Policy Statement
It is the policy of the Champaign County Library to adhere to Ohio’s Public Records Act. The Champaign County Library will prepare for prompt inspection of its public records in response to requests. Upon request, the Champaign County Library will provide copies of public records within a reasonable time period. It is also the policy of the Champaign County Library to establish procedures and schedules for the review and disposal of public records.
Regulations
1. In accordance with Ohio Revised Code Section 149.351 and applicable judicial decisions, records are defined as any item that (i) contains information stored on a fixed medium (such as paper, electronic-including but not limited to email-and other formats); (ii) is created or received by, or sent under the jurisdiction of a public office and (iii) documents the organization, functions, policies, decisions, procedures, operations or other activities of the office.
2. Public records are open to the public unless they are specifically exempt from disclosure under Ohio Revised Code Section 149.432 covering library patron records, under Ohio Revised Code Section 149.433 covering security and infrastructure records, or other records explicitly exempt in Ohio Revised Code Section 149.43.
3. A records commission will administer proper retention and disposition of public records under provision pursuant to Ohio Revised Code Sections 121.22 and 149.411.
Procedures
Record Requests
1. An individual making a public record request is under no obligation to put the request in writing and does not have to provide his or her identity or the intended use of the requested public record.
2. No specific language is required to make a request; however, the requester must identify the records requested with sufficient clarity to allow the Library to identify, retrieve, and review the records.
3. If it is not clear which records are being sought, the Library may request clarification. Library staff should assist the requester in revising the request by informing the requester of the manner in which the Library keeps its records.
Record Availability
1. As required by Ohio law public records will be organized and maintained so that they are readily available for inspection and copying.
2. Public records responsive to a request will be promptly prepared and made available for inspection to any person at reasonable times during regular business hours. Copies of public records will 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, the necessity for any legal review of the records requested and the effort required to redact confidential information.
3. If a request is deemed significantly beyond “routine”, such as seeking a voluminous number of copies, requiring extensive research, or requiring redaction of confidential information, a good faith effort will be made to provide the requester with the following:
· An estimated number of business days it will take to satisfy the request.
· An estimated cost if copies are requested.
· Any items within the request that may be exempt from disclosure.
Denials/Redactions
1. Any denial of a public record request will include an explanation, including legal authority.
2. If portions of the requested record are public and portions are exempt, the exempt portions will be redacted and the rest released. When portions of the requested public record are redacted, each redaction will be made plainly visible.
Records in private email accounts used to conduct public business are subject to disclosure and all employees or representatives of the Library are instructed to retain emails that relate to public business.
Costs for Public Records
1. Copies of requested public records will be made available at cost.
2. Payment for copied records is due upon delivery.
3. When public records are mailed, the requester will be charged the actual cost of the postage and mailing supplies.
4. The Library may choose to defer action to prepare copies of documents for record requests if the requester has repeatedly failed to collect copies created as a result of prior public requests or to pay for those requested copies