Public Records Policy

2.10 Disclosure of Public Records

 NEO-RLS abides by the Ohio Revised Code Section 149.43, “Availability of Public Records for Inspection and Copying” and any amendments to that statute. ORC 149.43 defines public records as any document, device or item regardless of the physical form or characteristic, including an electronic record, that is created or received by or coming under the jurisdiction of NEO-RLS that documents the organization, functions, policies, decisions, procedures or other activity of NEO-RLS. All records are public unless they are specifically exempt from disclosure under the Ohio Revised Code.

In order to facilitate broader access of such records, NEO-RLS shall organize and maintain its records in such a manner so that they can be made available in accordance with this policy. All public records (which include vendor requests for records of NEO-RLS member libraries) not specifically excluded from disclosure, must upon request, be promptly prepared and made available for inspection to any person at all reasonable times during regular business hours. Upon request, copies of the records are to be provided at cost. When portions of a record are exempt from disclosure, the exempt portions are to be redacted and the rest of the record released. Any redactions must be accompanied by a supporting explanation including legal authority as required by and detailed in the Ohio Revised Code.

The requester must identify the records requested with sufficient clarity to allow NEO-RLS to identify, retrieve and review the records. If it is not clear what is being sought, the Executive Director or Fiscal Officer must contact the requester for clarification. Whenever possible, NEO- RLS will provide public records in the format requested. However, NEO-RLS is not required to provide records in a format other than how they are normally created or stored. The Executive Director or Fiscal Officer will inform the requester as to the manner in which the requested records are created and stored.

Documents in electronic mail format are records as defined by the Ohio Revised Code when their content meets the definition of a public record. Email is to be treated in the same fashion as other types of records.

Items in private email accounts that meet the definition of a public record are subject to disclosure and all employees and Board members are to retain them accordingly. The Executive Director and Fiscal Officer will handle incoming and outgoing emails from or to private accounts that meet the definition of public records by filing them in an appropriate way, retaining them per established schedules and making them available for inspection and copying in accordance with the Public Records Act. Records in private e-mail accounts used to conduct public business are subject to disclosure, and all NEO-RLS employees must retain e-mails that relate to public business and copy them to their business e-mail accounts.