How to File a Public Records Request in Colorado Springs, Colorado

What Is the Colorado Open Records Act (CORA)?

The Colorado Open Records Act (CORA), codified at C.R.S. §§ 24-72-200.1 through 24-72-206, is the state law that guarantees public access to government records at all levels in Colorado. Originally enacted in 1968, CORA declares that "all public records shall be open for inspection by any person at reasonable times."

Under CORA, a "public record" includes all writings made, maintained, or kept by a government entity in the exercise of functions required or authorized by law, or involving the receipt or expenditure of public funds. This covers a broad range of documents: meeting minutes, budgets, contracts, permits, emails, maps, photographs, and digital files. Any person — resident or non-resident, individual or organization — may request records without stating a reason.

CORA does include exemptions. Personnel files (other than applications and performance ratings), trade secrets, attorney-client privileged materials, medical records, and letters of reference must be withheld. Other records may be withheld at the custodian's discretion if disclosure would be contrary to the public interest. Criminal justice records are handled under a separate law, the Colorado Criminal Justice Records Act (CCJRA). Importantly, the burden of proving that an exemption applies rests on the government — not on the requester.

Read the full text of the Colorado Open Records Act (CORA) (Colorado Revised Statutes, Title 24, Article 72, Part 2 (§§ 24-72-200.1 through 24-72-206))

How to File a Public Records Request with the City of Colorado Springs

How to Submit Your Request

The City of Colorado Springs accepts public records requests in writing via email, mail, or in person. No specific form is required, but your request must be in writing and sufficiently detailed for staff to locate the records. Email your request to [email protected] for general city records. Note that certain records require separate submission: police records go through the Colorado Springs Police Department Records Unit, utility records go through Colorado Springs Utilities, and zoning/code enforcement records go to the relevant department. The City's CORA page provides routing guidance for different record types. Include your contact information so staff can reach you with questions or cost estimates.

What to Include in Your Request

• Your full name and contact information (mailing address, phone number, and email)
• A specific description of the records you are seeking, including document type
• Relevant date ranges for the records requested
• Names of individuals, departments, or projects connected to the records
• Your preferred format for receiving the records (electronic or paper copies)
• A statement of the maximum amount you are willing to pay in fees before being contacted
• Any other identifying details (case numbers, addresses, permit numbers) to help locate records

Response Deadlines and What to Expect

Under CORA, the City of Colorado Springs must make requested public records available for inspection within three working days of receiving a written request (C.R.S. § 24-72-203(3)(b)). This is one of the shorter response windows among U.S. states. The clock starts on the next working day after the request is received.

If extenuating circumstances exist — such as the volume of records, the need for legal review, or the physical location of records — the City may extend the response period by up to an additional seven working days, for a total of ten working days. The City must notify the requester of any extension within the initial three-day period.

It's important to understand that the three-day deadline is for making records available, not necessarily for completing the entire production. For large or complex requests, the City may provide records on a rolling basis.

Regarding fees, the City of Colorado Springs charges for requests that require more than two hours of staff time to locate, gather, and produce records, pursuant to C.R.S. § 24-72-205(5)(a). Copying costs are $0.25 per standard page, and research and retrieval fees up to $41.37 per hour may apply after the first free hour. The City may require a 50% deposit of the estimated cost before beginning work on large requests. No fees are charged for records transmitted electronically via email (no per-page copy fee applies to electronic records).

What to Do If Your Request Is Denied or Delayed

If the City of Colorado Springs denies your records request or fails to respond within the statutory deadline, you have options — but it's important to understand that Colorado's appeal process ultimately runs through the courts, not an administrative agency.

Common reasons for denial include: the records fall under a statutory exemption (such as personnel files, trade secrets, or attorney-client privilege under C.R.S. § 24-72-204); the records are criminal justice records governed by the CCJRA rather than CORA; the request is overly broad or vague; or the records do not exist. The City must provide a written explanation citing the specific exemption if it denies any portion of your request.

If your request is denied, start with an informal approach. Contact City Communications at (719) 385-5906 to discuss the denial and explore whether narrowing or clarifying your request might resolve the issue. Sometimes a conversation with the records custodian can clear up misunderstandings.

If informal efforts fail, CORA requires a 14-day notice period before you can file a lawsuit. During this period, both parties may attempt any agreed-upon method of dispute resolution (C.R.S. § 24-72-204(5)). Unlike some states, Colorado does not have a public records ombudsman or administrative appeal process — the district court is the only formal venue.

If you file a petition in district court and prevail, the court is required to award you court costs and reasonable attorney fees (C.R.S. § 24-72-204(5)). Even partial success can qualify you as a 'prevailing applicant' entitled to fees. Conversely, the custodian may recover fees only if the court finds your lawsuit was frivolous, vexatious, or groundless.

Steps to Appeal

1. Contact City Communications at (719) 385-5906 or [email protected] to discuss the denial and ask for clarification on the specific exemption cited.
2. Ask for a written explanation citing the specific statutory provision(s) under C.R.S. § 24-72-204 that justify the withholding, if one was not already provided.
3. Consider narrowing or modifying your request to address the custodian's concerns — sometimes a more targeted request resolves the impasse.
4. Send a written 14-day notice of intent to file a lawsuit, as required by C.R.S. § 24-72-204(5), and attempt informal resolution or mediation during this period.
5. Consult with an attorney experienced in Colorado open records law about the merits of a court petition — resources include the Colorado Freedom of Information Coalition (CFOIC).
6. File a petition in the district court for El Paso County asking the court to order the custodian to show cause why inspection should not be permitted (C.R.S. § 24-72-204(5)).
7. If the court finds the denial was improper, it must award you court costs and reasonable attorney fees as the prevailing applicant (C.R.S. § 24-72-204(5)(a)).

Types of Records You Can Request from Colorado Springs, Colorado

The City of Colorado Springs creates and maintains a wide variety of public records across its many departments. Below are common types of records you can request under CORA.

• City Council meeting agendas, minutes, and resolutions
• Ordinances and municipal code amendments
• City budgets, financial statements, and expenditure reports
• Contracts and agreements with vendors, consultants, and contractors
• Building permits, zoning applications, and development plans
• Code enforcement complaints and violation records
• Business license applications and approvals
• City employee salary and compensation data (excluding protected personnel file contents)
• Emails and correspondence of city officials related to official duties
• Land use planning documents and annexation records
• Water, wastewater, and utility service records (via Colorado Springs Utilities)
• Fire inspection reports and fire department incident records
• Traffic studies, transportation plans, and road project documents
• Parks and recreation program records and facility usage data
• Internal audit reports and city performance assessments

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Colorado Springs to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Colorado Springs