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Public Records
Definition
This office, in accordance with the Ohio Revised Code, defines "records" as including the following: any document - paper, electronic (including, but not limited to, e-mail) or other format - that is created or received by, or comes under the jurisdiction of, a public office that documents the organization, functions, policies, decisions, procedures, operations or other activities of the office. All records of the township are public unless they are specifically exempt from disclosure under the Ohio Revised Code.


Evaluating Public Records Requests

Each request for public records should be evaluated for a response using the following guidelines:

The requester must at least identify the records requested with sufficient clarity to allow the township to identify, retrieve, and review the records. If it is not clear what records are being sought, the records custodian should assist the requester in revising the request by informing the requester of the manner in which the township keeps its records. The requester may designate the format that such documents are to be placed for inspection; however, the township is not required to put the requested documents into a format that is not within the ordinary scope of its normal record-keeping function or normal capability. Additionally, the township is not required to create records that otherwise did not exist, or to create, for example, a computer program simply in order to respond to a public records request.

The requester does not have to put the records request in writing, and does not have to provide his or her identity or the intended use of the requested public record.

Public records are to be available for inspection during regular business hours, Monday through Friday from 8:00 a.m. to 4:30 p.m., except during holidays. Public records must be made available within a reasonable period of time, although there is no statutory definition of this time period. "Prompt" and "reasonable" take into account the volume of records requested, including the time and resources needed to make them available; the proximity of the location where the records are stored; and the necessity of any legal review of the records request.

Any denial of public records requested must include an explanation, including legal authority. If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the remainder released. If there are redactions, each redaction must be accompanied by a supporting explanation, including legal authority for its exclusion as a public record.