Mississippi Administrative Code › Title 36 - Technology › Part 2 - Information Systems Services › Chapter 10 - Procurement Policies › Rule 36-2-10-210.2 - 019-010 ITS Public Records Policy and Procedures

Current through June 25, 2024
Public Records Policy
Public Records Procedures
Public Records Request Form
ITS Public Records Policy
1.
Statutory Authority and
				Purpose
(a)
Introduction
The Mississippi Department of Information Technology
				  Services (ITS) is the state agency created by Section
				  25-53-1
				  et seq., Mississippi Code of 1972, to maximize the use and benefit of
				  information technology by promoting full cooperation, coordination, cohesive
				  planning, and maximum compatibility of technology among all state agencies and
				  institutions of higher learning. ITS' central office is located at 3771
				  Eastwood Drive, Jackson, Mississippi 39211.
These public records procedures are promulgated by ITS in
				  compliance with the Mississippi Public Records Act of 1983, Mississippi Code
				  Section
				  25-61-1,
				  et seq.
"It is the policy of the Legislature that public records
				  must be available for inspection by any person unless otherwise provided by
				  this act. Furthermore, providing access to public records is a duty of each
				  public body and automation of public records must not erode the right of access
				  to those records." Section
				  25-61-1,
				  Miss. Code of 1972.
"[A]ll public records are hereby declared
				to be public property, and any person shall have the right to inspect, copy or
				mechanically reproduce or obtain a reproduction of any public record of a
				public body in accordance with reasonable written procedures adopted by the
				public body concerning the cost, time, place and method of access, and public
				notice of the procedures shall be given by the public body." Section
				25-61-5,
				Miss. Code of 1972.
The act defines "public record" to include "all books,
				  records, papers, accounts, letters, maps, photographs, films, cards, tapes,
				  recordings or reproductions thereof, and any other documentary materials,
				  regardless of physical form or characteristics, having been used, being in use,
				  or prepared, possessed or retained for use in the conduct, transaction or
				  performance of any business, transaction, work, duty or function of any public
				  body, or required to be maintained by any public body." Section
				  25-61-3(b),
				  Miss. Code of 1972.
The purpose of these rules is to establish the guidelines
				  and procedures ITS will follow in order to provide full access to public
				  records. These rules provide information to persons wishing to request access
				  to public records of ITS and establish processes for both requestors and ITS
				  staff that are designed to best assist members of the public in obtaining such
				  access.
The purpose of the act is to provide the public full access
				  to information concerning the conduct of government, mindful of individuals'
				  privacy rights and the desirability of the efficient administration of
				  government. Because the purpose of the act is to allow people to be informed
				  about governmental decisions (and therefore help keep government accountable)
				  while at the same time recognizing certain exemptions, it should not be used to
				  obtain records containing purely personal information that has no bearing on
				  the conduct of government.
The act and these rules will be interpreted in favor of
				  disclosure. In carrying out its responsibilities under the act, ITS will be
				  guided by the provisions of the act describing its purposes and interpretation.