FAQ > Sunshine Laws FAQs > What does a public office have to do when it receives a public records request?

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What does a public office have to do when it receives a public records request?
A public office must organize and maintain its records so that it can meet its duty to respond to public records requests. A public office also must keep a copy of its records retention schedule(s) at a location readily available to the public. ORC 149.43(B)(2). When it receives a public records request for specific existing records, the public office must provide inspection of the requested records during regular business hours or provide copies within a reasonable period of time. A requester is entitled to delivery of copies at the actual cost of packaging and delivery by any available means of delivery or transmission that he or she requests. ORC 149.43(B).

The public office may withhold specific records or specific portions of records that are covered by an exception to the Public Records Act, but is required to give the requester an explanation for any part of a record withheld, including the supporting legal authority. ORC 149.43(B)(3). In addition to denials based on an exception, a public office may deny a request in the extreme circumstance where compliance would unreasonably interfere with the discharge of the office’s duties. A request can also be refused if the office no longer keeps the records, if the request is for items that are not records of the office, if the requester does not revise an ambiguous or overly broad request, or if the requester refuses to pay the cost of copies. ORC 149.43(B).