(a) No specific language is required to make a request for public records. However, the requester must at least identify the records requested with sufficient clarity to allow the office to identify, retrieve, and review the records.
(b) The requester does not have to put a records request in writing and does not have to provide his or her identity or the intended use of the requested public record(s). It is our general policy that this information is not to be requested. However, the law does permit us to ask for a written request, the requester’s identity, and/or the intended use of the information requested, but only if:
(1) A written request or disclosure of identity or intended use would benefit the requester by enhancing the ability to identify, locate, or deliver the public records that have been requested, and
(2) The requester is first told that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use.
(c) In processing the request, we do not have an obligation to create new records or perform a search or research for information in the office’s records. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through the office’s standard use of sorting, filtering, or querying features. Although not required by law, we will consider generating new records when it makes sense and is practical under the circumstances.
(d) In processing a request for inspection of a public record, an office employee may accompany the requester during inspection to make certain original records are not taken or altered.
(e) A copy of the most recent edition of the Ohio Sunshine Laws Manual is available via the Ohio Attorney General’s website (www.OhioAttorneyGeneral.gov/YellowBook) for the purpose of keeping employees of the office and the public educated as to the office’s obligations under Ohio’s Public Records Act, Ohio’s Open Meetings Act, records retention laws, and the Personal Information Systems Act.
(Res. R6-20. Passed 8-10-20.)