How to File a Request for Public Records

To request copies of official public records, follow the guidelines outlined in the State of New Jersey's Open Public Records Act (OPRA) (N.J.S.A. 47:1A-1 et seq.).

You can review a "Readable" version of the OPRA law on the Government Records Council’s website [here].

Look Up Municipal Records Online

• Building and Construction Information
• Property Assessment Information
• Tax/Utility Payment History
• Township Committee Meeting Documents (Minutes, Agenda, Ordinances, and Resolutions)

Step 1: Submit Your Request

Requests for public records must be in writing and submitted to the designated custodian. You can submit your request through any of the following methods:

• Hand Delivery
• Mail
• Email
• Online Submission: Submit online here

Important: The response time begins when the request is received by the custodian. For example, if your request is received on a Friday, Day 1 starts on the following Monday. If Monday is a holiday (e.g., President’s Day), Day 1 begins on Tuesday.

Step 2: Understand the Response Timelines

• Standard Requests: The records custodian has seven (7) business days to respond.
  • Example: If the request is received on a Friday, Day 1 begins the following Monday (not Friday).
• Commercial Requests: If your request is for commercial purposes, the response time is extended to fourteen (14) business days. You will be notified within seven (7) business days if your request qualifies as commercial.

What is a "Commercial Purpose"? A request is considered for commercial purposes if the records are used to promote or generate profit. This includes:

• Sale or resale of records
• Solicitation for business, services, or products
• Renting or leasing service/data
• Any use that involves earning a commission, salary, or fee in exchange for providing or selling services or products

For example, using public records for marketing, research, or to create a mailing list would be considered a commercial purpose.

Step 3: Be Specific with Your Request

To avoid delays, make sure your request is clear and specific. Valid requests should include:

• Type of record (e.g., permit, inspection report)
• Property address or Block/Lot number
• Relevant date range
• Parties involved in the record (if applicable)

Invalid Requests: Requests that are vague or too broad, such as "Tell me everything about this property," are not considered valid OPRA requests.

Step 4: Use Only One Submission Method

Please select one method to submit your request:

• Hand-deliver
• Mail
• Email
• Online submission

Note: Records provided via email or fax are free of charge.

Types of Records You Can Request

Here are examples of the types of records you can request. For more information, please contact the relevant department:

Property Owners or Buyers/Sellers:

• Open and Closed Permits
• Liens on Property
• Taxes Owed
• Zoning Violations
• Certificate of Occupancy
• Property Record Card

Building and Construction Records:

• Open and Closed Permits
• Permit Fee Log
• Certificate of Oil Tank Removal
  Note: Building plans are protected from disclosure under OPRA.
• Use Our GIS Website To Look Up Open/Closed Construction Permits & Building Information

Tax Assessor Records:

• Property Record Cards
  Note: For deed information, contact the Essex County Register's Office.
  Use the County's Property Assessment Search Hub To Look Up Information.

Tax Collector Records:

• Sewer Bills
• Delinquent Tax Reports
• Tax Liens
  Note: Be specific with the property address to receive accurate information.
• Use Our Tax Payment Website To Look Up Tax/Utility Payment History

Planning and Zoning Records:

• Planning/Zoning Violations
• Zoning Applications
  Note: Use the Zoning Review Form for zoning-related requests.

Health and Environmental Records:

• Animal Control Records
• Food Inspection Reports
• Environmental Health Records

Human Resources and Payroll Records:

• HR Procedures
• Salary and Payroll Reports

Engineering Records:

• Road Maps
• Street Maps
• Zoning Maps
• Road Work Permits
• Driveway Extensions
• Right of Way Permits

Finance Records:

• Budget Information
• Expenditures and Financial Reports

Fire Records:

• Fire Inspection Records
• Fire Damage Records

Property Maintenance Records:

• Vacant Property Registration
• Certificate of Occupancy Records
• Property Maintenance Inspections

Police Records:

• Body-Worn Camera Footage (Note: Retained for only 180 days)
• Police Reports
• Accident Reports

Additional Information

• Commercial Requests: If your request is for commercial purposes, it may take up to 14 business days to process. You will be notified within 7 business days if your request qualifies as commercial.
• Submitting Requests: Ensure that your request is directed to the correct custodian to avoid delays. In Maplewood Township, the Township Clerk is the official Records Custodian and the best way to submit would be Maplewoodnj.gov/OPRA 

Contact Information

For questions or assistance with your OPRA request, please contact the Township Clerk’s Office:

• Phone: 973-762-8120 Ext. 2103 or Ext. 2101
• Email: Amari (aallah@maplewoodnj.gov) and CC: Ed (EStarzynski@maplewoodnj.gov)
• Office Hours: 9:00 AM to 4:30 PM | Monday through Friday

Submit Your OPRA Request Online

Click here to submit your OPRA request online.