(a) Each request for public records should be evaluated for a response using the following guidelines:
(b) Although no specific language is required to make a request, the requester must at least identify the records requested with specificity, and 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.
(c) 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 this information is not to be requested. However, the records custodian may ask for a written request and may ask for the requester’s identity and/or intended use of the information requested, if it would benefit the requester by helping the public office identify, locate or deliver the records being sought.
(d) Public records are to be available for inspection from 8:00 a.m. to 5:00 p.m. Monday through Friday 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.
(e) 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, personnel rosters, etc. If fewer than 20 pages of copies are requested, or if the records are readily available in an electronic format that can be e-mailed or downloaded easily, these should be made as quickly as the equipment allows.
(f) All requests for public records must be acknowledged in writing by the public office within three business days following the office’s receipt of the request. If a request is voluminous or will require research, the acknowledgment must include the following:
(1) An estimated number of business days it will take to satisfy the request.
(2) An estimated cost if copies are requested.
(3) Any items within the request that may be exempt from disclosure.
(g) Any denial, in part or in whole, of public records requested must include an explanation, including any applicable legal authority, setting forth why the request was denied. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released.
(Ord. 6-08. Passed 2-12-08.)