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Indiana Department of Environmental Management

IDEM > e-Services > Virtual File Cabinet (VFC) and Public Records Office (PRO) > Public Records Office (PRO) Frequently Asked Questions Public Records Office (PRO) Frequently Asked Questions

How do I request public records?

By completing and submitting the Public Records Request Form (available on the IDEM Forms page) it will expedite the processing of your request. Records Requests can still be submitted via mail, e-mail, or in person to the Public Records Office. Please indicate if you would like to inspect the record or have the record copied.

What happens after I make a request?

IDEM will acknowledge the request and conduct research to locate responsive records.

What information do I need to include in my request?

Please be as specific as possible when making your request, include any complete addresses, current and former names and what timeframe you are requesting records for, such as January 1, 2000 to January 31, 2001.

How long will it take to receive a response to my records request?

Records must be produced in a reasonable period, considering the circumstances of the requested public records, including:

  1. The scope of the request (whether it is broad or narrow).
  2. The location and organization of the requested records.
  3. Whether the requested records must be reviewed to redact portions of records prior to disclosure.
Can I drop by IDEM during regular business hours to inspect the records that I want?

You can visit the PRO any time during our normal business hours to inspect records electronically. The records may not be available for inspection. The PRO provides computer access to the IDEM website and the VFC.

What happens when I click on the request button next to the document number isn’t that submitting a records request?

A records request may be submitted electronically via e-mail or by completing and submitting via e-mail the Public Records Request form (PDF) (WORD). When you click on the request button it is requesting review of that specific document by program area staff. After the review is complete one of three (3) things will happen:

  1. The document will be determined to be viewable by the public in its entirety. It will have the same document number and will be changed to “view” rather than “request”.
  2. The document may contain information that is not viewable by the public. A redacted copy of the document will be given a new document number, the disclosable information will be made viewable to the public.
  3. The record in its entirety will not be viewable by the public and will not appear in any future search results. The record will only be viewable by authorized IDEM staff.
More Information

If you are a member of a media organization you are encouraged to call the IDEM Office of Media Relations at (317) 233-4927 before contacting the Public Records Office. If you have a question for our program area staff please call the following numbers:

  • Office of Air Quality: (317) 233-3861
  • Office of Land Quality: (317) 232-8941
  • Office of Water Quality: (317) 232-8670