Okaloosa County BOCC — October 4, 2016 — Public Records Policy Revision — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: October 4, 2016 TO: Honorable Chairman and Members of the Board FROM: Laura Porter SUBJECT: Public Records Policy Revision DEPARTMENT: Risk Management BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval of a revision to the Public Records Policy as requested by the Board at the September 20, 2016 meeting. With this change, all public records requests for multiple emails will be generated by the Information Technology Department, and applicable fees will apply as provided by Chapter 119, F.S. BACKGROUND: In the past when citizens made public records requests for emails and they objected to a fee by the Information Technology Department to conduct a thorough search for the records on the County’s server, they were given an option to have employees search individual computer email accounts, often at no charge. In an effort to ensure accurate results and compliance with Chapter 119, F.S., all future requests for public records involving multiple emails will be generated by the Information Technology department. Fees for this service will be in compliance with Chapter 119, F.S. The change is underlined and may be found as item 4.11, "All Public Records Requests for multiple emails will be generated by the Information Technology Department. Applicable fees will apply as outlined in item 6.3." Another minor change to reflect the correct department name was also made in item 4.8, changing Information Systems to Information Technology. OPTIONS: Approve or provide further direction to staff. RECOMMENDATIONS: Request the Board adopt and approve the revision to the Public Records Policy. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator