(A) Public records may be accessed by one of the following methods:
(1) A request to view public records in person;
(2) A request for copies which the requester will personally pick up; or,
(3) A request for copies of public records that the requester would like mailed or otherwise delivered to the requester.
(B) The village will only respond to public record requests during regular business hours and not on village holidays. Upon request, except as otherwise provided by law, the village shall provide all public records responsive to a request promptly for inspection. If a public record contains information that is exempt from the duty to permit public inspection or copying, the village shall make available information within the public record that is not exempt. If copies of the public records are requested, the copies will be made available within a reasonable time, as required by the Ohio Revised Code. The time for compliance will depend upon the availability of the public records (i.e. the proximity of where the records are stored) and the volume of public records requested. Time will also be allowed for legal review.
(C) Although no specific language is necessary to make a request, the requester must at a minimum identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If it is not clear what records are being requested, the records custodian must contact the requester for clarification, and should assist the requester in revising the request by informing the requester of the manner in which the office keeps its records.
(D) Requests do not have to be in writing. However, the village requests that public record requests be made in writing, stating who is requesting the information and for what purpose as needed to enhance the village's ability to identify, locate and deliver the public records to the requester. The requester may decline to make the request in writing or to reveal his or her identity or the intended use of the public records.
(E) The requester may choose to have copies of the public record(s) made on paper, upon the same medium upon which the village keeps it, or upon any medium upon which the village determines that it can reasonably be duplicated as an integral part of the normal operation of the village.
(F) Requests to have public records mailed, delivered or transmitted to a requester are limited to ten per month, unless the requester certifies to the village in writing that the requester does not intend to use or forward the requested records, or the information contained in them, for commercial purposes.
(G) Public records will only be copied by authorized employees. The village may use an outside copying service to make the copies. Under no circumstances will the requester be permitted to make copies for himself or herself.
(H) Record retention schedules are to be updated regularly and will be available to the public upon request.
(Ord. 21-04, passed 3-15-2021)