Okaloosa County BOCC — May 19, 2015 — Public Records Request Policy rev 5-19-15

PUBLIC RECORDS REQUEST POLICY 1. PURPOSE The purpose of this Public Records Request Policy is to provide guidance to Okaloosa County departments and staff on how to properly coordinate and respond to public records requests from any individual or entity and to ensure that all responses comply with Chapter 119 of the Florida Statutes, also known as the “Public Records Act.” 2. POLICY This policy shall provide guidelines and procedures which shall apply County- wide. Directors will, at least annually, inform all affected employees within their work areas of this policy and its requirements. The Risk Management Office is designated as the County’s Public Records Coordinator for all public records requests. Each department director shall designate an employee from his or her respective department to serve as Public Records Custodian for his or her department and assist the Coordinator where necessary. County department directors are responsible for training their designated employees on what public records are available in their departments and what sensitive information those records may contain. Risk Management staff shall periodically provide County-wide training opportunities for Public Records Custodians. 3. DEFINITIONS 3.1. What is a Public Record? 3.1.1. Section 119.011(11). F.S., defines “public records” to include: 3.1.1.1. all documents, papers letters maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.  3.1.2. Through case law, the courts have interpreted a true determining factor for a public record as those records that “perpetuate, communicate, or formalize knowledge.” Rogers v. Hood, 906, So. 2d, 420 (Fla. 1979). 4. PROCEDURES When a County employee receives a public records request, the following procedures shall apply: 4.1. If the request is verbal, the employee receiving the request shall write down as much information regarding the request as possible; i.e., person making the request including contact information, what documents are being requested, and any specific information such as dollar amount threshold, delivery expectations, time expectations, etc. 4.2. NOTE: A public records request does not have to be in writing as a prerequisite for completing a request. 4.3. The employee receiving the request shall notify Risk Management of the public records request and provide a copy of any written request. This notification shall be done as soon as possible but no later than two (2) business days from receipt. 4.4. Upon receipt of the public records request, Risk Management shall acknowledge receipt of the request to the requestor and shall coordinate compilation of the requested records with the appropriate departments as necessary. 4.5. If the request involves Board action or approval, Risk Management will notify the Deputy Clerk to BCC in the Clerk of Circuit Court’s Office to coordinate the records request. 4.6. Risk Management will direct and provide all correspondence to the requestor of the records unless other arrangements are made between Risk Management and the department possessing the public records. 4.7. Risk Management will maintain communication with the County department’s