Notice of Public Access to Records

POLICY NO.: B5

PURPOSE:

The purpose of this policy is to comply with the Ohio Revised Code Section 149.43, the Ohio Public Records Act, which requires the Board to provide reasonable access to and prompt inspection of public records and, upon request, copies of public records within a reasonable amount of time.

POLICY:

The Crawford-Marion ADAMH Board recognizes that most records generated by and for the operation of the Board are public documents, including but not limited to the following: Board minutes, Executive Director reports, receipts, expenditures, salaries, position descriptions, safety and health materials, contracts, and policy statements. These public records are open to public review.

Public records are records held by any public office stored on a fixed medium, created, received or sent under the jurisdiction of a public office, and documenting the activities of the office. Public records include, but are not limited to, paper, tapes, e-mails, photos, films, and videos.

Consistent with Ohio Revised Code Section 149.43, certain records are exempt from disclosure as public records, including but not limited to the following:

1. Records which are prohibited from disclosure by any applicable provision of Ohio or federal law.
2. Medical records.
3. Trial preparation records.
4. Demographic information of employees and/or individuals contracting with or receiving services through the Board, including home address, social security number, phone number, emergency phone numbers, and similar information for the spouse, former spouse, and children.

PROCEDURE:

Requests to review public records can be made to any Board staff member. If the requested documents are easily accessed and compiled, the requester can inspect the records immediately. If the requested records are extensive, the Executive Director will respond to the request without delay and with reasonable speed, determined on a case-by-case basis. On-site review of public records is made in the presence of the Executive Director or designee during normal business hours.

Copies of public records may be requested and will be copied by the Board at a cost to the requester for 10 cents per page. The Board may not charge for employee time in gathering or reviewing the records. Full payment must be received before copies are given to the requester.

Mail requests to review public records are made to the Executive Director, who shall respond to the request within a reasonable period of time, stating the cost of the copies available and any mailing or delivery costs. Prepayment of copying and delivery costs is required. Mail or delivery of requested copies is to be made within 10 business days after receipt or full payment for copying and delivery.

The requester does not need to identify him or herself or explain intended use of any requested public document. The Executive Director cannot deny access due to a requester’s refusal to answer any of the former questions.