Iowa Administrative Code › Agency 497 - Iowa Public Information Board › Chapter 7 - Fair Information Practices › Rule 497-7.3 - Requests for Access to Board Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Location of record.
A
			 request for access to a board record shall be directed to the Iowa Public
			 Information Board, Wallace State Office Building, 502 East 9th Street, Des
			 Moines, Iowa 50319. If the requested record is not on file in the board office,
			 the custodian will arrange for it to be retrieved from state archives and made
			 available in the board office.
(2)
Office hours.
Records of the board shall be made available
			 during customary office hours of 8 a.m. to 4:30 p.m. on Monday through Friday,
			 excluding Saturdays, Sundays, and legal holidays. Records made available via
			 the board's Web site athttps://ipib@iowa.gov/ [File Link Not Available] are
			 available at all hours and on all days.
(3)
Request for access.
Requests for access to board records may be made in writing, in person, or by
			 telephone. Requests shall identify the particular records sought by name or
			 description in order to facilitate the location of the record. Mail requests
			 shall include the name, address, and telephone number of the person requesting
			 the information. A person shall not be required to give a reason for requesting
			 an open record.
(4)
Granting access to records.
The custodian is authorized to
			 grant or deny access to the board's record according to the provisions of Iowa
			 Code chapter 22, this chapter or any other provision of law. The decision to
			 grant or deny access may be delegated to one or more designated employees.
			 Access to an open record shall be granted immediately upon request. If the size
			 or nature of the request requires time for compliance, the board shall comply
			 with the request as soon as possible. However, access to such a record may be
			 delayed for one of the purposes authorized by Iowa Code section 22.8(4). The
			 board shall promptly inform the requester of the reason for the
			 delay.
(5)
Security of
			 record.
No person shall, without permission, search or remove any
			 record from board files. Examination and copying of records shall be done under
			 the supervision of board staff. Records shall be protected from damage and
			 disorganization.
(6)
Copying.
A reasonable number of copies may be made in the
			 board office unless printed copies are available. If copying equipment is not
			 available in the office where a record is kept, the board shall permit its
			 examination in that office and shall arrange to have copies promptly made
			 elsewhere. Records made available on the board's Web site may be copied without
			 restriction.
(7)
Fees.
a.
Copying
			 costs.
Price schedules for regularly published records and for copies
			 of records not regularly published shall be posted by the board. Copies may be
			 made by or for members of the public at cost as determined and posted by the
			 custodian of the record. The cost of postage and of other services provided in
			 connection with the request may be charged as appropriate.
b.
Search and supervisory
			 fee.
An hourly fee may be charged for actual board expenses in
			 searching for, and supervising the examination and copying of, requested
			 records. The fee shall be based upon the pay scale of the employee involved and
			 other actual costs incurred. No fee shall be charged if the records are not
			 made available for inspection, or if the time required does not exceed three
			 hours in duration, or if the time required for the search was the result of a
			 board error or a record-keeping problem. The board shall post the hourly fees
			 to be charged in routine cases for search and supervision of records. The board
			 shall give advance notice to the requester if it will be necessary to use an
			 employee with a higher hourly wage in order to find or supervise the particular
			 records in question, and shall indicate the amount of that higher hourly wage
			 to the requester.
c.
Advance deposits.
(1) The
			 board may require a requester to make an advance deposit of the estimated
			 fee.
(2) When a requester has
			 previously failed to pay a fee charged under this subrule, the board may
			 require advance payment of the full amount of any estimated fee before the
			 board processes a new or pending request for access to records from that
			 requester, as well as payment in full of the amount previously owed.