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A custodian n must t grant t access to a government record d by y the method of f delivery
requested(regularmail,e-mail,orfax). Custodiansmaychargeassociatedcostsforsame(i.e.
actualpostagecosts).
Acustodianisobligatedtoprovidethelegalbasisforeachindividualredactionorrecord
denied. Inthecustodian’sresponse,thecustodianmustreferencethespecificOPRAor r other
stateorfederalexemptionthatallowsnondisclosure.
Additionally,custodiansmustrespondtoeachitemrequested. Ifrecordsresponsivetoa
requestarenotbeingprovided,custodiansmustprovidethelegal basisfordenyingaccessin
writing. Simplystatingtherecordsarenotpublicrecordsamountstoaninsufficientresponse.
Thiseightstepguidelinewillassistrecordscustodiansfulfilltheirobligationtoprovide
openaccesstoNewJersey’sgovernmentrecords,andachievethegoalsofOPRA. Asalways,if
acustodianhasquestionsaboutanOPRArequestorthelaw,theyareencouragedtocontactthe
GRCforguidance(1-866-850-0511).
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SECTION2:
OPRAResponseTemplates
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[InsertDate]
[InsertRequestor’sName]
[InsertRequestor’sAddress]
[InsertCity,State,Zip]
Dear[insertnameofrequestor],
The[insertnameofagency]receivedyourOpenPublicRecordsAct(OPRA)requeston[insert
date agency y received request]. . The e official Records s Custodian, , [insert t name e of f custodian],
receivedyourOPRArequeston[insertdatecustodianreceivedrequest]. Assuch,theseven(7)
businessdaydeadlinetorespondtoyourrequestis[insertdeadlinedate]. Thisresponsetoyour
requestisbeingprovidedtoyouonthe[Xth]businessdayafterthecustodian’sreceiptofsaid
request.
Thefollowingrecordsarebeingprovidedintheirentiretyandareresponsivetoyourrequest.
1. [Insertnameofrecord,numberofpages]
2. [Insertnameofrecord,numberofpages]
3. [Insertnameofrecord,numberofpages]
Includemoreasnecessary.
Theserecordsarebeingtransmittedtoyouvia[insertrequestor’spreferredmethodofdelivery],
as per yourrequest. . PursuanttoN.J.S.A.47:1A-5.b.,thecostassociatedwiththisrequestis
[insertamount]. [Includeinstructionsonhowrequestorcanremitpayment].
Ifyourrequestforaccesstoagovernmentrecordhasbeendeniedorunfilledwithintheseven(7)
businessdaysrequiredbylaw,youhavearighttochallengethedecisionbythe[insertnameof
agency]todenyaccess.At youroption,youmayeitherinstituteaproceedingintheSuperior
Court of f New Jersey y or file e a a complaint t with the Government Records s Council l (GRC) by
completing the Denial of Access Complaint Form. . You u may contact t the GRC C bytoll-free
telephone at 866-850-0511, by y mail at P.O. . Box 819, Trenton, NJ, 08625, , by y e-mail l at
grc@dca.state.nj.us,orattheirwebsiteatwww.state.nj.us/grc.TheGRCcanalsoanswerother
questionsaboutthelaw. AllquestionsregardingcomplaintsfiledinSuperiorCourtshouldbe
directedtotheCourtClerkinyourCounty.
Sincerely,
[InsertnameofCustodian]
[Insertnameofagency]
[InsertCustodian’scontactinformation]
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[InsertDate]
[InsertRequestor’sName]
[InsertRequestor’sAddress]
[InsertCity,State,Zip]
Dear[insertnameofagency],
The[insertnameofagency]receivedyourOpenPublicRecordsAct(OPRA)requeston[insert
date agency y received request]. . The e official Records s Custodian, , [insert t name e of f custodian],
receivedyourOPRArequeston[insertdatecustodianreceivedrequest]. Assuch,theseven(7)
businessdaydeadlinetorespondtoyourrequestis[insertdeadlinedate]. Thisresponsetoyour
requestisbeingprovidedtoyouonthe[Xth]businessdayafterthecustodian’sreceiptofsaid
request.
Thetablebelowidentifiestherecordsthatbeingdeniedinwholeorinpartaswellasthelegal
basisforeachdenial,asisrequiredbyN.J.S.A.47:1A-6.
Listofall
records
responsiveto
OPRArequest
(includethe
numberof
pagesforeach
record).
Listofallrecords
provided,with
redactions,or
deniedintheir
entirety.
Ifrecordsare
disclosedwith
redactions,give
ageneralnature
descriptionof
theredactions.
Ifrecords
weredenied
intheir
entirety,give
ageneral
nature
descriptionof
therecord.
Listthelegal
explanationand
statutorycitation
forthedenialof
accesstorecords
intheirentirety
orwith
redactions.
Example:
Closedsession
minutesforthe
May15,2006
CouncilMeeting
Closedsession
minutesprovided
withredactions
Redactionswere
madeonlyto
deletethe
discussionofthe
Councilmembers
regardingthe
personnelmatter
ofJaneDoe.
N/A
N.J.S.A.47:1A-
9.a.(allows
exemptionsfrom
disclosure
containedinother
statestatutesto
applyunder
OPRA)and
N.J.S.A.10:4-12
(allowsgoverning
bodiestoexclude
thepublicfrom
discussionsof
personnel
matters).
*AlistofOPRA’sexemptionsisattachedtothisresponseletter.
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Theserecordsarebeingtransmittedtoyouvia[insertrequestor’spreferredmethodofdelivery],
as per yourrequest. . PursuanttoN.J.S.A.47:1A-5.b.,thecostassociatedwiththisrequestis
[insertamount]. [Includeinstructionsonhowrequestorcanremitpayment].
Ifyourrequestforaccesstoagovernmentrecordhasbeendeniedorunfilledwithintheseven(7)
businessdaysrequiredbylaw,youhavearighttochallengethedecisionbythe[insertnameof
agency]todenyaccess.At youroption,youmayeitherinstituteaproceedingintheSuperior
Courtof New Jerseyor fileacomplaint withthe Government RecordsCouncil (“GRC”) by
completing the Denial of Access Complaint Form. . You u may contact t the GRC C bytoll-free
telephone at 866-850-0511, by y mail at P.O. . Box 819, Trenton, NJ, 08625, , by y e-mail l at
grc@dca.state.nj.us, or at their websiteat www.state.nj.us/grc.TheCouncil can also answer
otherquestionsaboutthelaw. AllquestionsregardingcomplaintsfiledinSuperiorCourtshould
bedirectedtotheCourtClerkinyourCounty.
Sincerely,
[InsertnameofCustodian]
[Insertnameofagency]
[InsertCustodian’scontactinformation]
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OPRAEXEMPTIONS
(Exceptionsarenotedinitalics)
N.J.S.A.47:1A-1.1
1)
Inter-agencyorintra-agencyadvisory,consultativeordeliberativematerial(Note:generallyrefersto
draftdocumentsordocumentsusedinadeliberativeprocess).
2)
Legislativerecords. Specifically:
a. informationreceivedbyamemberoftheLegislaturefromaconstituentorinformationheld
by a a member of f the Legislature e concerning g a a constituent, including g but t not t limited to
information in written n form m or contained in any e-mail or computer database, or in n any
telephonerecordwhatsoever, unlessitisinformationtheconstituentisrequired bylawto
transmit;
b. anymemorandum,correspondence,notes,reportorothercommunicationpreparedby,orfor,
thespecificuseofamemberoftheLegislatureinthecourseofthemember'sofficialduties,
exceptthatthisprovisionshallnotapplytoanotherwisepublicly-accessiblereportwhichis
requiredbylawtobesubmittedtotheLegislatureoritsmembers.
3)
Medicalexaminerrecords–photographs,negatives,print,videotapestakenatthesceneofdeathorin
thecourseofpostmortemexaminationorautopsy,except:
a. whenusedinacriminalactionorproceedinginthisStatewhichrelatestothedeathofthat
person,
b. fortheuseasacourtofthisStatepermits,byorderaftergoodcausehasbeenshownand
afterwrittennotificationoftherequestforthecourtorderhasbeenservedatleastfivedays
beforetheorderismadeuponthecountyprosecutorforthecountyinwhichthepostmortem
examinationorautopsyoccurred,
c. forusein n thefield offorensicpathologyor forusein medicalorscientific c education n or
research,or
d. or r use e by y any y law enforcement agency in this State e or any y other r state e or federal law
enforcementagency.
4)
Criminalinvestigatoryrecords-recordswhicharenotrequiredbylawtobemade,maintainedorkept
onfilethatareheldbyalawenforcementagencywhichpertaintoanycriminalinvestigationorrelated
civil enforcement proceeding. (Note: N.J.S.A. . 47:1A-3.b. . lists s specific criminal investigatory
informationwhichmustbedisclosed).
5)
Victims’records-anindividually-identifiablefileordocumentheldbyavictims'rightsagencywhich
pertainsdirectlytoavictimofacrimeexceptthatavictimofacrimeshallhaveaccesstothevictim's
own records. . "Victims' rights agency" means a public agency, or part thereof, the e primary
responsibilityofwhich isprovidingservices,includingbutnotlimitedtofood,shelter,or clothing,
medical, psychiatric, psychologicalor legalservices or referrals, information and d referralservices,
counselingandsupportservices,orfinancialservicestovictimsofcrimes,includingvictimsofsexual
assault,domesticviolence,violentcrime,childendangerment,child abuseorchildneglect,and the
VictimsofCrimeCompensationBoard.
6)
Tradesecretsandproprietarycommercialorfinancialinformationobtainedfromanysource.Includes
dataprocessingsoftwareobtainedbyapublicagencyunderalicensingagreementwhichprohibitsits
disclosure.
7)
Anyrecordwithintheattorney-clientprivilege.
15
8)
Administrativeortechnicalinformationregardingcomputerhardware,softwareandnetworkswhich,if
disclosedwouldjeopardizecomputersecurity.
9)
Emergency or security information or procedures for any buildings orfacility which, if disclosed,
wouldjeopardizesecurityofthebuildingorfacilityorpersonstherein.
10)
Securitymeasuresandsurveillancetechniqueswhich,ifdisclosed,wouldcreatearisktothesafetyor
persons,property,electronicdataorsoftware.
11)
Informationwhich,ifdisclosed,wouldgiveanadvantagetocompetitorsorbidders.
12)
Informationgeneratedbyoronbehalfofpublicemployersorpublicemployeesinconnectionwith:
a. Anysexualharassmentcomplaintfiledwithapublicemployer;
b. Anygrievancefiledbyoragainstanindividual;or
c. Collective negotiations, including g documents and statements s of f strategy y or r negotiating
position.
13)
Information which is s a communication n between a public c agency y and its insurance e carrier,
administrativeserviceorganizationorriskmanagementoffice.
14)
Informationwhichistobekeptconfidentialpursuanttocourtorder.
15)
CertificateofhonorabledischargeissuedbytheUnitedStatesgovernment(FormDD-214)filedwitha
publicagency,exceptthataveteranortheveteran’sspouseorsurvivingspouseshallhaveaccessto
theveteran’sownrecords.
16)
Personalidentifyinginformation. Specifically:
a. Socialsecuritynumbers,exceptthatasocialsecuritynumbercontainedinarecordrequired
bylawto bemade,maintainedorkeptonfilebyapublicagencyshallbedisclosedwhen
accesstothedocumentordisclosureofthatinformationisnototherwiseprohibitedbyState
orfederallaw,regulationororderorbyStatestatute,resolutionofeitherorbothhousesof
theLegislature,ExecutiveOrderoftheGovernor,ruleofcourtorregulationpromulgated
undertheauthorityofanystatuteorexecutiveorderoftheGovernor.
b. Creditcardnumbers
c. Unlistedtelephonenumbers
d. Drivers’licensenumbers.
Exceptfor:
a. Usebyanygovernmentagency,includinganycourtorlawenforcementagency,incarrying
outitsfunctions,
b. oranyprivatepersonorentityactingonbehalfthereof,
c. oranyprivatepersonorentityseeking g to enforcepaymentofcourt-ordered child support;
exceptwithrespecttothedisclosureofdriverinformationbytheDivisionofMotorVehicles
aspermittedbysection2ofP.L.1997,c.188(C.39:2-3.4);
17)
Certainrecordsofhighereducationinstitutions:
a. Pedagogical,scholarlyand/oracademicresearchrecordsand/orthespecificdetailsofany
researchproject,exceptthatacustodianmaynotdenyinspectionofagovernmentrecordor
partthereofthatgivesthename,title,expenditures,sourceandamountsoffundinganddate
whenthefinalprojectsummaryofanyresearchwillbeavailable.
16
b. Testquestions,scoringkeysandotherexaminationdatapertainingtotheadministrationof
anexaminationforemploymentoracademicexamination.
c. Recordsofpursuitofcharitablecontributionsorrecordscontainingtheidentityofadonor
ofagiftifthedonorrequiresnon-disclosureofthedonor'sidentityasaconditionofmaking
thegiftprovidedthatthedonorhasnotreceivedanybenefitsoforfromtheinstitutionof
highereducationinconnectionwithsuch giftotherthanarequestformemorializationor
dedication.
d. Valuableorrarecollectionsofbooksand/ordocumentsobtainedbygift,grant,bequestor
deviseconditioneduponlimitedpublicaccess.
e. Informationcontainedonindividualadmissionapplications.
f. Informationconcerningstudentrecordsorgrievanceordisciplinaryproceedingsagainsta
studenttotheextentdisclosurewouldrevealtheidentityofthestudent.
N.J.S.A.47:1A-1.2
18)
Biotechnologytradesecrets.
N.J.S.A.47:1A-2.2
19)
Limitationstoconvicts-personalinformationpertainingtotheperson'svictimorthevictim'sfamily,
includingbutnotlimitedtoavictim'shomeaddress,hometelephonenumber,workorschooladdress,
work telephone e number, social security y accountnumber, medical l history y or r any y other identifying
information. Informationmaybereleasedonlyiftheinformationisnecessarytoassistinthedefense
oftherequestor.Adeterminationthattheinformationisnecessarytoassistintherequestor'sdefense
shallbemadebythecourtuponmotionbytherequestororhisrepresentative.
N.J.S.A.47:1A-3.a.
20)
Ongoinginvestigations–anyrecordspertainingtoaninvestigationinprogressbyanypublicagencyif
disclosureofsuchrecordorrecordsshallbedetrimentaltothepublicinterest. Thisprovisionshallnot
beconstruedtoallowanypublicagencytoprohibitaccesstoarecordofthatagencythatwasopenfor
publicinspection,examination,orcopyingbeforetheinvestigationcommenced.
N.J.S.A.47:1A-5.k.
21)
Publicdefenderrecordsthatrelatetothehandlingofanycase,unlessauthorizedbylaw,courtorder,
ortheStatePublicDefender.
N.J.S.A.47:1A-9
22)
UpholdsexemptionscontainedinotherStateorfederalstatutesandregulations,ExecutiveOrdersof
theGovernor,RulesofCourt,ConstitutionofthisState,orjudicialcaselaw.
N.J.S.A.47:1A-10
23)
Personnelandpensionrecords,exceptspecificinformationidentifiedasfollows:
a. An n individual’s name, title, position, salary, , payroll l record, , length of f service, , date e of
separation and thereason forsuchseparation,and theamountand typeofanypension
received,
b. When n required to be e disclosed d by another law, when disclosure is essential l to o the
performanceofofficialdutiesofapersondulyauthorizedbythisStateortheUnitedStates,
orwhenauthorizedbyanindividualininterest.
17
c. Data a contained in information which disclose e conformity y with specific experiential,
educationalormedicalqualificationsrequiredforgovernmentemploymentorforreceiptof
apublicpension,butnotincludinganydetailedmedicalorpsychologicalinformation.
N.J.S.A.47:1A-1(LegislativeFindings)
24)
PrivacyInterest-“apublicagencyhas aresponsibilityandan obligation to safeguardfrompublic
accessacitizen'spersonalinformationwithwhichithasbeenentrustedwhendisclosurethereofwould
violatethecitizen'sreasonableexpectationofprivacy.”
Burnettev.CountyofBergen,198N.J.408(2009).Withoutambiguity,thecourtheldthattheprivacyprovision“is
neitheraprefacenorapreamble.” Rather,“theverylanguageexpressedintheprivacyclauserevealsitssubstantive
nature;itdoesnotofferreasonswhyOPRAwasadopted,aspreamblestypicallydo;instead,itfocusesonthelaw’s
implementation.” “Specifically,itimposesanobligationonpublicagenciestoprotectagainstdisclosureofpersonal
informationwhichwouldruncontrarytoreasonableprivacyinterests.”
ExecutiveOrderNo.21(McGreevey2002)
1)
Recordswhereinspection,examinationorcopyingwouldsubstantiallyinterferewiththeState'sability
to protectand defend theStateand its citizens againstacts of sabotageor terrorism, or which,if
disclosed,wouldmateriallyincreasetheriskorconsequencesofpotentialactsofsabotageorterrorism.
2)
RecordsexemptedfromdisclosurebyStateagencies’promulgatedrulesareexemptfromdisclosureby
thisOrder.
3)
ExecutiveOrdersNo.9(Hughes),11(Byrne),79(Byrne)and69(Whitman)areherebycontinuedto
theextentthattheyarenotinconsistentwiththisExecutiveOrder.
ExecutiveOrderNo.9(Hughes)exemptionsthatarestillactive:
a. Questionson n examinationsrequiredto beconducted byanyState e orlocalgovernmental
agency;
b. Personnelandpensionrecords(sameasN.J.S.A.47:1A-10);
c. Recordsconcerningmorbidity,mortalityandreportablediseasesofnamedpersonsrequired
tobemade,maintainedorkeptbyanyStateorlocalgovernmentalagency;
d. Records s which are required to be made, maintained d or r kept by any State e or r local
governmentalagencywhichwoulddiscloseinformationconcerningillegitimacy;
e. Fingerprintcards,platesand d photographsand othersimilarcriminalinvestigationrecords
which arerequired d to bemade, maintained or keptby any Stateor localgovernmental
agency;
f. Criminalrecordsrequiredtobemade,maintainedandkeptpursuanttotheprovisionsofR.
S.53:1-20.1andR.S.53:1-20.2;
g. PersonalpropertytaxreturnsrequiredtobefiledundertheprovisionsofChapter4ofTitle
54oftheRevisedStatutes;and
h. Recordsrelatingtopetitionsforexecutiveclemency.
ExecutiveOrderNo.11(Byrne)exemptionsarethesameasN.J.S.A.47:1A-10.
ExecutiveOrderNo.79(Byrne)exemptionsarethesimilarto#8,9,10aboveunderN.J.S.A.47:1A-1.1.
Executive Order No. 69 (Whitman) exemptions s that t are e still active: : Fingerprint t cards, , plates s and
photographsandsimilarcriminalinvestigationrecordsthatarerequiredtobemade,maintainedorkeptby
anyStateorlocalgovernmentalagency.
18
ExecutiveOrderNo.26(McGreevey2002)
1) CertainrecordsmaintainedbytheOfficeoftheGovernor:
a.Anyrecordmade,maintained,keptonfileorreceivedbytheOfficeoftheGovernorinthecourse
ofitsofficial business which h is subjectto an executive e privilegeor r grantof confidentiality
establishedorrecognizedbytheConstitutionofthisState,statute,courtrulesorjudicialcase
law.
b.Allportionsofrecords,includingelectroniccommunications,thatcontain advisory,consultative
ordeliberativeinformationorotherrecordsprotectedbyarecognizedprivilege.
c.Allportionsofrecordscontaininginformationprovidedbyanidentifiablenaturalpersonoutside
theOfficeoftheGovernorwhichcontainsinformationthatthesenderisnotrequiredbylawto
transmit and which would constitute a clearly y unwarranted invasion n of personal privacy y if
disclosed.
d.If anyoftheforegoing recordsshallcontaininformation notexempted by theprovisionofthe
OpenPublicRecordsActorthepreceding subparagraphs (a),(b) or (c)hereof then,insuch
event, that portion of the e record so exempt shall be deleted d or r excised and access to the
remainderoftherecordshallbepromptlypermitted.
2) Resumes,applicationsforemploymentorotherinformationconcerningjobapplicantswhilearecruitment
searchisongoing. Theresumesofsuccessfulcandidatesshallbedisclosedoncethesuccessfulcandidateis
hired.Theresumesofunsuccessfulcandidatesmaybedisclosedafterthesearchhasbeenconcludedand
thepositionhasbeenfilled,butonlywheretheunsuccessfulcandidatehasconsentedtosuchdisclosure.
3) Records s of f complaints and d investigations undertaken n pursuant to the Model l Procedures s for Internal
ComplaintsAllegingDiscrimination,HarassmentorHostileEnvironments.
4) Informationrelatingtomedical,psychiatricorpsychologicalhistory,diagnosis,treatmentorevaluation.
5) Informationinapersonalincomeorothertaxreturn
6) Information n describing anaturalperson'sfinances, income, assets, liabilities, networth, bankbalances,
financialhistoryoractivities,orcreditworthiness,exceptasotherwiserequiredbylawtobedisclosed.
7) Testquestions,scoringkeysandotherexaminationdatapertainingtotheadministrationofanexamination
forpublicemploymentorlicensing.
8) Recordsinthepossessionofanotherdepartment(includingNJOfficeofInformationTechnologyorState
Archives)whenthoserecordsaremadeconfidentialbyaregulationofthatdepartmentoragencyadopted
pursuanttoN.J.S.A.47:1A-1etseq.andExecutiveOrderNo.9(Hughes1963),orpursuanttoanotherlaw
authorizingthedepartmentoragencytomakerecordsconfidentialorexemptfromdisclosure.
9) Records s of a departmentor agency held by the Office of Information Technology (OIT) or theState
RecordsStorageCenteroftheDivisionofArchivesandRecordsManagement(DARM)intheDepartment
ofState,oranoffsitestoragefacilityoutsideoftheregularbusinessofficeoftheagency.Suchrecordsshall
remainthelegalpropertyof thedepartmentor agencyand beaccessiblefor inspection or copyingonly
through a a request to o theproper custodian of thedepartmentor agency. In theeventthatrecordsof a
departmentoragency havebeen orshallbetransferredtoand accessioned bytheStateArchivesin the
Division of ArchivesandRecordsManagement, allsuchrecordsshallbecomethelegalpropertyofthe
StateArchives,andrequestsforaccesstothemshallbesubmitteddirectlytotheStateArchives.
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