Iowa Administrative Code › Agency 351 - Ethics and Campaign Disclosure Board, Iowa › Chapter 2 - Public Records and Fair Information Practices › Rule 351-2.3 - Requests for Access to Records

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Location of record.
A request for access to a record shall be
			 directed to the Iowa Ethics and Campaign Disclosure Board, 510 East 12th
			 Street, Suite lA, 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
			 shall be made available from 8 a.m. to 4:30 p.m. daily, excluding Saturdays,
			 Sundays, and legal holidays. Records made available via the board's Web site
			 at
www.iowa.gov/ethics
are available at
			 all hours and on all days.
(3)
Request for access.
Requests for access to 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
			 record according to the provisions of Iowa Code chapter 22 and this chapter 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 chapter
			 22. 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 one-half
			 hour 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 amoimt 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.