Public Records Policy

Date Adopted: September 24, 2007

Resolution No. 251117-8

Section 1. Public Records

In accordance with the Ohio Revised Code and applicable judicial decisions, “records” include any item that:

  1. Contains information stored on a fixed medium (e.g., paper, electronic files, e-mail, or other formats).
  2. Is created, received, or sent under the jurisdiction of a public office.
  3. Documents on the organization, functions, policies, decisions, procedures, operations, or activities of the office.

Public records are open for inspection during regular business hours, except as otherwise provided by law. All Library records that qualify as “public records” are considered public unless exempt from disclosure under Ohio or federal law. For example, ORC Section 149.432 prohibits the Library from releasing library records or disclosing patron information, except in the specific situations outlined in that statute.

Records will be organized and maintained, so they are readily available for inspection and copying, as required by Ohio law.

Section 2. Record Requests

The Director and the Fiscal Officer serve as the library’s records of custodians/managers. All requests for public records will be handled according to the following guidelines:

  1. Ambiguous or Overly Broad Requests – If a request is unclear or too broad, it may be denied. However, the requester will be given an opportunity to revise the request and will be informed how records are maintained and accessed in the normal course of business (ORC 149.43(B)(2)).
  2. No Requirement for Written Requests – Requests do not need to be in writing, and the requester does not need to provide their identity or intended use. Staff may ask for this information, but only after informing the requester that they are not required to answer.
  3. Availability of Records – Records must be available for inspection during regular business hours (excluding holidays). Records should be provided promptly, and copies made available within a reasonable period of time, considering factors such as:
    • The volume of records requested
    • The location of the records
    • Any necessary legal review
  4. Estimated Response Time – Each request should be evaluated to provide an estimated timeframe for gathering and delivering the records.
  5. Denials – If a request is denied (in whole or in part), an explanation must be provided. If the request was submitted in writing, the denial must also be provided in writing.

Section 3. Costs for Public Records

Requesters will be charged only the actual cost of making copies.

  • Copies may be provided on paper, in the medium in which the records are maintained, or on another medium if it can be reasonably duplicated.
  • Payment of copying, postage, or delivery costs may be required in advance (ORC 149.43(B)(6)– (7)).
  • If mailed, the requester must cover the actual cost of postage and mailing supplies.

Section 4. E-mail

  • E-mail is treated the same as other records and follows the same retention schedules.
  • Personal e-mails may qualify as public records if they meet the definition of “public record.”