How to File a Public Records Request in Herriman, Utah
Herriman is one of Utah's fastest-growing cities, nestled in the southwest corner of Salt Lake County against the Oquirrh Mountains. Once a small agricultural community with fewer than 2,000 residents at the turn of the millennium, Herriman's population has surged past 62,000 — making it among Utah's 15 largest cities. That rapid growth means more public spending, more development decisions, and more city contracts and permits that residents may have a legitimate interest in examining. In Utah, access to government records is governed by the Government Records Access and Management Act (GRAMA), codified at Utah Code Title 63G, Chapter 2. The City Recorder's Office serves as the official custodian of Herriman's public records and handles GRAMA requests for most city documents. This guide walks you through exactly how to request public records from Herriman, Utah — including who to contact, what forms to use, and what to do if your request is delayed or denied.
What Is the Government Records Access and Management Act (GRAMA)?
The Government Records Access and Management Act (GRAMA), codified at Utah Code Title 63G, Chapter 2, is Utah's comprehensive open records law and the state equivalent of the federal Freedom of Information Act. GRAMA guarantees every person the right to inspect a public record free of charge and to take copies during normal working hours (Utah Code § 63G-2-201). Critically, the law presumes that all records are public unless a statute expressly provides otherwise — placing the burden on the government to justify any withholding.
Under GRAMA, a "record" encompasses any book, letter, document, paper, map, photograph, film, tape, electronic data, or other documentary material — regardless of physical form — that is prepared, owned, or controlled by a government entity. Examples of commonly requested records include building permits, council meeting minutes, city contracts, budget documents, emails between city officials, code enforcement actions, and police reports.
GRAMA classifies records as public, private, controlled, or protected. Major categories of restricted records include personnel files, personal financial information, law enforcement investigative files, attorney-client privileged communications, and records whose disclosure would jeopardize public safety. When competing interests are of equal weight, GRAMA directs agencies to resolve the tie in favor of public access.
How to File a Public Records Request with the City of Herriman
Contact Information
- Office
- Herriman City Recorder, City Recorder's Office
- Address
- 5355 West Herriman Main Street, Herriman, UT 84096
- Phone
- (801) 446-5323
- [email protected]
- Website
- https://www.herriman.gov/city-recorder
- Hours
- Monday through Friday, 7:30 AM to 5:30 PM
How to Submit Your Request
Herriman accepts GRAMA requests through multiple channels. You can submit your request online via the city's GRAMA request link on the City Recorder's page at herriman.gov/city-recorder, by email to [email protected], by mail to 5355 West Herriman Main Street, Herriman, UT 84096, or in person at City Hall during regular business hours (Monday through Friday, 7:30 AM to 5:30 PM). No specific form is required under GRAMA, though using a standardized request form helps ensure you include all required information. The Utah State Archives also offers a free, printable GRAMA request form available at archives.utah.gov. Retain a copy of your request — you will need it if your request is denied and you decide to appeal.
What to Include in Your Request
- Your full legal name
- Your mailing address
- Your daytime telephone number and email address (if willing to receive email communications)
- A clear description of the records requested, identified with reasonable specificity (dates, subject matter, parties involved, record type)
- Your preferred format for receiving records (electronic or paper copies, or in-person inspection)
- Whether you are requesting expedited processing and the public benefit justification if so
- A request for a fee waiver and your justification, if applicable
Sample Request Letter
City Recorder's Office
City of Herriman
5355 West Herriman Main Street
Herriman, UT 84096
Re: GRAMA Request for Public Records — Utah Code § 63G-2-204
Dear City Recorder,
Pursuant to the Utah Government Records Access and Management Act (GRAMA), Utah Code Title 63G, Chapter 2, I respectfully request access to the following public records maintained by the City of Herriman:
[Describe the records requested with reasonable specificity. Include the subject matter, relevant date range, names of parties involved, and type of document (e.g., contracts, emails, permits, meeting minutes) to help staff locate the records efficiently.]
I request that the records be provided in electronic format (PDF) if available. If any responsive records are to be withheld in whole or in part, please provide a written explanation of the legal basis for each withholding, citing the applicable GRAMA classification or statutory exemption.
If the estimated cost to fulfill this request will exceed $25.00, please notify me before proceeding so that I may authorize the expense or narrow my request. I am also asking that you waive any applicable fees on the grounds that [state public interest justification, if applicable].
As required by Utah Code § 63G-2-204, please respond within 10 business days of receipt.
Thank you for your assistance.
Sincerely,
[Your Full Name]
[Your Mailing Address]
[Your Daytime Phone Number]
[Your Email Address]
[Date]
Response Deadlines and What to Expect
Under Utah Code § 63G-2-204, the City of Herriman has a maximum of 10 business days to respond to a standard GRAMA request after properly receiving it. Expedited requests — those where the requester demonstrates the release will benefit the public rather than only the individual — must receive a response within 5 business days. Media requesters reporting for publication or broadcast are presumed to be acting in the public interest under the statute.
A "response" under GRAMA may take several forms: the city may (1) provide the requested records, (2) provide a written notice of denial explaining the legal basis for withholding, (3) refer you to another agency if it doesn't hold the records, or (4) notify you that extraordinary circumstances require additional time and give you an estimated completion date. Extraordinary circumstances recognized by GRAMA include voluminous requests, records requiring extensive legal review, or records held in offsite storage.
There is no separate deadline for residents versus non-residents — the 10 business day standard applies to all requesters equally. Inspection of records in person is free of charge under Utah Code § 63G-2-201. Copying fees are based on actual costs (Utah Code § 63G-2-203), and agencies may require prepayment if estimated fees exceed $50. A deemed denial — where the agency simply fails to respond by the deadline — can also be appealed as if it were an explicit denial.
What to Do If Your Request Is Denied or Delayed
Receiving a denial — or simply hearing nothing back by the deadline — is not the end of the road. GRAMA establishes a clear, multi-step appeals process that gives requesters real recourse, including access to an independent oversight body and the courts.
Common reasons a GRAMA request may be denied include the classification of records as private (e.g., personnel files, employees' home addresses), protected (e.g., law enforcement investigative records, attorney-client communications), or controlled (medical/mental health data). Agencies may also deny requests if they involve extraordinary amounts of staff time, though the fee for that labor can itself be appealed.
If your request is denied in whole or in part, the city is required to provide a written notice of denial that explains the legal basis for withholding and informs you of your right to appeal. A failure to respond within 10 business days is treated as a deemed denial and may also be appealed.
Before filing a formal appeal, consider contacting the Government Records Ombudsman at the Utah Division of Archives and Records Service. The Ombudsman provides free, confidential mediation and can help resolve disputes without triggering the formal appeals process. Initiating mediation pauses the 30-day deadline for filing with the Government Records Office Director, giving both sides time to reach a resolution.
If mediation does not resolve the issue, you can escalate through the formal appeals chain described below. District courts may award reasonable attorney fees to requesters who substantially prevail under Utah Code § 63G-2-802.
Steps to Appeal
- Contact the Herriman City Recorder informally to clarify the scope of your request or identify any procedural issues that caused the denial.
- If informally unresolved, file a written appeal to the Chief Administrative Officer (CAO) of Herriman City within 30 days of the denial or deemed denial, citing Utah Code § 63G-2-401. The CAO must respond within a reasonable time.
- Consider contacting the Government Records Ombudsman (Utah Division of Archives and Records Service) for free mediation at any stage; mediation pauses the 30-day appeal clock under Utah Code § 63A-12-111.
- If the CAO denies your appeal, file a written appeal with the Director of the Government Records Office (which replaced the State Records Committee in 2025) within 30 days of the CAO's denial or 45 days if the CAO failed to respond; cite Utah Code § 63G-2-402. Contact: Government Records Office, 346 S. Rio Grande, Salt Lake City, UT 84101.
- The Government Records Office Director holds a hearing and issues a written Decision and Order. Either party may appeal this ruling to district court within 30 days under Utah Code § 63G-2-404.
- File a petition in Utah district court for judicial review of the Director's decision. Under Utah Code § 63G-2-802, a court may award reasonable attorney fees and costs to a requester who substantially prevails in a judicial appeal.
- If a government employee intentionally withholds records in violation of GRAMA, criminal penalties under Utah Code § 63G-2-801 may apply — consult an attorney if you believe bad-faith withholding has occurred.
Types of Records You Can Request from Herriman, Utah
Herriman City produces and maintains a wide range of records in the ordinary course of municipal government. Under GRAMA, all of the following record types are presumed public unless a specific statutory exemption applies.
- City Council meeting agendas, minutes, and audio/video recordings
- Planning Commission agendas, minutes, and land use decisions
- Building permits, inspection reports, and certificates of occupancy
- City contracts, vendor agreements, and professional services agreements
- Budget documents, financial audits, and expenditure reports
- Zoning maps, general plan amendments, and subdivision plat approvals
- Code enforcement complaints, violation notices, and enforcement actions
- Police department records including initial contact reports (subject to GRAMA classification)
- City employee salary schedules and compensation data
- Mayor and City Council correspondence and official communications
- Development application files, environmental impact documents, and traffic studies
- Public works project records, engineering reports, and infrastructure plans
- Animal services records and incident reports
- City election records, campaign finance disclosures, and candidate filings
- Water utility records, billing policies, and rate schedules
If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Herriman to justify withholding — not on you to pre-determine what's available.
Tips for Effective Public Records Requests in Herriman
Be specific and narrow
The more precisely you describe the records you need — by date range, subject, record type, and department — the faster the City Recorder's office can locate them. Vague requests often result in delays, fee estimates, or requests for clarification.
Request electronic copies
Ask for records in electronic format (PDF or spreadsheet) when possible. Digital records are often delivered faster, cost less to produce, and are easier to search and share than paper copies.
Ask about the fee up front
Include a fee threshold in your request — e.g., 'notify me before incurring costs exceeding $25.' This protects you from surprise bills and gives you the chance to narrow your request before work begins. Fee waiver requests should include a specific public-interest justification.
Keep a paper trail
Save copies of everything you send and receive, including your original request, any correspondence with city staff, and any denial notices. These documents are essential if you need to appeal.
Know the deemed-denial rule
If the City of Herriman does not respond within 10 business days of receiving your properly submitted request, that silence is treated as a denial under GRAMA — and you may immediately appeal to the Chief Administrative Officer as if you had received a formal denial.
Use the Ombudsman early
The Government Records Ombudsman at the Utah Division of Archives and Records Service offers free, confidential assistance and mediation. Reaching out before filing a formal appeal often resolves disputes faster and at lower cost than going through the full appeals chain.
Separate your requests by department
If you need records from multiple Herriman departments — say, both Planning and Public Works — consider submitting separate targeted requests rather than one broad combined request. This can reduce delays and make tracking each response easier.
When One Request Reveals a Bigger Problem
Filing a single records request is just the beginning. In fast-growing communities like Herriman — where development decisions, infrastructure spending, and public contracts are accelerating — one document often raises new questions that require additional digging. Project Paper Trail is built for exactly that kind of civic investigation: connecting public records to patterns, trends, and the people affected by government decisions.
Project Paper Trail is an AI-powered platform that helps residents, journalists, and attorneys follow the paper trail on development approvals. We use public records, AI-driven document analysis, and relationship mapping to detect patterns of missing records, procedural shortcuts, and developer-government conflicts of interest. Every finding is sourced from public records. Every conclusion is traceable.
If you've noticed something wrong with a development near you — construction that started before approvals, drainage that doesn't look right, or records that should exist but don't — we can help you follow the paper trail.
Frequently Asked Questions About Public Records in Herriman, Utah
How long does the City of Herriman have to respond to a public records request?
Under Utah Code § 63G-2-204, Herriman has up to 10 business days to respond to a standard GRAMA request. Expedited requests that demonstrate a clear public benefit must be fulfilled within 5 business days. If the city does not respond within the deadline, that silence is treated as a deemed denial that you may immediately appeal.
Do I have to explain why I want the records or who I am to file a GRAMA request?
No. Under GRAMA (Utah Code § 63G-2-201), a requester's purpose is generally irrelevant to the right to inspect public records. You are required to provide your name, mailing address, and phone number, but you are not required to justify why you want the records or to be a Utah resident.
Can the City of Herriman charge me for public records?
The City may charge the actual cost of providing records, including staff time for compiling, formatting, and retrieving them, under Utah Code § 63G-2-203. Inspecting records in person is always free. If estimated costs will exceed $50, the city may require prepayment. You can request a fee waiver by explaining how release serves the public interest.
What can I do if the City of Herriman denies my GRAMA request?
You can appeal to Herriman's Chief Administrative Officer within 30 days of the denial (Utah Code § 63G-2-401). If that appeal fails, you can escalate to the Director of the Government Records Office within 30 days. The Government Records Ombudsman is also available for free mediation at any stage. Final appeals may be taken to Utah district court.
Are police records available through a GRAMA request in Herriman?
Some Herriman Police Department records are public under GRAMA — including initial contact reports that describe an officer's initial response to a complaint. Follow-up investigative reports and records that would identify undercover officers, ongoing investigations, or confidential informants may be classified as protected. Submit your request to the Herriman Police Department records office or through the City Recorder.