Bill
HB 5725
The bill standardizes public-record costs, capping copy fees, allows reasonable search costs, and waives or reduces fees for public-interest requests and official Assembly use.
HB 5725 — Summary of the Act Relating to Public Records — Access to Public Records — Cost
Overview
- Purpose: Update and standardize the costs associated with accessing public records in Rhode Island, clarifying copy, search, and retrieval fees, and outlining when fees may be waived or reduced.
- Status: As of 04/22/2025, the House committee recommended the measure be held for further study.
- Introduced: February 26, 2025 (initially listed January 21, 2025 in some materials).
- Primary mechanism: Amends Section 38-2-4 of the Rhode Island General Laws (Access to Public Records) to specify costs and related procedures.
Key Provisions
- Copy costs (written documents):
- For copyable documents on standard paper: no more than $0.15 per page.
- For electronic records: public body may charge only the reasonable actual cost (including retrieval) of providing the records.
- Search and retrieval costs:
- Reasonable charges may be assessed for search and retrieval.
- Hourly rate: up to $15.00 per hour.
- First hour: no charge.
- Grouping rule: multiple requests from the same person/entity within 30 days are treated as one request.
- Timeframe and estimates:
- Public body must provide copies and complete search/retrieval within a reasonable time.
- Upon request, an estimate of the costs must be provided before copies are produced.
- Upon request, the public body must provide a detailed itemization of search and retrieval costs.
- Fee waivers and reductions:
- A court may reduce or waive search/retrieval fees if the information is in the public interest and likely to contribute significantly to public understanding of government operations, and is not primarily in the commercial interest of the requester.
- Legislative exemption:
- Fees for search, retrieval, or copying are waived for members of the Rhode Island General Assembly who certify they are acting in their official capacity and require copies for legislative duties.
Procedural and Timeline Aspects
- Effective date: The act takes effect upon passage.
- Legislative history:
- 02/26/2025: Introduced and referred to House State Government & Elections.
- 04/18/2025: Scheduled hearing/consideration.
- 04/22/2025: Committee recommended measure be held for further study.
Who Is Affected
- Public bodies subject to the Rhode Island Access to Public Records law (state, local, and executive agencies).
- Public record requesters, who may face standardized copy and retrieval charges.
- Members of the General Assembly, who may obtain copies at no cost when acting in official capacity (as per the waiver provision).
Impact Considerations
- Predictability and transparency of costs for public records requests.
- Potential reduction or elimination of charges for official Assembly work, improving access for legislative oversight and governance.
- Balancing government costs of processing requests with public access goals, via the ability to waive or reduce fees in the public interest.
Compiled from official sources — confirm details with the bill’s official record.
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