1. Are there any costs associated with obtaining a public record?  Many records requests are fulfilled at no cost because information is gathered, duplicated and sent electronically. The city may require prepayment of costs associated with producing copies, including copying and mailing expenses. The city may only charge its actual costs of producing copies of the records. Paper copies will be charged at 5 cents per page; compact discs will be charged at $1.00 a disc.
  2. How long will it take to process my request? Ohio law permits public entities a reasonable period of time to process and respond to records requests.  Reasonableness takes into account many factors such as the size and scope of the request, the ability to gather records from a single or multiple sources and locations, the need to review records for legal reasons and for redactions, and other factors. There is no fixed time within which public entities must respond, so long as that time is reasonable under the law.

  3. How will I be contacted when my request is fulfilled? You may identify how you wish to be contacted when making the request, and the city will honor that request. Keep in mind requests may be made anonymously, but the city will need a way to contact you in order to deliver records or notify you they are ready for pickup.

  4. What are the different ways I can receive the requested documents?  You may specify whether you would like to inspect the records or obtain copies. If you ask for copies, you have the right to choose the copy medium (paper, film, electronic file, etc.). You can choose to have the record copied: (1) on paper, (2) in the same medium as the city keeps them, or (3) on any medium upon which the city determines the record can reasonably be duplicated as an integral part of the normal operations of the public office.  

  5. What are some tips for making a proper records request?  Although no specific language is required to make a request, you must at least identify the records requested with the sufficient clarity and specificity to allow the city to identify, retrieve, and review the records. The city may decline to create a record that contains the information requested if the record does not already exist, or to seek out and retrieve records that contain specific information that may be of interest to you.  We are always willing to work with you to help identify records you seek based upon how the city keeps records.

  6. May I make an anonymous request? Yes. A public records request does not need to be in writing or identify you. However, the city must have a way of contacting you in order to fulfill the request.

  7. Do I have to reveal the reason for my request? No. The Public Records Act neither requires you to specify the reason for the request nor use particular wording to make a request.