How To Make A Public Records Request
The Village provides prompt inspection of public records and copies of public records in a reasonable period of time. When you make a request, you may complete a “Public Records Request Form,” which helps us locate the records and expedite your request. You are not legally required to complete the form, identify yourself, or give the purpose of your request. If the records cannot be provided while you wait, we will contact you when the records are available.
If a requester makes an ambiguous, overly broad request or has difficulty in making a specific request for public records, the request may be denied. The requester may revise the request. Any denial of a public records request must include an explanation. If portions of a record may not be released, all redactions shall be plainly visible with an explanation that includes legal authority.
Definition of Public Records
Under Ohio law, public records are those items that meet all of the following elements:
- Any document, device, or item, regardless of physical form or characteristic, including an electronic record;
- Any document that is created or received by, or coming under the jurisdiction of, a public office;
You may ask for a copy of the Village records retention schedule, which will familiarize you with the types of records available.
Hours and Costs
Anyone may make a public records request in the Village Office between the hours of 8:00am and 4:30pm (weekdays), excluding government holidays.
The cost for 8.5 x 11 inch up to and including 11 x 17 inch, one-sided, black and white or color copies is five cents per page with the first fifteen pages provided free. The Village may require you to pay the estimated copy costs before copies are made. All other copies (photos, disks, tapes, etc.) are $1.00 each. If records are mailed to you, the cost of postage must also be paid in advance.
Records That Cannot Be Released
Under Ohio law, some records that meet the above three elements are withheld from release because state or federal law makes the record confidential. Some commonly requested records that are confidential include:
- Attorney-client privileged information and trial preparation records;
- Social Security numbers;
- Records of on-going investigations;
- Medical records;
- BMV records;
- Records that a judge ordered to be sealed per a statute;
- Personal and familial information regarding peace officers, firefighters, EMTs, prosecutors, assistant prosecutors - RC 149.43(A)(7)
If you have questions or concerns about the Ohio Public Records law, please contact your state legislator at www.ohio.gov. The Village of Granville has a public records policy available from the Clerk of Council or online at www.granville.oh.us. A Schedule of Records Retention is also available for review from the Clerk.