Public Records Policy

It is the policy of the Ross County Board of Commissioners and other County Officials that openness leads to a better informed citizenry, which leads to better government and better public policy. It is the policy of these county officials to strictly adhere to the state's Public Records Law.

Inspection of Records

Public records are available for inspection during regular business hours, with the exception of published holidays. They will be made available promptly. Copies will be made available within a reasonable period of time. "Prompt" and "reasonable" take into account the volume of records requested; the proximity of the location where they are to be stored; and the necessity for any legal review of the records requested prior to their release.

Requests for Copies of Records

A requestor of public records is not required to identify themselves nor must they provide the reason for requesting the public record. The request does not need to be made in writing. However, Ross County Job & Family Services will need to gather sufficient information about the request to provide the appropriate records. A name and address must be provided if the records are to be mailed to the requestor. Agency staff will offer the requestor the opportunity to put their request in writing. If they decline to do so, staff will record the request for agency documentation purposes.

Routine requests will be satisfied immediately if feasible to do so. Records that can be emailed or downloaded easily, will be made available as quickly as the equipment allows. Routine is defined to include, but is not limited to: meeting minutes, budgets, salary information, forms, applications, personnel rosters, non-confidential and easily accessible records of 20 pages or less.

When requests cannot be satisfied immediately, a written explanation will be provided to the requestor within 3 business days of the request explaining when the records will be available, the estimated cost if copies are requested, and a listing of any record that will not be provided, including the legal authority to deny access to that record.

Cost of Records

The cost to copy and mail records of greater than 25 pages is as follows:

• $.07 cents per photocopied page
• $1.00 per disc
• Cost of envelope(s) and postage required to mail document(s)

Requests for information with a total estimated cost for copies and/or mailing of $5.00 or more will require payment in advance.

Records that can be provided by email shall have no cost.

Limited Mailing of Records for Commercial Purposes

The number of records mailed to a requestor will be limited to ten per month, unless the person certifies to the office in writing that the requestor does not intend to use or forward the requested records, or the information contained in them, for commercial purposes. "Commercial" is narrowly construed and does not include reporting or gathering news, reporting or gathering information to assist citizen oversight or understanding of the operation or activities of government, or nonprofit educational research.

Waiving Public Records Policy

County departments may elect to waive any or all provisions under this policy when a request to inspect or obtain copies of records is made:

• By another governmental agency
• By an authorized representative of another governmental agency
• By an authorized agent of Ross County Job and Family Services
• Or pursuant to a court order