Provo City

GRAMA Requests


 
In order to obtain a copy of a report, you must be the subject of the record or the legal guardian of a minor listed on the record.  Generally, copies of police reports are not able to be released until after they have been adjudicated, or processed through court.  If you are the defendant on a case that is not adjudicated and are currently not represented by an attorney in the matter, you can obtain a copy through Discovery at the Prosecuting Attorney’s Office.  If you are represented by an attorney, your attorney will need to request the report.  If you are listed as a victim of domestic violence on the report you are seeking, the case will be provided to you immediately, at no charge.  If you are trying to get the report on behalf of another individual, you must have a signed and notarized Third Party Release Form.
 
The law provides 10 working days for us to process your request (5 days if you can show that you must have an expedited response).  When you make a request, you will be required to fill out a GRAMA Request Form.  If a copy of the recording of the dispatch call is also requested, please also fill out a Dispatch Recording Request Form.  Please also provide the following information: 
  • Photo Identification
  • Date(s) of Incident(s) Requested
  • Description of record(s) and reason for request (must be described with reasonable specificity, listing any and all documents/records needed)
  • Case Number (if available)
 
Please make sure you are as specific as possible as to what information you are requesting and why you need this. You may request more than one record on the form.  The GRAMA request form may be turned into the Records Division personally or you may fax in this request.  The fax number for Records is 801-377-7315.  Please also include a legible copy of your identification with the form.
 
You will be notified by phone when your request is available.  You must again present identification at the time you pick up your request and pay any fees due in order for the records to be released.
 
The fees associated with the release of records are $.50 per page for reports (or $10.00 per research hour on records that are extensive), $25.00 for processed photos, $5.00 per page for digital photo printouts, $25.00 for copies of videos, $20.00 for copies of computer discs, and $20.00 for copies of Dispatch tapes.  The fees are due at the time the record(s) are picked up.  If you desire that your records be faxed, arrangements for the payment of fees will need to be made before the records are sent, and there is an additional fee of $.25 per page for faxing.
 
Not all requests for information can be granted.  In all cases, you should receive a response to your official request within ten working days.  Records that are generally available to the public include, but are not limited to:
 
  • An adult defendant's name, age, description, town of residence, and similar background information.  (Juvenile information is not generally released unless the juvenile is certified as an adult by a state judge.)
  • Some arrest information including arrest photos and the text and source of the charges related to the arrest, arraignment dates, and bond amounts.  (All defendants are assumed innocent until proven guilty in a court of law.)
  • Initial incident reports may also be made available as long as the information does not compromise an ongoing investigation or cause undue hardship to the victim.
 
There is some information that we can not release.  Generally, this information concerns a person's civil rights such as their right to privacy, protection and safety, and their right to a fair trial.  If you are denied some or all of what you have requested of us we will give you a reason for the denial.  As such, the types of reports or information that we generally don't release include, but are not limited to:
  • A defendant's prior criminal arrest or conviction records.
  • A defendant's street address and the identity of family members.
  • Confessions, alibis, and other defendant statements or whether he/she made such statements.
  • Witness identities and statements.
  • Detailed descriptions of evidence.
  • Opinions or other statements as to the character, reputation, or guilt of the accused.
  • The results of any tests, procedures, or examinations regarding the accused or whether the accused submitted to any of these procedures.
  • Detailed information regarding the victim or the victim's family.
 
NOTICE: Our policies and procedures for the collection, compilation, storage, and dissemination of official records and information are in compliance with state laws found in Title 63g, Chapter 2 of the Utah Code Annotated. This set of laws is known as the Government Records Access and Management Act or GRAMA. These laws identify those records that are accessible to the public, those that are confidential, and those that are sensitive. There are also guidelines and recommendations regarding the handling of those records. You can review GRAMA at www.le.state.ut.us, under the heading of "Utah Code and Constitution."
 
 
 
Provo Police Department
48 South 300 West
PO Box 1849
Provo, UT  84603