Each request for public records will 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 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.
(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. However, when you make a request, we ask that you complete a “Public Records Request Form”, which helps us locate the records and expedite your request. You are not legally required to fill out the form, identify yourself or give the purpose of your request.
(c) Public records are available for inspection during regular business hours of 8:00 a.m., until 4:00 p.m. weekdays, 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) (1) Each request should be evaluated for an estimated length of time required to gather the records. Routine requests for records should be satisfied immediately, if feasible to do so. Routine requests include, but are not limited to, meeting minutes (both in draft and final form), budgets, salary information, forms and applications, personnel roster, etc. If fewer than 20 pages of copies are requested or if the records are readily available in an electronic format that can be emailed or downloaded easily, these should be made available as quickly as the equipment allows.
(2) All requests for public records must either be satisfied or be acknowledged by the Village of Johnstown within three business days following the office’s receipt of the request. If a request is deemed significantly beyond routine, such as seeking a voluminous number of copies or requiring extensive research, the acknowledgment must include:
A. An estimated number of business days it will take to satisfy the request.
B. An estimated cost if copies are requested.
C. Any items within the request that may be exempt from disclosure.
(e) (1) Any denial of public records requested must include an explanation, including legal authority. If portions of a public 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.
(2) Under Ohio law, some records will be withheld from release because state or federal law makes the record confidential. Some commonly-requested records that are confidential include:
A. Attorney-client privileged information and trial preparation records.
B. Social Security numbers.
C. Records of ongoing investigations.
D. Medical records.
E. BMV records.
F. Records that a judge ordered to be sealed per a statute.
G. Peace officer, firefighter, EMT, prosecutor, assistant prosecutor and familial information (R.C. 149.43(A)(7)).
H. Public Employees familial information may not be a public record under Ohio’s Privacy Act.
I. Security of public property.
(Res. 08-01. Passed 2-19-08.)