Public Records Policy

SECTION 1 – PUBLIC RECORDS

The Library, in accordance with Ohio Revised Code 149.43, defines records as any document including paper, electronic, or other format that is created, received by, or comes under the jurisdiction of the Madison Public Library that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the Library.

A public record is a record that is being kept by the Library at the time a public records request is made, subject to applicable exemptions from disclosure under Ohio or federal law. A number of records maintained by Madison Public Library are exempt from disclosure pursuant to Ohio Revised Code 149.432.

It is the policy of Madison Public Library that, as required by Ohio law, records will be organized and maintained so that they are readily available for inspection and copying. Record retention schedules are to be updated regularly and posted prominently in a location readily available to the public.

This policy will be distributed to the Library’s record custodian and that employee must acknowledge receipt. This policy shall also be included in the Library’s policies and procedures manual and posted on the Library’s website.

SECTION 2 – RECORD REQUESTS

SECTION 2.1

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 Library to identify, retrieve, and review the records.

If a requester makes an ambiguous or overly broad request or has difficulty in making a request such that the Library cannot reasonably identify what public records are being requested, the request may be denied but the Library must then provide the requester an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed by the Library.

In processing the request, the Library does not have an obligation to create new records or perform a search or research for information in the Library’s records. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through the Library’s standard use of sorting, filtering, or querying features.

A Library employee may accompany a requester during inspection of public records to ensure that original records are not taken or altered.

SECTION 2.2

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. However, the law does permit the Library to ask for a written request, the requester’s identity, and/or the intended use of the information requested, but only if: (1) a written request or disclosure of identity or intended use would benefit the requester by enhancing the Library’s ability to identify, locate, or deliver the public records that have been requested; and (2) the requester is first told that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use.

SECTION 2.3

Public records will be made available for inspection during regular administrative business hours, with the exception of published holidays. Public records will be made available for inspection promptly. 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, and the necessity for any legal review of the records requested.