Records Release Policy

Clayton County Fire & Emergency Services Headquarters Staff are happy to fulfill all lawful and proper requests for reports in a timely manner as prescribed by Law. There is a cost associated with the release of some reports, set forth by State Law and County Ordinance.

Release of Department Records

All requests for reports must be submitted in person. Requests must include the date and address of the incident location for a Fire Report and should include the patient’s name for PCR Reports. Any other report or record request must be specific. All record requests will be subject to a report fee of $2.00 per report. The requested report, record, summaries or compilations must be in existence at the time of the request.

I. Fire Investigation/Incident Reports

Any citizen of Georgia can obtain copies of fire investigation or fire incident reports which are defined as public record, with a picture I.D. There is a replication fee of $2.00 per copy of a requested report. *Fire Investigation reports can only be acquired 10 days after the investigation has closed.

II. Patient Care Reports

Per the Georgia Open Records Act, access to files that would be an invasion of personal privacy, including medical or similar records, can be refused. O.C.G.A.50-18-72 (a)(2). The Clayton County Fire and Emergency Services recognizes the information on a PCR Report as a medical record, subject to protection on the basis of privacy interest. To obtain replication of a PCR, one of the following criteria must be met:

Request by patient (picture ID required); or

Request by next of kin, if patient is deceased (picture ID and notarized copy of death certificate required); or

Request by individual possessing patient’s Power of Attorney (picture ID required and notarized copy of Power of Attorney required); or

Request by parent or legal guardian if patient is a minor or incapacitated (picture ID and proof of relationship required); or

Request by attorney upon presentation of notarized medical authorization for release from patient; or

Presentation of valid subpoena for production of evidence or court order; or

Request by a Clayton County Law Enforcement Agency pursuant to an official criminal investigation (signed warrant or subpoena required).

III. Other Records

All other records requests must be specific in nature as to which records are sought. Charges for research and replication fees are applicable.