

Public records obtained in Massachusetts may be used for various purposes, including:

Research and academic studies
Journalism and media reporting
Business intelligence and market research
Property transactions and title searches
Background checks (with limitations)
Genealogical research
Legal proceedings and investigations
Policy analysis and advocacy
Personal information verification

While the law does not restrict the use of properly obtained public records, other laws may limit how certain information can be used. For example, the Massachusetts Identity Theft Act (M.G.L. c. 93H) and the Consumer Protection Act (M.G.L. c. 93A) regulate the use of personal information that might be contained in public records.

Key Agencies and Departments for Public Records in Massachusetts

Secretary of the Commonwealth
One Ashburton Place, Room 1719
Boston, MA 02108
(617) 727-2800
Secretary of the Commonwealth

Massachusetts Registry of Motor Vehicles (RMV)
10 Park Plaza, Suite 4160
Boston, MA 02116
(857) 368-8000
Massachusetts Registry of Motor Vehicles

Massachusetts Department of Public Health - Registry of Vital Records and Statistics
150 Mount Vernon Street, 1st Floor
Dorchester, MA 02125
(617) 740-2600
Registry of Vital Records and Statistics

Massachusetts State Police - Criminal Information Section
59 Horse Pond Road
Sudbury, MA 01776
(508) 358-3170
Massachusetts State Police

Massachusetts Trial Court
1 Pemberton Square
Boston, MA 02108
(617) 742-8575
Massachusetts Trial Court

Massachusetts Supreme Judicial Court
1 Pemberton Square
Boston, MA 02108
(617) 557-1000
Massachusetts Supreme Judicial Court

Massachusetts State Archives
220 Morrissey Boulevard
Boston, MA 02125
(617) 727-2816
Massachusetts Archives

Massachusetts State Library
24 Beacon Street, Room 341
Boston, MA 02133
(617) 727-2590
Massachusetts State Library

Corporations Division - Secretary of the Commonwealth
One Ashburton Place, 17th Floor
Boston, MA 02108
(617) 727-9640
Corporations Division

Massachusetts Department of Labor and Workforce Development
1 Ashburton Place, Suite 2112
Boston, MA 02108
(617) 626-7100
Department of Labor and Workforce Development

Massachusetts Department of Elementary and Secondary Education
75 Pleasant Street
Malden, MA 02148
(781) 338-3000
Department of Elementary and Secondary Education

Massachusetts Department of Environmental Protection
One Winter Street
Boston, MA 02108
(617) 292-5500
Department of Environmental Protection

Massachusetts Department of Conservation and Recreation
251 Causeway Street, Suite 600
Boston, MA 02114
(617) 626-1250
Department of Conservation and Recreation

Massachusetts Registry of Deeds (Suffolk County)
24 New Chardon Street
Boston, MA 02114
(617) 788-8575
Suffolk Registry of Deeds

Massachusetts Department of Revenue
100 Cambridge Street
Boston, MA 02114
(617) 887-6367
Department of Revenue

Massachusetts Legislature
24 Beacon Street
Boston, MA 02133
(617) 722-2000
Massachusetts Legislature

Massachusetts Department of Transportation
10 Park Plaza, Suite 4160
Boston, MA 02116
(857) 368-4636
Department of Transportation

Massachusetts Attorney General's Office
One Ashburton Place
Boston, MA 02108
(617) 727-2200
Attorney General's Office

Massachusetts Office of the Child Advocate
One Ashburton Place, 5th Floor
Boston, MA 02108
(617) 979-8360
Office of the Child Advocate

MassHousing
One Beacon Street
Boston, MA 02108
(617) 854-1000
MassHousing

Boston City Clerk
Boston City Hall, Room 601
1 City Hall Square
Boston, MA 02201
(617) 635-4601
Boston City Clerk

How to Appeal a Denied Public Records Request in Massachusetts

If your public records request is denied or you receive an inadequate response, Massachusetts law provides a clear appeals process:

Initial Appeal to Supervisor of Records: File an appeal with the Supervisor of Public Records at the Secretary of the Commonwealth's Office within 90 calendar days of the denial. Appeals can be submitted:
- Online: Public Records Appeal Form
- By mail: Supervisor of Records, Public Records Division, One Ashburton Place, Room 1719, Boston, MA 02108
- By email: pre@sec.state.ma.us
Supervisor's Determination: The Supervisor will review the appeal and issue a written determination, typically within 10 business days.
Enforcement by Attorney General: If an agency fails to comply with the Supervisor's determination, the case may be referred to the Attorney General's Office for enforcement.
Judicial Review: If unsatisfied with the Supervisor's determination, you may seek judicial review in Superior Court under M.G.L. c. 66, § 10A.
Attorney's Fees and Costs: If you prevail in court, you may be awarded reasonable attorney's fees and costs.

The 2016 amendments to the Public Records Law strengthened this appeals process by adding provisions for attorney's fees and establishing clearer timelines for responses.

Difference Between Federal and Massachusetts Public Records

Federal public records are governed by the Freedom of Information Act (FOIA) (5 U.S.C. § 552), which provides the public the right to request access to records from federal executive branch agencies. Massachusetts public records, by contrast, are regulated under the Massachusetts Public Records Law (Massachusetts General Laws, Chapter 66, and Chapter 4, Section 7, Clause 26), which governs state, county, and municipal records within the Commonwealth.

Key distinctions include:

Jurisdiction: FOIA applies strictly to federal agencies (such as the FBI, IRS, or EPA). It does not extend to state or municipal offices in Massachusetts. The Massachusetts Public Records Law applies to state agencies, departments, boards, commissions, municipalities, and other public entities operating in the Commonwealth.
Exemptions: FOIA contains nine statutory exemptions, covering areas such as national security, trade secrets, internal personnel rules, and personal privacy. Massachusetts law includes its own list of exemptions, which differ in scope, including certain law enforcement investigatory materials, personnel records, medical files, personal contact information, and records protected by other state statutes.
Who May Request: FOIA allows any person—regardless of citizenship or residency—to submit a request. Massachusetts law also allows requests from any person, including out-of-state residents.
Filing and Appeals: Under FOIA, requesters appeal first to the federal agency, then may seek judicial review in U.S. District Court. In Massachusetts, denials can be appealed to the Supervisor of Records within the Public Records Division of the Office of the Secretary of the Commonwealth, with further appeal possible through the Superior Court.
Timelines: FOIA agencies must respond within 20 business days, though extensions may apply. Massachusetts agencies must respond within 10 business days to indicate whether the request will be fulfilled, followed by a reasonable production period.

When submitting a records request, it is essential to direct the request to the correct jurisdiction—federal for federal agencies and Massachusetts Public Records Law for state or municipal bodies.

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)

Massachusetts Public Records Division – Secretary of the Commonwealth
One Ashburton Place, Room 1719, Boston, MA 02108
Phone: (617) 727-2832
Massachusetts Public Records Division – Secretary of the Commonwealth

All Public Records Categories

Arrest Records Birth Records Court Records Criminal Records Death Records Divorce Records Driving Records Inmate Records Land Records Marriage Records Police Records Property Records Sex Offender Records Tax Records Vital Records Warrant Records