Public Records Office

For the most reliable and efficient processing, please submit a request by using the City of Tacoma’s Public Records Request Center. Requests can be submitted, paid for and monitored and records can be accessed using this online portal.

In person, mailed or emailed requests can be made with a completed a Public Records Request Form. If the form is not used, make sure the request clearly states that it is a request for public records and includes name, phone number, mailing address, email address. Requests should include as much information about the records as possible, such as the subject, date range, people involved, City department involved and other specific details, so we can conduct a thorough and accurate search.

By Mail

Use your own paper and mail it to:

James Kauffman
Public Disclosure Officer
Public Records Office
Management Services Office
PO Box 11007
Tacoma, WA 98411

By Email

Email a request to: publicdisclosure@tacoma.gov

By Fax

Fax a request to (253) 502-8598 attention: “Public Records Office Staff.”

By Phone

Call the Public Records Office at (253) 231-0240.

Business hours are Monday-Friday: 8 a.m. to 12 p.m. and 1 p.m. to 5 p.m.

In Person:

At the Public Records Office (PRO) located in the Tacoma Public Utilities Building at 3628 South 35th Street, Tacoma, WA 98409

And at the Customer Support Center, located in the Tacoma Municipal Building at 733 Market Street #220, Tacoma, WA 98402.

For the fastest service, using the online portal is strongly encouraged. Requests submitted other ways will be entered it into online portal by Public Records Office staff and all future communications will be through the online portal.

Within five business days, the Public Records Office staff will acknowledge a request and take one or more of the following actions:

• Provide records if payment has been received or waived or make records available for in-person inspection or copying.
• Provide an estimate of when records will be available.
• Request clarification, either by telephone or in writing, if the request is unclear or does not sufficiently identify the requested records.
• Deny the request, in whole or in part, with a written explanation.

If a response is not received after five days, please contact the Public Records Office at publicdisclosure@tacoma.gov

The City of Tacoma follows RCW 42.56.120(2) (and as may be updated) to establish the fee schedule for providing public records.

There is no charge for inspecting records in person.

Contact the Public Records Office at (253) 231-0240 or at publicdisclosure@tacoma.gov for an appointment to view records at the following locations:

• Public Records Office in the Tacoma Public Utilities Building at 3628 South 35th Street, Tacoma, WA 98409.
• Customer Support Center, in the Tacoma Municipal Building at 733 Market Street #220, Tacoma, WA 98402.

NOTE:   Body Worn Camera videos can only be viewed at the Public Records Office located at Tacoma Public Utilities.

Fees

The City reserves the right to charge the following fees.

There may be additional charges for rush orders, special mailings, or oversized materials.  Cost estimates prior to processing are provided. The Public Records Office retains discretion to waive fees for certain requests.

Large requests require:

• A deposit of 10% of the estimated fee
• Records provided in installments
• Advance payment before providing further installments

Requesters will be notified of deposit requirements. If fees equal less than the amount deposited, the difference will be refunded.

Fee payment:

The City’s Public Records Request Center allows online payments by credit and debit cards.

Payment can also be made by check or money order payable to the “City Treasurer.” Check or money order payments should be made in person or sent to the Public Records Office by mail:

Management Services Office
Public Records Office
PO Box 11007
Tacoma, WA 98411

Police Department Records

For Tacoma Police Department records, such as administrative files, investigative files, photos, and body camera and IVC footage, please use the online portal Tacoma Public Records Request Center.

In person, mailed or emailed requests can be made with a completed a Public Records Request Form. If the form is not used, make sure the request clearly states that it is for public records and includes name, phone number, mailing address, email address.  Requests should include as much information about the records as possible, such as the subject, date range, people involved, and other specific details, so we can conduct a thorough and accurate search.

By Mail: Send your request to PO Box 11007, Tacoma, WA 98411.

By Phone: Call (253) 231-0240 and leave a voicemail with your request details.

By Email: Send your request to the appropriate email address provided by the Public Records Office. publicdisclosure@tacoma.gov

For the fastest service, using the online portal is strongly encouraged.  Requests submitted other ways will be entered it into online portal by Public Records Office staff and all future communications will be through the online portal.

South Sound 911 is the records coordinator for the Tacoma Police Department. If you want to request Incident reports, CAD Reports, traffic citations or audio recordings of 911 calls please visit their website.

Tacoma Municipal Court Records are maintained and released by the Court. To request Court records, please contact the court and review the Court’s Access to Administrative Records. Please use the Tacoma Municipal Court Records Request Form.

Collision Reports– Please visit the Washington State Patrol. WSP is the central repository for all Police Traffic Collision Reports (PTCRs); PTCRs may be requested from their site regardless of where the collision occurred.

Court Records– Use the State of Washington Courts records request page to identify what type of record you seek or use the Washington State Court Directory to locate the appropriate court.

Criminal History or Background Check– Criminal history records may be obtained for non-criminal justice purposes, but is limited to conviction information only. Contact the Washington State Patrol.

Washington State Digital Archive has electronic copies of many current and historic city, county and state records are available on-demand in the Washington State Digital Archive.

Certain information is exempt from disclosure under state and federal law. Common exemptions include attorney-client privilege, personnel records, and sensitive security information. The Public Records Office will provide a detailed exemption log if any records are withheld or redacted

An appeal from the closure of a request can be made by sending a written appeal by mail, email, or delivered in-person to the Public Records Officer at jkauffman@tacoma.gov within 2 business days of receiving the closure notice. A copy of the closure notice must be included with the appeal. The Public Records Office will respond within 5 business days. No lawsuit can be filed while an appeal is under consideration.

This appeal process is voluntary and aims to resolve misunderstandings or disputes without the expense and delay of litigation.

• Washington Public Records Act – Chapter 42.56 RCW
• Public Records Act – Model Rules – Chapter 44-14 WAC
• City of Tacoma Policy
• Sunshine Committee – Exemptions from disclosure
• Washington State Office of the Attorney General – Open Government Resource Manual
• Municipal Research and Services Center – Public Records Act Overview