Public Records Request Process

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Five Day Response 
Within five business days of the receipt of the request for records, the Health Department will take one of the following action(s):
  • Provide the record, or the portion of the record(s) subject to disclosure, after the payment of applicable fees.
  • Acknowledge the receipt of the request, accompanied by an estimate of time necessary for further response.
  • Ask for clarification of the request for records.
  • Request a deposit for the records requested while the records are being gathered.
  • Deny the request accompanied by an explanation of the basis of denial.

The five business days begins one working day after receipt of the request.

Confidentiality
Your Public Disclosure Request cannot be kept confidential. Your request becomes a public record and can be requested by others.
 
Third-Party Notification
If records requested contain information that, if disclosed, may affect the rights of others and may be exempt from disclosure, the Department may send a notice to those parties informing them of the request prior to providing the records to the requester.
 
Abandoned Requests
If the requestor fails to fulfill their obligations to inspect the records, pay the deposit, or make final payment within 30 calendar days for the requested copies, the Department will close the request and notify the requestor the request has been closed.
 
Fees
  • Photocopy or printed copy of public records is $0.15 per page.
  • Public records scanned into an electronic format is $0.10 per page.
  • Electronic files or attachments uploaded to email or other means of electronic delivery is $0.05 per four.
  • Transmission of public records in an electronic format is $0.10 per gigabyte.
  • Any digital storage media or device provided by the agency, any container or envelope used to mail copies to the requestor, and the postage or delivery charge will be charged at the actual cost.
Records may be viewed at no charge. An appointment is required to view records.
 
Payment of copy fees and applicable postage fees is required prior to the disclosure of public records. When a deposit is required, the payment of a deposit will be made prior to the duplication of any records.
 
Deposit for Duplication
The Public Records Officer may require the requester to deposit a sum equal to 10% of the estimated cost prior to duplication of the records. If a deposit is required, the Department will notify the requester. If the actual duplication fees are less than the amount deposited by the requester, the Department will return the excess amount to the requester.
 
Review of denials
Any person who objects to the initial denial or partial denial of a records request may petition in writing to the Public Records Officer for a review of that decision.  The petition needs to include or refer to the written statement by the Public Records Officer denying the request. The request for review will go to the official designated by the agency to conduct the review. That person will consider the petition and either affirm or reverse the denial within two business days following the Health Department's receipt of the petition, or within a time agreed to by the requestor and the Health Department.