The Perry Public Library, in accordance with 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 a public office that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the office. All records of the Library are public unless they are specifically exempt from disclosure under the Ohio Revised Code.
In accordance with the Ohio Revised Code 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.
Public records are to be open to the public at all reasonable times with exceptions only as provided for in the law.
As required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying within a reasonable period of time during regular business hours. Record retention schedules are to be updated regularly.
It is the policy of the Perry Public Library that openness leads to a better informed citizenry, which leads to better government and better public policy. It is our policy to strictly adhere to the state's Public Records Act.
Each request for public records should be evaluated for a response using the following guidelines:
- 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 and provide contact information. If it is not clear what records are being sought, the records custodian will contact the requester for clarification and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.
- 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.
- Public records responsive to the request 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.
- Each request should be evaluated for an estimated length of time required to gather the records.
- 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. A copy of Denial of Request for Information Form is in Appendix B.
Those seeking public records will be charged only the actual cost of making copies, as follows:
- Paper copies are the Library’s current copy cost.
- Computer files to a compact disc is $1 per disc.
- E-mailed documents, no charge.
- Requesters may ask that documents be mailed to them. They will be charged the actual cost of the postage and mailing supplies.
Documents in electronic mail format are records as defined by the Ohio Revised Code when their content relates to the business of the office. E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules.
- Records in private e-mail accounts used to conduct public business are subject to disclosure, and all employees or representatives of this office are instructed to retain their e-mails that relate to public business (see Section 1 Public Records) and to copy them to their business e-mail accounts and/or to the office's records custodian.
- The records custodian is to treat the e-mails from private accounts as records of the public office, filing them in the appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Public Records Act.