A. Procedures Regarding Both Inspection And Copying Of Open Public Records: The following procedures regarding both inspection and copying of open public records are hereby adopted and shall be applied by each official custodian and records custodian: (2014 Code § 2-305; amd. 2018 Code)
1. Consistent with the policy, duties and procedures established by the Oklahoma Open Records Act, records custodians shall provide full access and assistance in a timely and efficient manner to persons who request access to open public records;
2. Records custodians shall protect the integrity and organization of public records with respect to the manner in which such records are inspected and copied;
3. Records custodians may prevent excessive disruptions of essential functions and provide the record(s) at the earliest possible time;
4. All inspections and copying of open public records shall be performed by or under the supervision of the records custodian responsible for such records;
5. All persons requesting the inspection of or a copy of open public records shall make such request in writing prior to the request being honored; except, that no form shall be required for requests made for records which have been reproduced for free public distribution;
6. All records inspection and copying forms are to be completed by the person requesting the record(s). The records custodian may demand reasonable identification of any person requesting a record(s);
7. Any fees for records inspection or for copies are due at the time the records, or copies thereof, are provided to the requester, unless the records custodian has demanded that prepayment of all or part of such fees be made. Fees are to be paid to the records custodian or Town Clerk-Treasurer;
8. The records custodian or Town Clerk-Treasurer shall demand full or partial prepayment of fees whenever the estimate for such fees exceeds the amount set out in section 1-11-4 of this chapter;
9. No records search or copying fee shall be assessed against officers or employees of the Town who make requests which are reasonably necessary to the performance of their official duties;
10. Hours for making requests for inspection or copying shall be all regular working hours for each day the office maintains regular office hours;
11. Removal of open public records from the office where kept and maintained, for purposes of inspection or the making of copies, shall not be permitted; and
12. The above procedures, as well as any other inspection and copying procedures, shall be posted in a conspicuous place in the office of the records custodian. (2014 Code § 2-305)
B. Procedures Regarding Inspection Of Open Public Records: The following procedures regarding inspection of open public records are hereby adopted and shall be applied by every official custodian and records custodian: (2014 Code § 2-306; amd. 2018 Code)
1. Records custodians shall handle all inspection requests in accordance with their duties to protect and preserve public records and to assist persons requesting inspection of open public records;
2. All request forms must be completed by the party requesting the record. In all cases, the party so requesting must sign his or her individual name to the form. Written requests shall be made on the form provided by the records custodian and presented to the records custodian;
3. If the request is made at a time that interferes with the ability of the department to fulfill its legal functions, then an appointment will be made to fulfill the request;
4. A written request is sufficient if it reasonably describes the record sought. In instances where the requester cannot provide sufficient information to identify a record, the custodian shall assist in making such identification; and
5. Whenever there is a question as to whether or not a request is legally considered open, then the request will be forwarded by fax to the Town Attorney for determination. (2014 Code § 2-306)
C. Procedures Regarding Copies Of Open Public Records: The following procedures apply regarding copies of open public records: (2014 Code § 2-307; amd. 2018 Code)
1. Records custodians shall handle all copy requests in accordance with their duties to protect and preserve public records and to assist persons requesting copies of open public records;
2. All request forms must be completed by the party requesting the copies. In all cases, the party so requesting must sign his or her individual name to the form. Written requests shall be made on the form provided by the records custodian;
3. Mechanical reproduction of a record shall not be undertaken when it is the judgment of the records custodian that any available means of mechanically reproducing the subject record is likely to cause damage to such records; and
4. No copy fee shall be assessed when multiple copies of the record(s) requested have been prepared for free public distribution, or when the records custodian determines that the cost of charging and handling the fee exceeds the cost of providing a copy without charge. (2014 Code § 2-307)