The New Mexico Inspection of Public Records Act (IPRA) grants all citizens the right to inspect public records, related to the conduct of government business, at no charge. Sandoval County processes all requests for public records in accordance with New Mexico IPRA regulations.
IPRA Request Frequently Asked Questions
Records Request Processing Time
The processing time frame for IPRA requests can vary. Sandoval County always strives to fulfill requests in three days, however, IPRA regulations do allow up to 15 days for processing of requests in most cases.
Sandoval County, per IPRA regulations, reserves the right to redact personal identifier information in public records. As outlined in IPRA regulations, personal identifier information includes:
- All but the last four digits of a taxpayer identification number
- All but the last four digits of a financial account number
- All but the last four digits of a driver’s license number
- All but the year of a person’s date of birth
- A social security number
Record Copying Charges & Options
Sandoval County, in accordance with IPRA regulations, reserves the right to charge a fee when the requester ask the County to make physical paper copies of documents or place electronic documents on CD, USB/Thumb Drives or DVDs. All requesters will be notified in advance of any fees related to their public records copying requests, should they request copies. Payment must be received before copies of records will be created and released.
Again, please note that it is free to inspect public records and we will only charge a fee if you request that we make copies of documents for you. In addition, a requester is welcome to utilize their own copying device (such as a cell phone camera or portable scanner) to make their own free copies of responsive documents as long as the document does not leave the County facility where it is being viewed.
County IPRA Policies
Below please find a link to the most current IPRA policy for Sandoval County:
Note: The policy listed above is currently undergoing updates for 2019. The completion of this updated IPRA Processing Policy for Sandoval County is expected by early Fall 2019.
Online Public Records Portal
In an effort to assist with communication and processing of IPRA requests, Sandoval County has an online public records portal. This portal is free to use and allows for the submission of requests, tracking of requests, dissemination of responsive records, payment processing and more.
Please note that copies of documents already in electronic format, and eligible for release on the online public records portal, shall be provided to the requester at no charge through the online portal.
Information to Include in Your Request
When submitting a public records request, it’s always best to include a detailed description of the records you are seeking. When submitting, be sure to include the following:
- Your name as the requester
- Your email address as the requester
- Your phone number as the requester
- The department where your request should be directed (if you know this information)
- For Detention Center records: Full name, date of birth, etc.
- For Sheriff’s Office records: date of incident, name of officer, full name of person, date of birth, etc.
- For Clerk’s Office records: Full names, property address, case numbers, etc.
- The type of record you are seeking: correspondence, contracts, submissions, proposals, emails, licenses, logs, reports, etc.
Including the information above, when applicable, assists the records custodian to more quickly find the responsive documents you are seeking and prevents requests for further clarification.
Many of the records for Sandoval County are in electronic format. They can be in excel format or PDF format. We are only able to provide electronic documents in their current format, we are unable to customize formats for the release of public records.
Copies of documents already in electronic format, and eligible for release on the County’s online public records portal, shall be provided to requesters at no charge through the online portal.
Public Records Custodians
Sandoval County requests for public records are processed either through the Public Information Office or through the Sheriff’s Office. The public records custodians for Sandoval County are:
Sheriff’s Office Requests
Lt. John Castañeda
Public Information Records Requests – (All Departments and Offices except Sheriff’s Office)
Wayne Johnson, County Manager
The resources below may provide additional information related to public records:
State of New Mexico Attorney General’s Office
State of New Mexico Inspection of Public Records Act
State of New Mexico Inspection of Public Records Act Compliance Guide
Freedom of Information Act