Open Records Request

A "public record" includes records DOLA creates or keeps that is relevant to the work we’re required or allowed to do by law or official rules. While CORA mandates the disclosure of public records, it does not obligate agencies to generate new records in response to a request.

Some information is considered confidential or is excluded from the Colorado Open Records Act. Examples of records that may be withheld, include but are not limited to, the following:

• Personal identifying information such as names, personal contact information, social security numbers, status as a recipient of public assistance, etc.
• Work product prepared for an elected official that is subject to non-disclosure per 24-72-202(6)(a)(II).
• Privileged information (e.g. attorney-client privilege).
• Investigatory records while an investigation is occurring.
• Personnel files, though such files shall be available to the “person in interest” upon receipt of proof of identity.
• Trade secrets and confidential commercial data.

There is no fee unless the request involves more than two hours of staff time or more than 25 pages of hard copies are requested. Fees are charged according to section 24-72-205(5) and (6), C.R.S. as follows:

• A fee of $30 per hour applies after the first two hours of research and retrieval; the hourly fee will be rounded down to the nearest tenth of an hour (0.10).
• A fee of $0.25 per page applies after the first 25 pages to cover the additional costs of printing and/or copying.
• Any fees charged shall not exceed the actual cost of producing the records.
• DOLA will provide the requestor with an initial estimate of the cost prior to beginning work on the request, and a minimum 50% deposit will be required before DOLA can proceed with a request.
• If the costs incurred by DOLA for research and retrieval exceed the initial estimate and payment, the requestor must pay the remaining costs before the records will be produced.
• If DOLA’s costs are less than the initial estimate, DOLA will refund any overpayment to the requestor.

If DOLA has the technological ability to manipulate data to generate a record in a form not used by the Department, a reasonable fee may be charged to the requestor.

• For example, if the record is produced by a data analyst, it may cost $80 per hour to create the report.
• Alternatively, if the record is produced by a vendor, the fee may be significantly higher.

The fee will not exceed the actual cost of manipulating the requested data and generating the
record in accordance with the request. Persons making subsequent requests for the same or similar
records may be charged a fee no greater than the original fee.

CORA acknowledges that there are real costs associated with the disclosure of public records, such as staff time to research, review, compile, and copy or print records. This time takes staff away from their normal business duties and DOLA is authorized to recover those actual costs through fees.

All requests should include the following information:

• Requestor name (optional)
• Requestor email
• Address (optional)
• Telephone number (optional)
• Detailed description of documents requested.
  • Requests must be specific in nature, as general or broad topics may result in a large number of documents returned at a high cost to the requestor.
  • It is not necessary to add CORA Act language in the request.
• Whether electronic or hard copies of documents is preferred.

Use the CORA Online Request Form to submit a written CORA request. Verbal requests are not accepted. If your request is for records held by another agency or department, you must make your request to them.

Written requests can also be submitted via postal mail or private carrier to:
Colorado Department of Local Affairs
1313 Sherman St, Room 320, Denver CO 80203
Attn: CORA Administrator

DOLA will make every effort to respond to records requests within three working days as required by section 24-72-203(3)(b), C.R.S. While DOLA makes every effort to comply with CORA, DOLA does not guarantee that documents will be found.

The response time begins the first working day following receipt of a written records request. A request is received the day an email, fax, or letter containing a request is opened by the CORA Administrator or a delegated employee. A request received at 2 p.m. or later or on any day the office is officially closed, will be considered received as of the following working day. The following is an example of a response timeline assuming that there are no holidays:

• If a request is received before 2PM on Tuesday, the three-day period would begin Wednesday and end Friday.
• If a request is received at 2PM or later on Tuesday, the three-day period would begin Thursday and end the following Monday.
• If a request is received on a Saturday or Sunday or on a state holiday that falls on a Friday or Monday, the three-day period would begin Tuesday and end Thursday.
• If a request is received on a Wednesday state holiday, the three-day period would begin Friday and end Tuesday.
• The extension period, explained below, would begin on the fourth working day following receipt of the request.

The Department may contact the requesting party within three working days to clarify any CORA requests that appear to be vague or overly encompassing. The Department will stop the statutorily approved response period to a CORA request when waiting for the requestor to provide clarification. A new three-day period will begin once the requestor has clarified the request to DOLA’s satisfaction.

If extenuating circumstances exist, as defined by section 24-72-203, C.R.S., DOLA may extend the three-day response period up to seven additional working days from the original due date.

No. DOLA is not responsible for conducting analysis of records. CORA is not a means to obtain explanations or answers about questions the public may have about Department services or operations. DOLA employees are prohibited from offering interpretation, opinions, or analysis regarding the records produced pursuant to CORA. Requestors who desire opinions regarding records produced should seek private, professional assistance. Requestors who desire or need opinions regarding records produced should seek assistance from legal counsel or other private, professional assistance.

If the requestor does not respond to clarification/specification emails or fee estimate emails within 5 business days, or if a required fee is not paid within 5 business days of the requestor confirming their intent to pay, the request will be considered abandoned and closed with no further follow-up. A request to re-open a request or to pay beyond the 5 working days will be treated as a new request.

DOLA will provide records by email in a digital format when available and in a searchable and/or sortable format when possible. Uploads via secured or unsecured links are prohibited. DOLA may direct requestors to records available through DOLA websites when such records appropriately address the request. If electronic delivery isn’t possible, DOLA will work with the requestor on a mutually agreeable alternative. Access to original records may be limited if it interferes with DOLA staff’s regular discharge of duties or production of original records could jeopardize the condition of the records. For information regarding fees see Is There A Cost To Obtain Records Pursuant To An Open Records Request section above.

In these cases, DOLA will notify you that it is not in possession of the record(s). DOLA will make an effort to direct you to the agency that is the custodian of the record you are seeking.

Broad, general requests will likely be costlier to the requestor because of the staff time required to fulfill these requests.

• Requestors are encouraged to narrow by date range, email addresses, or specific search terms.
• Searching the entire office’s email system and server is very time consuming.
• DOLA does not suggest search terms or parameters and does not create new records in response to a request.
• If the requestor is unwilling to narrow their request, the Department will advise the requestor of the potential fees associated with the request.