(a) Each Appointing Authority or Elected Official shall establish appropriate rules and regulations to be enforced by the records custodian of each department for the inspection of routine public records consistent with the requirements of Ohio's Public Records Act and for the furnishing of copies of such records upon request by any person. Requests for public records need not be in writing. Routine public records shall be made promptly available for inspection and copying during regular business hours.
(b) Where there is some question as to whether the record requested is public or where the record contains both public and confidential information, the records custodian shall immediately refer such request to the City Law Department for review. Such request shall be made in writing by the records custodian or the person requesting the record, and shall be dated and specify the document, reports or records requested.
(c) If a request for public records concerns records not readily available because of their volume, age, requirement for reduction, storage retrieval difficulties, or questions concerning the legality of their disclosure in accordance with subsection (b), then compliance with a public records request shall be produced within a reasonable time subject to the demands of the department's business. The responsible records custodian shall provide in writing an explanation to the person making the request the reasons for delay if the records are not produced within five days of the request.
(d) Where the record or records requested are not public, or where the records are public but require reduction of confidential information contained in the public record, the records custodian shall, in writing, advise the person making the request the reasons for denial as soon as a determination is made, or the reasons for reduction when the records are produced.
(e) The duty to provide a written explanation described in subsections (c) or (d) hereof does not apply if the party making the public records request does not wish to provide a name and address.
(Ord. 29-12. Passed 5-21-12.)