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SB 2484

AN ACT RELATING TO PUBLIC RECORDS -- ACCESS TO PUBLIC RECORDS -- COST

2026 Regular Session Introduced by Pete Appollonio and 9 co-sponsors

Sets caps and rules for public records costs, capping copying at 0.15 per page, up to 15/hour for search, requires estimates and itemization, and allows waivers for public-interest

05/21/2026 Committee recommended measure be held for further study
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Bill Summary · SB 2484

Summary of Bill: SB 2484 (Rhode Island, 2026) – Access to Public Records – Cost

Purpose and Intent

  • Clarifies and adjusts the costs associated with public records requests under Rhode Island law.
  • Primary aim is to govern how much public bodies may charge for copying, searching, retrieving, and providing public records, and to ensure timely access while outlining fee waivers and potential court action on fee disputes.

Key Provisions

  • Copying costs (written records)

    • The cost per copied page shall not exceed $0.15 for documents on common business or legal-size paper.
    • Public bodies may not charge more than the reasonable actual cost for providing electronic records or retrieving records from storage when a retrieval fee is assessed.

  • Search and retrieval fees

    • Reasonable charges for search or retrieval may be up to $15.00 per hour.
    • No charge for the first hour of search or retrieval.
    • If a requester makes multiple requests to the same public body within a 30-day period, those requests count as a single request for fee purposes.

  • Timing and estimates

    • Public bodies must provide copies and complete search/retrieval within a reasonable time.
    • Upon request, public bodies must provide an estimate of the costs prior to delivering copies.

  • Cost itemization

    • Upon request, public bodies must supply a detailed itemization of the costs charged for search and retrieval.

  • Judicial relief and waivers

    • A court may reduce or waive search/retrieval fees if the information is in the public interest and significantly contributes to public understanding of government operations, and is not primarily for the requester’s commercial interests.

  • Legislative branch exemption

    • Fees for search, retrieval, or copying shall be waived for members of the Rhode Island General Assembly who certify they are acting in their official capacity and require the copies for the discharge of their legislative duties.

  • Effective date

    • The act takes effect upon passage.

Affected Parties

  • Public bodies in Rhode Island (cities, towns, state agencies, and any entity subject to public records requests)
    • Must adhere to the specified caps on copying costs, and set and disclose search/retrieval fees.
    • Must provide estimates and itemized cost details to requesters.
  • Public records requesters
    • Can anticipate capped per-page copying costs and capped search/retrieval fees.
    • May request cost estimates and itemized breakdowns.
    • Could seek court review to obtain fee reductions or waivers if the information serves the public interest.
  • Rhode Island General Assembly members
    • Fees waived when acting in official capacity for legislative duties.

Procedural and Timeline Considerations

  • Fee schedule and policies apply upon passage; the act states it takes effect immediately upon enactment.
  • Administrative requirements include:
    • Providing cost estimates before delivering documents.
    • Providing detailed itemizations of search/retrieval costs upon request.
  • Collaboration with judiciary for potential fee waivers or reductions in cases where disclosure serves the public interest.

Potential Impact

  • Increased transparency around public records costs by codifying explicit caps and requiring itemized billing.
  • Potentially faster access to records due to clarified expectations around reasonable timeframes and fee waivers for public-interest disclosures.
  • Reduced financial burden for public sector bodies in handling electronic records, by allowing controlled retrieval and search fees.
  • Supports public accountability by enabling court review for fee waivers in cases where disclosure contributes significantly to public understanding.

Compiled from official sources — confirm details with the bill’s official record.

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