Public Records Request

Public records are defined by the Louisiana Public Records Law, except as otherwise provided in this chapter or the Constitution of Louisiana as “[a]ll books, records, writings, accounts, letters and letter books, maps, drawings, photographs, cards, tapes, recordings, memoranda, and papers, and all copies, duplicates, photographs, including microfilm, or other reproductions thereof, or any other documentary materials, regardless of physical form or characteristics, including information contained in electronic data processing equipment, having been used, being in use, or prepared, possessed, or retained for use in the conduct, transaction, or performance of any business, transaction, work, duty, or function which was conducted, transacted, or performed by or under the authority of the constitution or laws of this state, or by or under the authority of any ordinance, regulation, mandate, or order of any public body or concerning the receipt or payment of any money received or paid by or under the authority of the constitution or the laws of this state.” (LA R.S. 44:1(A)(2)(a).

Every record made or received by DOTD is presumed to be a public record, unless it is subject to an exemption. Public records exempt from disclosure are those that federal, state or local law prohibits DOTD from disclosing.  Louisiana Public Records Law and its exemptions appear in La. R.S 44:4.1.et. seq.

To review or receive a copy of a public record, you must first make a request to the “custodian” of the document in question.

The most efficient way to make a public record request to DOTD is to submit the public records request form (form above) through the following email address ([email protected]), fax number (225-242-4690), or U.S. First Class Mail (DOTD Custodian of Records, HQ – EW 3rd Floor, P.O. Box 94245, Baton Rouge, LA  70804-9245).  

The custodian of a public record is “the public official or head of any public body having custody or control of a public record, or a representative specifically authorized by him to respond to request to inspect any such public records.”

Any person of the age of majority (18 and over) may request a public record.

To expedite processing of your request, please be as specific as possible. Keep in mind that all public records requests must request a record, not ask a question.

You may be asked to clarify what records you need so that DOTD understands your request to properly respond to it. DOTD will acknowledge the receipt of your request within five business days.  Most records will be produced within five business days from the time the request is received.

It may take more than five days to produce the requested records or to determine whether DOTD can comply with a request. Reasons for additional time may include voluminous records, complicated request parameters, unresolved legal issues or difficulty in accessing archived records.  An estimated time of completion will be sent to you if it is determined that more time is needed to complete a request.

There is no duty by DOTD to create a record or produce records in a format other than the format in which the records already exist (Nungesser v. Brown, 1995-3005 (La. 2/16/96), 667 So. 2d 1036; Williams Law Firm v. Bd. Of Supervisors, 2003-0079 (La. App. 1 Cir. 4/2/04), 878 So. 2d 557.).