Note to MTRS members: If you are looking for records regarding your own MTRS information—such as your current annuity savings account balance or your estimated years of creditable service—please contact us. Please do not use the sample template below, as your personal data is not public record, and a request from you for your own information is not a “public records request.”
Guidelines regarding requests for public records in the custody of the Massachusetts Teachers’ Retirement System
The Massachusetts Public Records law M.G.L. c. 66 and c. 4 § 7(26) provides that every person has a right to access public information.
In order to assist members of the public with accessing public records in our custody, the following guidelines are provided:
- Asking a question does not qualify as a public records request. A public records request seeks “records” that already exist, usually in writing, and/or in one of the formats defined in M.G.L c. 4 § 7(26). We are not required to create a record in response to a public records request.
- Whether or not a record is a “public record” depends on a variety of circumstances, some of which may vary by context. If we withhold records or portions of records that are responsive to your request, you may either appeal to the Supervisor of Records following the procedure set forth in 950 CMR 32.00 or seek relief in Superior Court.
- We will provide the first 4 hours of labor required to respond to your request at no charge. After that we may charge up to $25 per hour for additional labor.
- For general information about the public records law, or if you wish to appeal our response to your public records request, please contact the Public Records Division of the Secretary of the Commonwealth’s Office.
Public records maintained by the MTRS include, but are not limited to, records within the following categories:
- Annual reports
- Notices of regulations proposed under M.G.L c. 30A
- Winning bids for public contracts
- Agenda and minutes of open meetings
- Agency annual budget summary
- Other public records of significant interest:
- Data regarding current MTRS retirees, and agency staff salaries as listed in CThru.
How to make a public records request of the MTRS
- You can submit a public records request in writing via e-mail, fax, mail, or in person. You may also make a request verbally, in person, but it is preferable that you submit your request in writing to reduce confusion about what information is being sought. The MTRS does not accept public records requests via telephone or voice mail.
- Requests for public records should be submitted to the MTRS’s Records Access Officer:
Scott Olsen, Assistant Executive Director & Chief Communications Officer
500 Rutherford Avenue, Suite 210, Charlestown, MA 02129-1628
Phone: 617-679-6844
Fax: 617-679-1661
E-mail: RAO@trb.state.ma.us
- Below is a template that you can use to submit a request. Please be as specific as possible when describing the records being requested. If applicable, include relevant date ranges and any other information that may help us identify the records that are being requested.
| Date of request
Records Access Officer Re: Massachusetts Public Records Request Dear Records Access Officer: This is a request under the Massachusetts Public Records Law (M.G.L. Chapter 66, S. 10). I am requesting that I be provided a copy of the following records: [Include a detailed description of the information you are seeking. If applicable, specify date ranges and any other information that may help us identify the records being requested.] As you know, the Public Records Law requires you to provide me with a written response within 10 business days. If you cannot comply with my request, you are statutorily required to provide an explanation in writing. Sincerely, Your name |