2019 Ohio Sunshine Laws Manual - Ohio State Auditor

Ohio Sunshine Laws 2019

Dear Ohioans,

One of my primary responsibilities as Attorney General is to promote accountability from those who serve Ohioans.

My office fulfills this duty, in part, by empowering citizens to become voluntary watchdogs through the use of a powerful tool: public records. As a former newspaper reporter and State Auditor, I fully support government transparency and your right to know what goes on behind the scenes.

This 2019 Sunshine Laws Manual is assembled by my office's Public Records Unit to be a one-stop resource on Ohio's open-government laws, both so you know your rights and so public servants know their obligations. This edition reflects the past year's law changes and legal decisions affecting the Ohio Public Records and Open Meetings acts.

In addition to the manual, the Public Records Unit partners with the Ohio Auditor of State's Office to offer free Sunshine Laws training at dozens of locations across Ohio. Public officials or their designees are required to complete training on Ohio's Public Records Act at least once per elected term. An online version of the training is available, as well.

We've also created a model public-records policy for local governments to use as a guide when creating their own policies. These resources and more are available on our website at Sunshine.

It's important to note that this manual is intended as a guide. Much of open-government law stems from the courts' interpretation of Ohio's Sunshine Laws. Because of this, we encourage local governments to seek guidance from their legal counsel as specific questions arise.

I would like to express my gratitude for your interest in Ohio's Sunshine Laws. It is my hope that this manual will serve as a valuable resource in our shared efforts to promote transparency and ensure government accountability throughout Ohio.

Sincerely,

Dave Yost Attorney General

Ohio Attorney General Dave Yost Ohio Sunshine Laws 2019: An Open Government Resource Manual

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Ohio Sunshine Laws 2019

Readers may find the latest edition of this publication and the most updated public records and open meetings laws by visiting the following web sites. To request additional paper copies of this publication, contact:

Ohio Attorney General Public Records Unit Re: Sunshine Manual Request 30 E. Broad St., 16th Floor Columbus, Ohio 43215 (800) 282-0515 or (614) 466-2872 Sunshine

or

Ohio Auditor of State Open Government Unit Legal Division 88 E. Broad St., 9th Floor Columbus, Ohio 43215 (800) 282-0370 or (614) 466-4514

We welcome your comments and suggestions.

Acknowledgments

Warm thanks to the employees of the Ohio Attorney General whose contributions have made this publication possible over the years, with special recognition to the authors and editors of this edition:

Ohio Attorney General's Public Records Unit:

Assistant Attorneys General:

Bridget Coontz, Renata Y. Staff, Sarah E. Pierce, Halli Brownfield Watson, Heather L. Buchanan, Ann Yackshaw, and J. Andrew Fraser

Administrative Staff:

Brittnie M. Reed and Nathan Owens

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Ohio Sunshine Laws 2019

TABLE OF CONTENTS

Glossary......................................................................................................................................................... x

Overview of the Ohio Public Records Act ..................................................................................................... 1

I. Chapter One: Public Records Defined ............................................................2

A. What Is a "Public Office"? ............................................................................................................... 2 1. Statutory definition ? R.C. 149.011(A) ...................................................................................... 2 2. Private entities can be "public offices" ..................................................................................... 2 3. Quasi-agency ? A private entity, even if not a "public office," can be "a person responsible for public records" ..................................................................................... 3 4. Public office is responsible for its own records......................................................................... 3

B. What are "records"? ....................................................................................................................... 3 1. Statutory definition ? R.C. 149.011(G) ...................................................................................... 3 2. Records and non-records .......................................................................................................... 3 3. The effect of "actual use".......................................................................................................... 4 4. "Is this item a record?" ? Some common applications ............................................................. 5 a. Email ................................................................................................................................... 5 b. Notes................................................................................................................................... 5 c. Drafts .................................................................................................................................. 5 d. Electronic database contents ............................................................................................. 5

C. What is a "public record"? .............................................................................................................. 6 1. Statutory definition ? R.C. 149.43(A)(1): "Public record" means records kept by any public office.................................................................................................................... 6 2. What "kept by" means .............................................................................................................. 6

D. Exemptions ...................................................................................................................................... 6

II. Chapter Two: Requesting Public Records.....................................................10

A. Rights and Obligations of Public Records Requesters and Public Offices ................................... 10 1. Organization and maintenance of public records ................................................................... 10 2. "Any person" may make a request ......................................................................................... 10 3. The request must be for the public office's existing records .................................................. 11 4. A request must be specific enough for the public office to reasonably identify responsive records ..................................................................................................... 11 5. Denying, and then clarifying, an ambiguous or overly broad request .................................... 12 6. Unless a specific law provides otherwise, requests can be for any purpose, and need not identify the requester or be made in writing ................................................... 12 7. Optional negotiation when identity, purpose, or request in writing would assist identifying, locating, or delivering requested records .................................................. 12 8. Requester can choose media on which copies are made ....................................................... 12 9. Requester can choose pick-up, delivery, or transmission of copies; public office may charge delivery costs ............................................................................................. 13 10. Prompt inspection, or copies within a reasonable period of time.......................................... 13 11. Inspection at no cost during regular business hours .............................................................. 14 12. Copies, and delivery or transmission, "at cost" ...................................................................... 14 13. What responsive documents can the public office withhold?................................................ 14 a. Duty to withhold certain records...................................................................................... 14 b. Option to withhold or release certain records ................................................................. 14 c. No duty to release non-records........................................................................................ 14 14. Denial of a request, redaction, and a public office's duties of notice..................................... 15 a. Redaction ? statutory definition....................................................................................... 15

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