What are public records — and why should I care?
Public records are documents or data created and kept by government agencies. They can include emails, reports, videos, contracts and more.
They matter because they show how the government works — and how your tax dollars are spent. Accessing them is a legal right in Ohio, and it’s one way residents can hold officials accountable.
You can use public records to answer everyday questions, like:
- What did someone pay for a property?
- How many crimes happened in my neighborhood?
- Does a restaurant have health violations?
- How much do city employees get paid?
What counts as a public record?
A public record is any paper or digital record that documents government activity.
Common examples that are public:
- Police body camera video (with limits)
- Emails about public business
- Arrest records and accident reports
- City and school board contracts and spending records
Some things are not public, including:
- Employee medical records
- Social Security numbers
- Active criminal investigation records
- Trade secrets from private companies
For more detailed information, see the Ohio Open Government Guide:
https://www.rcfp.org/open-government-guide/ohio/
Where can I find public records in Cleveland?
There are three main ways:
1. Online
Many records are already posted. For example:
2. In person
Some records are available at City Hall (601 Lakeside Ave.), including building permits and housing violation records.
3. By request
If you can’t find what you need, file a request through the Cleveland Public Records Center.
Before submitting, check the public archive to see if someone already requested it.
How do I request public records from Cleveland?
You can submit a request online, in person or sometimes by email or phone. The Cleveland Public Records Center is the easiest place to start.
Basic steps:
- Create an account
- Submit a request to the right department (or select “not sure”)
- Describe what you’re looking for
- Track your request online
Watch this Cleveland Documenters video that walks you through the process.
Can I request records from the Cleveland Metropolitan School District?
Yes.
What makes a strong public records request?
Clear, specific requests are more likely to get fulfilled.
Tips:
- Ask for records, not general information
- Better: “Provide payroll records for city employees as of Jan. 1, 2026”
- Be specific
- Avoid “any and all records”
- Include a time frame
- Example: “Jan. 1–March 31, 2026”
- Break large requests into smaller chunks
- Look for clues (forms, databases) that show how records are stored
How long does it take to get public records?
Ohio law says records must be provided within a “reasonable” time — but there’s no exact deadline.
- Simple records (like a police report): often within days
- Large or complex records: can take weeks or months
- In Cleveland police body camera and dashboard camera footage of police shootings or the use of deadly force must be released within seven business days.
If you’re waiting, follow up. You can call Cleveland’s records office at 216-664-2772.
Does it cost money to request public records?
Usually, no.
- Viewing records: free
- Digital copies of records: free
- Paper copies: about 5 cents per page
- Ohio now allows law enforcement to charge for the staff time it takes to retrieve and provide videos. Agencies can charge up to $75 per hour of video footage but no more than $750 total. That includes the time to review and or blur nonpubic images. In some instances, those fees should be waived, including when a person is killed in a correctional facility or by an officer.
What if my public records request is denied or delayed?
Here are common issues and how to respond:
“Overly broad”
→ Narrow your request with dates, names or keywords.
“No responsive records”
→ The agency says it doesn’t have what you asked for. Ask for help identifying the right records.
Redactions (blacked-out info)
→ Some information is legally private. Agencies must explain what was removed and why.
What kinds of publics records and data can I look up right now?
Here are a few local databases wher you can look up information.
The portal has information on public safety calls including police, fire and EMS calls. It also has information on calls to the city’s 311 line, building permits and violation notices. City health department complaints are also included.
Cuyahoga County Campaign Finance filings
Cuyahoga County property records
Cleveland Planning Commission zoning map
Tax Increment Financing records
Have another resource we should add? Send a message to hello@signalcleveland.org
