How to

Request Public Records


WHAT ARE PUBLIC RECORDS?

A public record is a record that is reasonably necessary or appropriate for us to keep in order to maintain an accurate knowledge of our official activities. ARS § 39–121.01(B). Before making your request, please note the following:

  • Generally, the majority of our agency records are public records that are available for you to view or purchase copies, except for records protected from disclosure. For example, Arizona law does not allow us to release certain financial records, insurance claim files or an individual's private information, such as their social security number, birth date, driver’s license number or medical records.  
  • If the records you request are too voluminous or would require us to devote too many of our limited resources to fulfilling your request, we will ask you to work with us to identify the records that are most responsive to your needs.
  • We may not be able to fulfill your request if the requested records are too old. The Arizona State Library, Archives and Public Records Division requires us to destroy our records after a pre-determined retention period.

STEP 1: Complete our Public Records Request Form.

  1. Download and complete the form that pertains to the records you want. Call the telephone number on the form if you have questions or need assistance.

    Type of Records

    Records Request Form/Division

    Administrative orders, general (see also license records for insurance professionals, managed care examination reports, market conduct examination reports)

    Form R-DIR: Director’s Office

    ADOI business records (e.g. accounting and purchasing records)

    Form R-BUS: Business Services

    Captive insurer records

    Form R-CAP: Captive Insurance

    Consumer complaints (closed cases)

    Form R-CAD: Consumer Affairs

    Fraud investigations (closed cases)

    Form R-FRD: Fraud Unit

    Guaranty fund information

    Form R-GUA: Guaranty Funds

    Insurance company records (financial statements, charter file records, examination reports, etc.)

    Use our FREE License Search feature to view general information concerning an authorized insurance company.

    Form R-FAD: Financial Affairs

    Investigations (closed cases)

    Form R-INV: Investigations

    License (certificate of authority) records for insurance companies

    Use our FREE License Search feature to view general information concerning an authorized insurance company.

    Form R-FAD: Financial Affairs

    License records for insurance professionals (including applications and administrative orders for producers, adjusters, surplus lines brokers, managing general agents, bail bond agents, bail recovery agents, etc.)

    Use our FREE License Search feature to view a license.

    Form R-LIC: Licensing

    License records for life and health administrators (TPAs)

    Form R-LIF: Life & Health

    License records for utilization review agents

    Form R-LIF: Life & Health

    License/registration records for risk retention groups and risk purchasing groups

    Form R-PRC: Property & Casualty

    License/registration records for service companies

    Form R-PRC: Property & Casualty

    Managed care examinations (reports and related administrative orders)

    Form R-LIF: Life & Health

    Market conduct examinations (reports and related administrative orders)

    Form R-MOD: Market Oversight

    Press releases

    Available FREE through our online subscription service and from our Press Releases web page.

    Rate, form and advertising filings for life, health, annuity, long-term care and dental insurers

    Form R-LIF: Life & Health

    Rate and form filings for property and casualty (auto, home, workers’ compensation, etc.) insurers

    Form R-PRC: Property & Casualty

    Receiverships

    Form R-REC: Receivership

    Regulatory bulletins

    Available FREE through our online subscription service and from our Bulletins web page.

    Rulemaking

    Form R-DIR: Director’s Office

  2. Make sure that your request is legible, complete and accurate; otherwise, we may have to contact you for clarification or may have to return your request, which would delay our fulfilling your request.
  3. Be specific in your record request.  Include the name of the particular licensee or insurer whose records you want to view.  If you also know the licensee’s license number or insurer’s NAIC number, include that number.  Tell us the range of dates for the records you want to see.  Let us know specifically what type of information you want to see.  More detail makes it easier for us to determine exactly what you are requesting and may help speed our response time. 
  4. Limit your request to records you need.  Presenting overly broad requests will delay our fulfilling your request and will increase costs.
  5. We only provide records that we have.  If you need a document that you believe a licensee or insurer has, you must request the record from them (or get legal assistance to subpoena their records).
  6. We only provide records in established formats.  We do not have the resources to develop database applications to generate customized reports or to provide data in multiple formats.  Even if you were willing to pay us to provide customized reports or data, Arizona law does not permit this.  We are required to deposit all fees from public records requests to the State General Fund pursuant to ARS § 35-141.

STEP 2: Fax or send your request to the appropriate division (shown on the Records Request Form)You can also deliver your request in person to our receptionist.  Please know that we cannot fulfill a public records request on the spot.

 

STEP 3. We will review your request and invoice you for any applicable fees.

    1. If your request is to view records,
      1. There is no fee to view a public record.  If you request a copy, we will charge you the applicable fee.
      2. We will contact you to schedule a time for you to review the records.  
      3. Before you can view a record, we will remove information required to be treated as confidential (because of a law; because of a court order; because it involves a person’s right to privacy such as birthdays, social security numbers, medical records, bank and charge card account numbers, tax records, etc.; or, because it is in the best interests of the state to withhold the information).
    2. If you are requesting photocopies or lists (whether on paper or in an electronic format),
      1. We will send you an invoice. You must pay the invoice before we can process your request. 
      2. We will remove information required to be treated as confidential (because of a law; because of a court order; because it involves a person’s right to privacy such as birthdays, social security numbers, medical records, bank and charge card account numbers, tax records, etc.; or, because it is in the best interests of the state to withhold the information).
      3. We will contact you when we have completed your request. 
    3. For copies of older records, we may need to obtain records from the State Records Center before we can determine which records are available and the applicable fees that apply to your request.

STEP 4: If a fee applies to your request, you can pay by cash in person, or you may send a check or money order to the address shown on the invoice.  We do not accept credit card payments.

 

STEP 5: After receiving required fees, we will fulfill your request as promptly as our resources and workload allow.  Please note that some records are stored off site and need to be delivered before we can begin fulfilling your request.