A record that a governmental unit is required by law to keep and that is generally open to public inspection.
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How its tested
Common Examples
6
Mortgage Satisfaction Recorded
Philip Powell pays off the full balance on his home loan from Pioneer Energy. The lender records a satisfaction document in the county recorder's office. The filing removes the lien from the chain of title so that any later buyer or lender searching the records sees clear ownership.
Attorney Comments on Filed Complaint
A lawyer representing Platinum Partners in a contract dispute tells reporters the exact allegations contained in the complaint already on file with the court clerk. The statement draws only from the publicly accessible docket entry and therefore stays within the permitted disclosure for pending litigation.
Progressive Healthcare offers a federal agency's investigative report concluding that a competitor violated safety standards. The report contains both raw observations and the agency's factual findings. The court admits the document under the public-records exception without requiring the investigator to testify.
Subrogation Assignment Filed
After paying off Pearl Porter's senior mortgage, Pinnacle Holdings records the assignment it received by operation of law. The recorded document appears in the public index. Junior lienholders and subsequent purchasers can now ascertain the new priority position from the county records.
Plea Agreement Entered on Docket
Paul Peterson accepts a prosecutor's offer to plead guilty to a reduced charge. The court places the written plea agreement and the resulting judgment in the official case file. Defense counsel later relies on the docket entry to prove the terms of the bargain were performed.
Bordenkircher v. Hayes434 U.S. 357 (1978)
Paul Lewis Hayes was indicted by a Fayette County, Ky., grand jury on a charge of uttering a forged instrument in the amount of $88.30. This offense was then punishable by a term of 2 to 10 years in prison. After arraignment, Hayes, his retained counsel, and the Commonwealth’s Attorney met in the presence of the Clerk of the Court to discuss a possible plea agreement.
During these conferences the prosecutor offered to recommend a sentence of five years in prison if Hayes would plead guilty to the indictment. He also said that if Hayes did not plead guilty, he would return to the grand jury to seek an indictment under the Kentucky Habitual Criminal Act. This would subject Hayes to a mandatory sentence of life imprisonment by reason of his two prior felony convictions.
Hayes chose not to plead guilty. The prosecutor obtained an indictment charging him under the Habitual Criminal Act. The recidivist charge was fully justified by the evidence. The prosecutor possessed this evidence at the time of the original indictment. Hayes’ refusal to plead guilty led to the habitual criminal indictment. A jury found Hayes guilty on the principal charge. In a separate proceeding the jury found that he had twice before been convicted of felonies. He was sentenced to a life term in the penitentiary.
The Kentucky Court of Appeals rejected Hayes’ constitutional objections to the enhanced sentence in an unpublished opinion. On Hayes’ petition for a federal writ of habeas corpus, the United States District Court for the Eastern District of Kentucky denied the writ. The Court of Appeals for the Sixth Circuit reversed the District Court’s judgment. The Supreme Court granted certiorari to consider a constitutional question of importance in the administration of criminal justice.
The prosecution offers a state laboratory analyst's certificate stating the composition of a seized substance. The certificate is a sworn statement prepared for use in litigation and kept in official files. Defense counsel objects that the analyst must appear in person for cross-examination.
Melendez-Diaz v. Massachusetts129 S. Ct. 2527 (2009)
In 2001 Boston police officers received a tip that a Kmart employee was engaging in suspicious activity involving repeated short trips in a blue sedan. Officers set up surveillance in the parking lot, observed the described sequence of events, detained the employee upon his return, and discovered four clear plastic bags containing a substance resembling cocaine.
The officers then arrested the two men in the car, one of whom was petitioner Luis Melendez-Diaz. The officers placed all three suspects in a police cruiser. During the short drive to the police station the officers observed their passengers fidgeting and making furtive movements in the back of the car. After depositing the men at the station they searched the police cruiser and found a plastic bag containing nineteen smaller bags hidden in the partition between the front and back seats.
The officers submitted the seized substances to the State Laboratory Institute of the Massachusetts Department of Public Health, which was required by law to conduct chemical analysis upon police request. Analysts at the laboratory performed the tests on November 28, 2001, and prepared three certificates of analysis that reported the weight of the bags and stated that the substance was found to contain cocaine. Each certificate was sworn before a notary public by the analysts, as required under Massachusetts law, and reprinted the statutory provision making the certificates prima facie evidence of the composition, quality, and net weight of the narcotic analyzed.
Melendez-Diaz was charged with distributing cocaine and trafficking in cocaine in an amount between 14 and 28 grams. At trial the prosecution introduced the bags seized from the codefendant and from the cruiser along with the three certificates. Petitioner objected to admission of the certificates, asserting that Crawford v. Washington required the analysts to testify in person. The trial court overruled the objection and admitted the certificates pursuant to the state statute.
The jury found Melendez-Diaz guilty. He appealed, contending that admission of the certificates violated his Sixth Amendment right to be confronted with the witnesses against him. The Appeals Court of Massachusetts affirmed the convictions, relying on a prior decision of the Supreme Judicial Court that had held forensic analysts are not subject to confrontation. The Supreme Judicial Court denied review, and the United States Supreme Court granted certiorari.
When does recording a satisfaction document clear a mortgage from the public records?
Payment of the full debt entitles the mortgagor to a release. The mortgagee must record the satisfaction so that the lien no longer appears in the chain of title. Until the satisfaction is recorded, the mortgage remains visible to subsequent searchers.
May a lawyer comment on information already contained in a court file?
A lawyer may state information contained in a public record even when other extrajudicial statements would be restricted. The exception protects accurate reporting of matters already open to public inspection.
Are factual findings in an official investigative report admissible as a public record?
Under Federal Rule of Evidence 803(8), public records include factual findings resulting from investigations made pursuant to legal authority. Such reports are admissible in civil cases and against the government in criminal cases, subject to trustworthiness limits.
Why place a subrogation assignment in the public records?
Recording the assignment gives notice to junior lienholders and later purchasers that the subrogee now holds the senior mortgage. The recorded document prevents later parties from claiming they lacked notice of the subrogee's priority.
129 S. Ct. 2527 (2009)
…477. The analysts' certificates—like police reports generated by law enforcement officials—do not qualify as business or public records for precisely the same reason. See Rule 803(8) (defining public records as "excluding, however, in criminal cases matters observed by police officers and other law enforcement…