Public Records Requests

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The public records policy of the ADAMHS Board provides direction to the public on the process for requesting public records in adherence to the Ohio Public Records Act. The policy summarized below, is available in full here. Also, a copy of the most recent edition of the Ohio Sunshine Laws: And Open Government Resource Manual, which explains open records laws, is available free at www.OhioAttorneyGeneral.gov/YellowBook

WHAT IS A PUBLIC RECORD?

In accordance with the Ohio Revised Code section 149.43, a public record is any document kept by the ADAMHS Board that is: stored on a fixed medium (paper, electronic or other format); and created, received by, or comes under the jurisdiction of the ADAMHS Board office; and that documents the organization, function, policies, decisions, procedures, operations or other activities of the ADAMHS Board. A requestor is the person or entity making the request for a public record from the ADAMHS Board.

RECEIVING AND PROCESSING REQUESTS

All public records responsive to a public records request made pursuant to Ohio Revised Code section 149.43 shall be promptly prepared or made available for inspection to any person at all reasonable times during regular business hours. All requests for public records, from whatever source, made in whatever manner to any staff of the ADAMHS Board shall be processed. A written request is not mandatory, and the requestor may decline to reveal their identity or the intended use.

REVIEWING THE RECORDS REQUEST

When a request is received, the ADAMHS BOARD will evaluate it to determine:

Whether the request is for a public record which is kept by the ADAMHS Board.
If the record is exempt from disclosure: Certain records may be protected by federal or state law.
If redactions are necessary: Sensitive information may need to be removed. If redactions are required and not plainly visible, notice must be given to the requestor about the redactions.
If the request is ambiguous or overly broad: If the request is unclear, the ADAMHS Board may deny it but provide guidance on how to revise it.
Whether to deny the request: If the request is denied, the ADAMHS Board will provide an explanation and legal justification. The Board will also determine the time needed to prepare and provide the requested records. If copies are requested, the Board will specify the time needed for copying and the available formats.

INSPECTION OF THE RECORDS

The ADAMHS Board will inform the requester of the most efficient way to inspect the public records and arrange for the logistics within the ADAMHS Board office. If this information is provided verbally, it will be documented. If copies of the records are requested, the requester may be asked to pay in advance for the duplication costs. Additional charges may apply for mailing or other special formats. The fees for copies are as follows:

Paper copies: 5 cents per page
Downloaded files on a compact disc: $1.00 per disc
Other formats: Costs will be determined at the time of the request
Emailed documents: No charge

If cash is paid, a receipt will be issued immediately and prior to tendering the record.

MANAGING RECORDS

All employees or representatives of the ADAMHS Board are required to retain their email records and other electronic records in accordance with applicable records retention schedules.

Please click here to submit a Public Records Request.

If you are a member of the media, you may send your public records request directly to Latoya Hunter Hayes at hunterhayes@adamhscc.org.

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