How to File a Request for Public Records
It is important to note that all requesters may remain anonymous when asking for public records and they do not have to put their request in writing or state why they want the record. To ensure that records are provided in the most efficient manner possible, requests will be fulfilled through the methods outlined below:
PLEASE NOTE THAT WE CANNOT PROCESS PUBLIC RECORDS FOR THE CITY OF JACKSONVILLE. WE CAN ONLY PROCESS PUBLIC RECORDS REQUESTS FOR JPOFFHIT.
The Custodian of Public Records for Jacksonville Police Officer and Firefighters’ Health Insurance Trust is:
Name: JPOFFHIT Administrator
Address: 625 Stockton Street, Jacksonville, FL 32204
Email: publicrecords@jpoffhit.org
Phone: 800-978-0632
Here are some ways to request a public record from JPOFFHIT:
- Email the request to publicrecords@jpoffhit.org.
- Complete the public records request form on this page.
- File the request in person with the JPOFFHIT Administrator at our offices located at 625 Stockton Street, Jacksonville, FL 32204.
- Call the JPOFFHIT Administrator at 800-978-0632 with your request.
- Fax the request to the attention of the JPOFFHIT Administrator at 904-461-1775.
In all cases where it is possible, the requester will be provided a tracking number to allow them to check the status of their request.
SPECIAL NOTE: IN ACCORDANCE WITH FLORIDA PUBLIC RECORDS LAWS, WE ARE UNABLE TO ACCOMODATE STANDING REQUESTS FOR PUBLIC RECORDS.
Costs of Public Records
Florida law authorizes a charge for the production of documents deemed to be public records. Providing more than a few documents for free, however, places a financial burden that necessitates charging statutorily-authorized fees.
Typically, public documents fall into two categories—hard copy documents and electronically-stored information. If a request includes a combination of both hard-copy and electronic documents, the processing cost will include both components.
Hard Copy Requests
- For requests to review but not copy documents: The documents will be made available for the requester by a stated date, time and location communicated with the requester.
- For requests of copies of existing documents of 10 pages or less: The documents will be provided free of charge.
- For requests in excess of 10 pages: There will be a charge of $.20 per page for two-sided copies ($.15 per copy for one-sided copy) of documents not more than 8½ by 14 inches for every page greater than 10. This includes printed booklets, including budgets and reports.
- The requester will be made aware of the anticipated cost associated with document production. The requester must agree to the estimate and authorize JPOFFHIT to proceed with document reproduction before reproduction will begin.
- Once document production has been authorized by the requester and the production is complete, an invoice will be provided to the requester reflecting the final cost. The requester must provide payment at the time they wish to pick up the requested documents.
- Should the request require more than one-half hour (30 minutes) of employee time (to gather documents and copy them, for instance) the requester will also be charged for that time at the hourly rate of compensation for each employee involved, rounded down to the nearest half hour. Every effort should be made to ensure that the work is conducted by a qualified employee with the lowest hourly rate. The requester will be made aware of any anticipated costs related to document collection before the employee begins the process. The requester must agree to the estimate of charges and authorize JPOFFHIT to proceed with gathering documents before this process will begin. Once all documents are prepared, a final invoice will be provided to the requestor reflecting the actual amount of time it took and the associated cost. The requester must provide payment in full at the time they wish to pick up the documents.
- Should the documents require redaction of information exempt from Florida Statutes 119 prior to providing them for review, and the time to do this exceeds more than one-half hour (30 minutes) of employee time, the requester will also be charged for that time at the hourly rate of compensation for each employee involved, rounded down to the nearest half hour. The requester will be made aware of any anticipated costs related to redaction before an employee begins the process. The requester must agree to the estimate of charges and authorize JPOFFHIT to proceed with gathering documents before this process will begin. Once all documents are prepared, a final invoice will be provided to the requestor reflecting the actual amount of time it took and the associated cost. The requester must provide payment in full at the time they wish to pick up the documents.
CDs/DVDs
- Cost:
- For requests of one copy of a CD or DVD, the item should be provided free of charge. For additional copies, there should be a charge of $2 per CD and $5 per DVD.
- Should the request involve more than one-half hour (30 minutes) of employee time (to locate an old file or transfer video from a VHS tape to DVD for instance), then the requester will also be charged for that time at the hourly rate of compensation for each employee involved, rounded down to the nearest half hour. Every effort should be made to ensure that the work is conducted by a qualified employee with the lowest hourly rate.
- The requester will be made aware of any anticipated costs related to redaction before an employee begins the process. The requester must agree to the estimate of charges and authorize JPOFFHIT to proceed with gathering documents before this process will begin. Once all documents are prepared, a final invoice will be provided to the requestor reflecting the actual amount of time it took and the associated cost. The requester must provide payment at the time they wish to pick up the documents.
Fulfillment Time
- Public Records Requests will be acknowledged, and responsive records will be provided to the requester as soon as possible, within a reasonable time frame depending on the scope of the request and current workload of JPOFFHIT.
Payment, Receipts and Handling of Money
- Payment MUST be made in the form of cash (exact change) or exact money order amount.
- The JPOFFHIT office will facilitate the monetary transaction and provide a receipt.
- Payments should be brought to the JPOFFHIT office located at 625 Stockton Street, Jacksonville, FL 32204.
Problem Resolution Office
- For public records requests related to the Jacksonville Police Officer and Firefighters’ Health Insurance Trust, please contact the JPOFFHIT Administrator at publicrecords@jpoffhit.org.
