(a) All public records maintained by the City shall be promptly prepared and made available for inspection to any person during regular business hours. Prompt inspection and copies of records within a reasonable amount of time contemplates the opportunity for legal review. The time for compliance with a request for public records will depend upon the availability of records, the manner in which they are kept, and the volume of records requested.
(b) A public records request may be written or verbal. The Public Records Custodian may ask the requester to put a verbal request in writing, may ask for the requester to give identifying information, or may inquire about the intended use of the information; but a written request is not mandatory, identifying information is not required and the intended use does not have to be disclosed. However, providing such information would benefit the requester by enhancing the ability of the Public Records Custodian to identify, locate and deliver the public records requested.
(c) Public records can be accessed by one of the following methods: a request to view public records in person; a request for copies of public records that the requester will personally pick up from the Public Records Custodian; or a request for copies of public records that the requester wants to have mailed or otherwise transmitted to the requester.
(d) Request to View Public Records. The requester may make a request to view public records. The Public Records Custodian shall prepare the public records for inspection promptly, as required by the Ohio Revised Code. The actual time required to comply with the request may depend on the circumstances, such as the location of the records, the manner kept or the volume of records requested.
(e) Copies of Public Records. The requester may make a request to the Public Records Custodian to have copies of public records made.
(f) Transmitting Copies of Public Records. A requester may request that copies of public records be transmitted to him or her by U.S. Mail or by any other means of transmission that is available and is conducive to transmitting the public records. The cost of transmission must be paid by the requester before the public records will be provided.
(g) The number of records requested by a person that the City will transmit by United States mail shall be limited to ten records per month, unless the person verifies to the City in writing that the person does not intend to use or forward the requested records or the information contained in them for commercial purposes as defined in Ohio R.C. 149.43(b)(7).
(h) While the City is under no obligation to provide records in electronic format, it is the policy of the City to provide information to the public in the most practical and convenient manner, considering all of the circumstances. Therefore, if the City receives a request for information to be made available in an electronic format, such request will be forwarded to the Public Records Custodian for a determination as to whether such information will be generated and released in an electronic format.
(Ord. 15-07. Passed 10-15-07; Ord. 10-10. Passed 6-21-10.)