Public Records Request
Public records not held by the Secretary of State
The Secretary of State is not responsible for such commonly requested records as certified birth, death and marriage certificates, police reports, investigations, arrests and body cam footage, wills, professional licenses, driver's licenses, sales and transfers of motor vehicles, court cases, case management files, citizenship documents, land use documents, inspections, or contracts between other agencies. We highly recommend you identify the agency most likely to hold these records.
Definition of a public records request
Under the Washington State Public Records Act (RCW 42.56), the public may request records produced by state agencies. This same law requires requestors to ask for an “identifiable” record that exists at the time the request is submitted. A request for information, or a general question, is not a request for an identifiable record. See examples below.
| Public records request | NOT a public records request |
| Provide a copy of your policy on handling complaints. | Can you tell me what your policy is for handling complaints? |
| Provide a copy of current registered voters in my county. | How many people are registered to vote in my county? |
| Provide a copy of ABC Plumbing's annual report. | Can I get a list of all the plumbing companies in Washington State? |
No duty to create a public record
State agencies are not required to create new records, such as lists, reports, summaries, spreadsheets, or data files, that did not exist at the time the request was submitted.
Redactions and exemptions
Some identifiable public records may be fully exempt from disclosure or partially redacted, in accordance with state law.
Finding general information
We understand you may want information or data that does not qualify as an identifiable public record. In those cases, we encourage you to visit the following websites first.
- Elections – search for voter registration, ballots delivered and returned, candidates, initiatives and referenda, election results (county and statewide, county elections offices, and elections-related data and research.
- Corporations and Charities – search for a business, corporation, charity, or non-profit agency.
- Archives – search for birth, death, and divorce records, census records, maps, military records, minutes and meetings records, land records, Oaths of Office, and naturalization records.
Submitting a records request
Please use the Online Public Records Request Portal. This portal is the most effective way of communicating with the Public Records Office. Questions can be easily tracked and answered, updates provided, and documents released through this one, convenient site.
Fees
The Office of the Secretary of State reserves the right to charge for records in accordance with WAC 434-12A-100.
Other request methods
You may also make a public records request by email, phone, post, or fax. To expedite our response, please be specific about the records you are requesting. We will also need information on how to contact you if we have questions and where to send the records.
- Requestor’s name, complete mailing address, phone, and fax number.
- Date the request is submitted.
- Complete description of the identifiable records requested (title, subject, date, policy, etc.)
- Date range of the requested records (e.g., January 1, 2023 - December 31, 2023).
- Preferred means for providing the records (e.g., electronically, onsite inspection, etc.)
Records index
A records index can be provided upon request.
Responding to a public records request
In responding to public records requests, the Secretary of State's office follows the model rules published in WAC 44-14.
Contact us
Public Records Office
PO Box 40224
Olympia, WA 98504-0224
Phone: (360) 704-5220
Fax: (360) 704-7834
Email: [email protected]