Each request for public records shall 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 records. It is the Village’s general policy that this information is not to be requested.
(c) Public records 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. 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 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. If more copies requested, an appointment should be made with the requester or when the copies or computer files can be picked up. All requests for public records must either be satisfied (see above in this subsection (d)) or be acknowledged in writing by the Village of Sunbury 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 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.
(4) The maximum amount of public records requests available to a person or entity requesting transmission by United States mail is 10 per calendar month unless the person or entity certifies to the Village of Sunbury in writing that the person does not intend to use or forward the requested records, or the information contained in them for commercial purposes. For purposes of this section, “commercial” shall be narrowly construed and, does not include report or gathering news, reporting or gathering information to assist citizen oversight or understanding of the operation or activities of government, or non-profit education research.
(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. (Ord. 2008-06. Passed 3-19-08.)