Each request for public records should be evaluated for a response using the following guidelines:
(a) Identification of Public Records Requested. Although no specific language is required to make a request, the requestor 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 public records custodian shall contact the requestor for clarification, and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.
(b) Method of Public Records Request and Identity of Requestor. A public record request may be made in writing or verbally, and the identity of the requestor and/or the intended use of the information or documents requested need not be disclosed. However, the public records custodian may ask that the request for public records be in writing, may ask for the requestor's identity, and/or may inquire about the intended use of information or documents if such inquiry would benefit the requestor by enhancing the ability of the public records custodian to identify, locate, or deliver the public records sought and if the public records custodian informs the requestor that a written request, disclosure of identity and/or intended use is not mandatory.
(c) Availability of Public Records for Inspection and Production of Copies. Public records will be made available for inspection only during regular business hours as defined in subsection (a) above. 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) Denial of Public Records Requests. Any denial of public records requested must include an explanation, including legal authority. If the request for public records is in writing, the explanation of denial must also be in writing. 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.
(Ord. 68-2009. Passed 7-13-09.)