Each request for public records should be evaluated for a response using the following guidelines:
(a) Although no specific language is required to make a request, the requester must at least 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 sought, the records custodian may contact the requester for clarification, and should let the requestor revise the request by informing the requestor of the manner in which the office keeps its 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. It is this office’s general policy that if this information is requested upon disclosure that the requester may decline to give the information.
(c) Public records that are requested are to be available for inspection during regular business hours, with the exception of published holidays. Public records must be made available for inspection promptly. Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.
(d) Each request should be evaluated for an estimated length of time required to gather the records.
(e) Any denial of public records requested must include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority.
(Res. 2007-112. Passed 10-2-07.)