Open Records Request in Georgia

A collection of words including: Evidence, Require Proof, Witness, Legal Trial, Law, Hearsay, Testimony, etc.

What is an Open Records Request, and why is it important for my case?

One of the first and most important steps in getting your personal injury case started, is to begin by obtaining all evidence and supporting documents. This is done by submitting an Open Records Request.

The Georgia Open Records Act states that records maintained by most government agencies, or private companies carrying out government functions, are open to the public and subject to inspection at a reasonable time and place.

This Act allows citizens and law firms to send requests to government agencies in order to obtain any evidence that may build a stronger case for an injured party.

What documents are requested through an Open Records Request?

When dealing with a car wreck case, some of the documents that are obtained through Open Records Requests are:

  1. 911 calls and CAD reports
  2. Accident Report
  3. Police Dash and Body Cam Footage from the responding police department
  4. Photographs
  5. Citations (traffic ticket) and the disposition of those citations.

For Premises Liability or Negligent Security cases, it is helpful to request a Crime Grid to get an idea of a history of past incidents at a particular location or area.

In cases where an injured party has suffered from a dog bite, an Open Records Request may be submitted to the local animal control agency to determine if a particular dog or location has had similar issues in the past.

All of these documents are extremely helpful and important in order to get started with a proper case investigation.

How do you submit an Open Records Request?

The first step in submitting an Open Records Request is to determine where you should send the request. E-911 Communication Centers, Police Departments, Clerk’s Offices, and Animal Control each are responsible for maintaining records and documentation that are accessible to the public. Therefore, you will need to determine which governmental agency is in possession of the documents you are wishing to obtain. Each County, State and City agency will have a different process for how they handle and fulfill requests.

Some departments will have an online portal in which you are able to submit your request, while others may have their own specific form to fill out and submit via mail, fax or email.

When submitting a request, it’s important to include any and all helpful information in order to help the agency to locate the documents you are requesting, such as dates, names, addresses, report numbers, etc.

Why are these supporting documents so important?

When submitting a demand to the insurance company or filing a lawsuit in order to settle your personal injury case, it is important to provide the insurer with ample evidence to substantiate your claim.

For example, if you are involved in a rear-end car wreck and the at-fault driver is issued a citation for following too closely, providing a copy of the disposition of a citation with a guilty plea shows the at-fault driver is admitting their negligence.

For cases involving dog bites, premises liability or negligent security, previous incidents help build a stronger case by showing the at-fault party was aware of a danger and did not act reasonably to remedy the danger.

What to expect once my Open Records Request has been submitted.

Once your request has been submitted, most Georgia agencies will have 3 business days to respond to your request and notify you the request was received.  Typically, they will provide you with a request number and the contact information of who is handling your request.

It is important to remember an agency may not be able to release all requested documents right away. If you have a car wreck case and the criminal case is still pending with the at-fault driver’s citation or arrest, or if the police department is still conducting their investigation, they will not be able to release all requested materials until the investigation or criminal case file is closed.

Always be sure to have a follow up system in place in order to ensure your request is fulfilled.

Written by Paralegal Kyle McManus

What’s the Deal with Domesticating Foreign Subpoenas?

Hand holding a pen about to sign a subpoena.

How to: domesticating a foreign subpoena in another state.

POV: It’s a dark and stormy Thursday afternoon and you’re a young, bright-eyed, paralegal working for the best personal injury firm that’s ever existed when the founding partner comes to you with a rather unique ask; conduct some research on how to domesticate a foreign subpoena in another state. He hands you one of the thickest books you’ve ever seen, and you accept this new challenge with genuine enthusiasm, although, you can’t help but notice the devious smile that slowly creeps across his face as he slips quietly back into his office. Your newfound enthusiasm is quickly replaced with dread. This formidable task grows all the more daunting as you clutch the 1,359-page book on Georgia’s Civil Procedure tightly against your chest and contemplate your life choices that have led up to this moment.

If you can relate in any way to the story above, then you have come to the right place. Welcome! As the young, bright-eyed, paralegal who was assigned the aforementioned task, and as a result is now an expert on the topic, I’m here to share my knowledge with the world!

While the thought of having a foreign subpoena for discovery (i.e., a deposition) domesticated in another state may seem daunting as first, the process is actually quite simple. Depending on which state the case is in and which state your witness is in, you may be able to rely on the Uniform Interstate Depositions and Discovery Act (UIDDA) for guidance which makes the process the same for the 30+ states that have adopted it.

The example scenario is as follows: you’re working on a case and having trouble tracking down a witness that you need to depose, a tale as old as time. After doing some digging, you discover that the witness has, since the time of filing the initial lawsuit, moved out-of-state to Tennessee. You take a deep breath and login to your trusty Westlaw account to embark on a journey where you’ll hopefully learn something new: how to domesticate and serve a foreign subpoena in Tennessee. Your research will likely lead you to Tennessee Code § 24-9-203 which states that “a party may submit a foreign subpoena to a clerk of courts in the county in which discovery is sought to be conducted in this state.” Simply put, once you’ve successfully obtained your subpoena from the Georgia court where your lawsuit is pending you will mail the subpoena, now file stamped, to the appropriate clerk of courts in the Tennessee county where the witness resides. From there, your successfully domesticated foreign subpoena can be served on your witness by the Sheriff or by a private process server who understands the rules of civil procedure in Tennessee.

If you have a case that resides in a state that has adopted the UIDDA, but a witness that resides in a state that hasn’t adopted the Act, the process will look a little different. Once you’ve put on your thinking cap, you’ll have to initiate this arduous process with an Order to Take Out of State Deposition, a Commission to Take Out of State Deposition, a Stipulation to Take Out of State Deposition, or a Letter Rogatory. Next, you will have to request that a subpoena be issued from the court in the state where your witness resides by either submitting an application, filing a petition, by providing documents to the court or having an attorney file a petition. After you’ve successfully jumped through all the necessary hoops your subpoena should be ready to be served! At this point, you will need to consult with the state in which your case originated and a process server to determine who is authorized to serve the subpoena. Suffice to say, the exact process will vary depending on which states are involved so it is always best to comply with an individual state’s process as closely as possible to ensure that your subpoena is successfully issued, domesticated, and served on your witness in a timely manner.

Pro tip: When in doubt, reach out! Contact the clerk of courts office in the county where you are trying to have your subpoena domesticated and pick their brains on how to comply with their state’s rules and regulations. So go forth and utilize your resources, work smarter not harder, and tell no one of your dastardly plans to become the smartest person in the room. Good luck!

Written By Paralegal Rachel Wilson