PUBLIC RECORDS POLICY
Public Records
This office, in accordance with the Public Records Act (Section 149.43 of the Ohio Revised Code), defines records as including the following: any document – paper, electronic (including but not limited to e-mail), or other format – that is created or received by, or comes under the jurisdiction of this office, and which documents the organization, functions, policies, decisions, procedures, operations or other activities of this office. All records of the Wilmington Public Library are public unless they are exempt from disclosure under the Ohio Revised Code.
Record Requests
No specific language is required to make a request, but the requestor must identify records with sufficient clarity to allow the office to identify, retrieve, and review the records. If it is not clear what records are being sought, the records custodian should ask the requestor for clarification, and assist the requestor in revising the request by informing the requestor of the manner in which this office keeps its records.
The requestor 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.
Production of Requested Records
In processing the request, this office does not have an obligation to create new records or perform an analysis of existing information. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through simple sorting, filtering, or querying. Although not required by law, this office may accommodate the requestor by generating new records when it makes sense and is practical under the circumstances.
Public records must be made available for inspection promptly. Copies of public records will be made within a reasonable period of time. “Promptly” and “reasonable period of time” take into account the volume of records requested, where the records are stored, the type of record, and the time required for any legal review and redaction. Records prepared for inspection may be viewed during regular business hours. In processing a request for inspection of a public record, an office employee must accompany the requestor during inspection to make sure that original records are not taken or altered.
The Wilmington Public Library may provide copies of public records on paper, on the medium on which they are kept, or on any other medium this office determines is reasonable. If portions of a record are public and portions are exempt, the exempt portions will be redacted and the rest released. Denial of all or any part of any public record requested will include an explanation for the denial, including legal authority.
Cost
Paper copies - .10 per page
Files copied to CD - $1.00 per disc
No charge for emailed documents.
If a requester asks that documents be mailed, he or she may be charged the actual cost of the postage and mailing supplies.
A requestor may be required to pay in advance for costs involved in providing copies of records.