Source: https://ecode360.com/29386976
Timestamp: 2019-04-19 04:58:39+00:00

Document:
§ 181-1 Purpose and scope.
§ 181-2 Designation of records access officer.
§ 181-4 Hours for public inspection.
§ 181-5 Requests for public access to records.
§ 181-6 Subject matter list.
§ 181-7 Denial of access to records.
§ 181-11 Fees for photocopies.
Records retention and disposition — See Ch. 66.
The people's right to know the process of government decisionmaking and the documents and statistics leading to determinations is basic to our society. Access to such information should not be thwarted by shrouding it with the cloak of secrecy of confidentiality.
Editor's Note: See Public Officers Law, Art. 6, § 84 et seq.
Assist persons seeking records to identify the records sought, if necessary, and when appropriate, indicate the manner in which the records are filed, retrieved or generated to assist persons in reasonably describing records.
Contact persons seeking records when a request is voluminous or when locating the records involves substantial effort, so that personnel may ascertain the nature of records of primary interest and attempt to reasonably reduce the volume of records requested.
The records of which the Town of Mount Hope is a custodian cannot be found after diligent search.
Requests for public access to records shall be accepted and records produced during all hours regularly open for business. These hours are Monday through Friday, 8:00 a.m. until 3:30 p.m.
If records are maintained on the Internet, the requester shall be informed that the records are accessible via the Internet and in printed form either on paper or other information storage medium.
If the receipt of a request was acknowledged in writing and included an approximate date when the request would be granted in whole or in part within 20 business days of such acknowledgment, but circumstances prevent disclosure within that time, providing a statement in writing within 20 business days of such acknowledgment specifying the reason for the inability to do so and a date certain, within a reasonable period under the circumstances of the request, when the request will be granted in whole or in part.
In determining a reasonable time for granting or denying a request under the circumstances of a request, personnel shall consider the volume of a request, the ease or difficulty in locating, retrieving or generating records, the complexity of the request, the need to review records to determine the extent to which they must be disclosed, the number of requests received by the agency, and similar factors that bear on the ability to grant access to records promptly and within a reasonable time.
Responds to a request, stating that more than 20 business days is needed to grant or deny the request in whole or in part and provides a date certain within which that will be accomplished, but such date is unreasonable under the circumstances of the request.
The subject matter list shall be updated annually. The most recent update shall appear on the first page of the subject matter list.
Denial of access to records shall be in writing stating the reason therefor and advising the requester of the right to appeal to the individual or body established to determine appeals, which shall be identified by name, title, business address and business phone number.
If requested records are not provided promptly, as required in § 181-5 of these regulations, such failure shall also be deemed a denial of access.
The name and return address of the person denied access.
A failure to determine an appeal within 10 business days of its receipt by granting access to the records sought or fully explaining the reasons for further denial in writing shall constitute a denial of the appeal.
The person or body designated to determine appeals shall inform the appellant and the Committee on Open Government of its determination in writing within 10 business days of receipt of an appeal. The determination shall be transmitted to the Committee on Open Government in the same manner as set forth in Subsection F of this section.
Copies may be provided without charging a fee.
An agency has the authority to redact portions of a paper record and does so prior to disclosure of the record by making a photocopy from which the proper redactions are made.
The actual cost to the agency of engaging an outside professional service to prepare a copy of a record, but only when an agency's information technology equipment is inadequate to prepare a copy, and if such service is used to prepare the copy.
When an agency has the ability to retrieve or extract a record or data maintained in a computer storage system with reasonable effort, or when doing so requires less employee time than engaging in manual retrieval or redactions from nonelectronic records, the agency shall be required to retrieve or extract such record or data electronically. In such case, the agency may charge a fee in accordance with Subsection D(1) and (2) above.
An agency shall inform a person requesting a record of the estimated cost of preparing a copy of the record if more than two hours of an agency employee's time is needed, or if it is necessary to retain an outside professional service to prepare a copy of the record.
An agency may require that the fee for copying or reproducing a record be paid in advance of the preparation of such copy.
An agency may waive a fee in whole or in part when making copies of records available.
The cost of reproduction shall be $0.25.

References: § 181

§ 181

§ 181

§ 181

§ 181

§ 181
 Art. 6
 § 84
 § 181