Public Records Division – Boston, MA

Public Records Division Overview

Role and Function

The Public Records Division (PRD) is a vital office within the Secretary of the Commonwealth of Massachusetts. Located at One Ashburton Place, practically adjacent to the State House, this division is the central authority for ensuring transparency and access to government information. Its primary mission is to administer the Massachusetts Public Records Law, which grants citizens the right to inspect and copy most government records. The division is headed by the Supervisor of Records, who issues determinations on appeals when a state or municipal agency denies a public records request. Beyond this oversight role, the PRD also maintains several critical registries. It houses the Lobbyist Section, which registers legislative agents and executive agents to ensure ethical standards in government lobbying. Additionally, it oversees the Commissions Section, which records the appointments of notaries public, justices of the peace, and other public officers appointed by the Governor. The division serves as a guardian of the public trust, facilitating an open government where information is accessible to journalists, researchers, and the general public 📜.

Services Offered

The Public Records Division offers a range of services tailored to both the public and government officials. Appeals: If a citizen’s request for records is denied or ignored by a state agency or municipality, they can file an appeal with the Supervisor of Records here. The division reviews these cases and issues binding orders. Lobbyist Registration: Professional lobbyists must register annually with the division, and the public can search these records to see who is influencing state policy. Notary Public & Commissions: The division processes the oaths of office for public officials. Newly appointed Notaries Public and Justices of the Peace often visit this office to take their qualifying oaths and receive their commissions. Records Management: The division also provides guidance to other state and local agencies on how to properly manage, store, and dispose of government records in compliance with state retention schedules.

• Public Records Appeals: Adjudicating disputes over access to government documents.
• Lobbyist Registry: Maintaining a searchable database of registered lobbyists and their clients.
• Commissions & Oaths: Administering oaths of office for Notaries Public and Justices of the Peace.
• Records Retention: Setting standards for the lifecycle of government documents.
• Citizen Information: assisting the public in locating the correct custodian of specific records.

Visiting One Ashburton Place

The Public Records Division is situated on the 17th floor (Room 1719) of the McCormack Building at One Ashburton Place. As a major state government office building, security is strict. All visitors must enter through the main lobby and pass through metal detectors and X-ray machines for bags. Photo identification is often required to check in at the security desk or to access specific upper floors. Prohibited items include weapons, pepper spray, and sharp objects. Visitors should allow extra time for this screening process, especially during morning hours. The office environment is business-like, and visitors are expected to dress and conduct themselves professionally. While appointments are recommended for specific services like taking an oath of office, the division is generally open to the public during business hours for inquiries.

Accessibility and Transport

Located on Beacon Hill, the office is best accessed via public transportation due to the severe lack of street parking. The building is a short walk from Park Street Station (Red and Green Lines) and Government Center Station (Blue and Green Lines). It is also near the Bowdoin station on the Blue Line. For those driving, the closest parking is in commercial garages such as the Center Plaza Garage, but rates are premium. The McCormack Building is fully ADA compliant, featuring accessible entrances, elevators with braille signage, and accessible restrooms on multiple floors. The division strives to be accessible to all citizens, providing assistance for those with disabilities who need help navigating the records request process.

Online Resources

In the digital age, much of the Public Records Division’s work is accessible online. The Secretary of the Commonwealth’s website hosts a comprehensive database where users can search for registered lobbyists, view the status of public records appeals, and access the “A Guide to the Massachusetts Public Records Law.” This guide is an essential resource for anyone looking to file a request, explaining the specific exemptions and timelines involved. Users can also find the Municipal Records Retention Schedule online, which is useful for town clerks and local historians.