POLICY NO.: B5
The purpose of this policy is to comply with the Ohio Public Records Act and Section 149.43, Ohio Revised Code, which provides prompt inspection of public records and upon request, copies of public records within a reasonable amount of time.
A public office is basically an entity that performs a public service and is supported by public funds. The Crawford-Marion ADAMH Board recognizes that most records generated by and for the operation of the Board are public documents and include but are 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.
The public record is a record held by any public office that is stored on a fixed medium, created, received or sent under the jurisdiction of a public office, and which documents the activities of the office. Public record documents include, but are not limited to, paper, tapes, e-mails, photos, films, and videos.
Exceptions to the public records disclosure request include:
- Any provision of Ohio or Federal law that protect records from the public.
- Medical records related to a consumer’s medical condition generated and maintained in the process of medical treatment.
- Trial preparation records that contain information that was specifically complied in reasonable anticipation of, or in defense of, litigation. Trial preparation records are not subject to public disclosure until the case and any appeals have concluded.
- Demographic information including address, social security number, phone number, emergency phone numbers, and similar information for the spouse, former spouse, and children.
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, which is determined on the nature of the request. 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 5 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 is to 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.