Police open records

The Kentucky Open Records Act (Kentucky Revised Statutes §61.870 through §61.884) outlines the procedures for filing and handling an open records request, which records are open for inspection, and which records are exempt from inspection.

To request copies of your own or your client's reports, please use the following links:

How to submit an open records request

All open records requests must be submitted in writing. You may use the open records request form on this page or you may submit a letter by regular mail, fax or in person* identifying the records sought and your preferred method of receiving those records.

Please provide: 

  • Your name
  • Address
  • Daytime telephone number
  • Email address
  • As much specific information as possible to allow us to identify the correct document or record in a timely manner

 

Other ways to submit your request:

 

Fax:  (859) 425-2270

Mail:   Open Records Unit
           Lexington Police Department
           150 E. Main Street
           Lexington, KY 40507

If the records you are seeking are under the custody and control of another agency, please submit your request to that agency.  Failure to do so may delay the time it takes for you to obtain the records that you seek.

(NOTE: Due to COVID-19, Police Headquarters is currently closed to the public and does not accept in-person requests.) 

I filed an open records request.  Now what?

Once the Police Department receives an open records request, it has 3 business days* to respond.  The day the request is received does not count as one of the business days. For instance, if a request is received on Monday, the request will be completed or a response mailed out by end of business Thursday. If it is not clear what documents you are requesting, or if your request is vague, we may contact you with questions.  

NOTE: Due to COVID-19, public agencies have an extended response window of 10 days. 

Most of the requests we receive can be processed within 3 days. However, there are instances where requests involve documents which are voluminous in nature and/or are not centrally located. If more time is needed to process the request, a letter stating such will be sent to you within 3 business days, including estimated date of completion.

What can I expect to receive?

Processing an open records request involves several factors relating to the incident(s) involved and may cause certain documents to be redacted (information removed or omitted) and/or exempt from public inspection.  Some of these factors include but are not limited to:

  • the relationship of the requestor to the incident
  • whether investigation of the incident is complete
  • if the incident involves a court case, whether the status of the case is open or closed
  • whether the incident is of a particularly sensitive matter (i.e. sexual assault, hate/bias crime, involvement of juveniles) 
  • information of a personal nature (a person’s date of birth, social security number, address, etc.)
  • whether documents are past retention schedule and no longer exist

 

A response letter is included with the completion of every request. This letter will accompany any documents released to the requestor. The response letter specifically addresses every aspect of the request and notes all documents that were redacted and/or denied, if any. The Kentucky Revised Statues include chapters concerning state open record laws. If a denial of information or documents occurs, the response letter will reference the specific KRS which justifies the denial.  

 

How do I obtain my documents?

The response letter will be emailed or mailed to the address provided on the request. If you are receiving hard copies, you will be notified of the total cost for the documents requested ($0.10 per page, $1.00 per CD, $5.00 for a collision report, postage, and other processing fees when applicable). If you reside in Fayette County, the response letter will indicate that the documents are available for pickup at the front desk of Lexington Police Headquarters, 150 East Main Street.*

(NOTE: Due to COVID-19, Police Headquarters is currently closed to the public and open records are not available for in-person inspection or pickup.)

If you live outside of Fayette County, the response letter will instruct you to send payment prior to the receipt of documents (payment will include postage). Once payment is received, the released documents will be mailed to the address provided on the request. 

Payment can be made by cash, check, or money order.

If at any time you have any questions concerning open records requests, please contact the Open Records Unit at (859) 258-3675.