Arizona Public Records Information

The laws regarding the state of Arizona’s public records are considered to be quite broad as well as flexible and incorporate a very modern approach to the management of records. The records management division of the “Arizona State Library, Archives and Public Records” covers all the records of the local government that are inclusive of municipalities, counties, special districts, school districts as well as the state universities and the executive branch of the Arizona State government.  In addition the records management division has the authority to advise and assist the judicial as well as the legislative branches of the Arizona State government upon request.

Public Record: Definition

In accordance to the Arizona State’s Revised Statutes (ARS 41-1350) the definition of what constitutes as public records is as follows:

The “public records “implies all maps, papers, books, documentary materials and photographs irrespective of the form or the characteristics of the records including the copies or prints of the items that are produced or reproduced on any electronic media (ARS 41-1348) which are either received or made by any state government agency. The public records also constitutes records used for any public business transactions that require to be preserved by a legitimate government agency or its successor as proof of the functions, decisions, policies, operations, procedures and any other government activities due to the value of the information as well as the historical significance of the information contained in them.

In the state of Arizona the definition of the public records also extends to all media including the paper form as well as other electronic media which are not invented yet.

As per the definition of “public records” the term” is appropriate for preservation or preserved” implies whether the information contained in the document is worthy to be filed and indexed for the purpose of facilitating a quick retrieval in the future. But it does not assume the need for a permanent preservation or defining any retention period for the retention of these documents.

Materials excluded from the definition of public records in Arizona State include materials that are acquired or made for the purpose of exhibition or reference of the state library or the museum. These records are preserved for the convenience of reference and distribution to interested parties.

Retention and Disposition of the Public Records in Arizona

The retention and disposition of the public records is governed by the statutes ARS -41-1347B, ARS- 41-1348 as well as the Section 38-421 of the Arizona State Library, Archives and Public Records division. This is done through a thorough analysis which is performed by the staff of the Records Maintenance Division. The criterion for the retention is determined by the historical, legal, fiscal as well as the administrative value of the records.

For additional information on an Arizona public record you can visit the Records Management Division of the Arizona State Library, Archives and Public Records: http://www.lib.az.us/ . You can also get in touch with the division at the following address:

Records Management Division
Arizona State Library, Archives and Public Records,
A division of the Secretary of State.
1919 West Jefferson, Phoenix, AZ 85009
Phone: (602) 926-3815
Fax: (602) 256-2838

Accessing Arizona Public Records

The types of Arizona public records includes birth records, death records, court records( civil and criminal) from the supreme court, appellate courts and the superior courts including civil and criminal appeals on matters such as marriage license, criminal as well as civil divorce records, drivers licenses, incorporation records, records of US naturalization, records of the motor vehicles registration,  records of the real estate ownership, probate records, water right records and school records.

Most of the Arizona public records are not available over the Internet. The state laws in the Arizona State require that the individual directly contact the government agency during the business hours. There are charges applicable for making copies of the Arizona public records. In addition commercial use of the Arizona public records is restricted by the Arizona State statutes and incurs a higher cost for each copy of the records.

For a complete list of the public records available in Arizona along with the various resources please visit: http://www.lib.az.us/records/access.cfm.