Section 1-60. Procedures Regarding Both Inspection and Copying of Open Public Records.
The following procedures are hereby adopted and shall be applied by each official custodian and record custodian:
- Consistent with the policy, duties and procedures established by the Oklahoma Open Records Act, record custodians shall provide full access and assistance in a timely and efficient manner to persons who request access to open public records.
- Record custodians shall protect the integrity and organization of public records with respect to the manner in which such records are inspected and copied.
- Record custodians may prevent excessive disruptions of essential functions and provide the record at the earliest possible time.
- All inspections and copying of open public records shall be performed by, or under the supervision of, the record custodian for the Town of Tryon who is responsible for such records.
- All persons requesting the inspection of or a copy of open public records shall make such request in writing prior to the request being honored, except that no form shall be required for Requests made for records which have been reproduced for free public distribution.
- All record inspection and copying forms are to be completed by the person requesting the record. The record custodian may demand reasonable identification of any person requesting a record.
- Any fees for record inspection or for copies are due at the time the records, or copies thereof, are provided to the requestor, unless the record custodian has demanded that prepayment of all or part of such fees be made. Fees are to be paid to the record custodian.
- The record custodian for the Town of Tryon shall demand full or partial prepayment of fees whenever his or her estimate for such fees exceeds ten dollars ($10.00).
- No record search or copying charge shall be assessed against officers or employees of the Town of Tryon who make requests which are reasonably necessary to the performance of their official duties.
- Hours for making requests for inspection or copying shall be all regular working hours for each day the office maintains regular office hours.
- Removal of open public records from the office where kept and maintained for purposes of inspection and/or the making of copies shall not be permitted by the Town of Tryon.
- The above procedures, as well as any other inspection and copying procedures shall be posted in a conspicuous place in the office of the record custodian.
Section 1-61. Procedures Regarding Inspection of Open Public Records.
The following procedures are hereby adopted and shall be applied by every official custodian and record custodian within the Town of Tryon.
- Record custodians shall handle all inspection requests in accordance with their duties to protect and preserve public records and to assist persons requesting inspection of open public records.
- All request forms must be completed by the party requesting the record. In all cases, the party so requesting must sign his or her individual name on the form. Written requests shall be made on the form provided by the record custodian and presented to the record custodian.
- A written request is sufficient if it reasonably describes the record sought. In instances where the requestor cannot provide sufficient information to identify a record, the custodian shall assist in making such identification.
- The record custodian shall, upon making a denial of an inspection request, forward a copy of the denial to the Town Attorney for the Town of Tryon.
Section 1-62. Procedures Regarding Copies of Open Public Records.
The following procedures are hereby adopted and shall be applied by each official custodian and record custodian within the Town of Tryon.
- Record custodians shall handle all copy requests in accordance with their duties to protect and preserve public records and to assist persons requesting copies of open public records.
- All request forms must be completed by the party requesting the copies. In all cases, the party so requesting must sign his or her individual name on the form. Written requests shall be made on the form provided by the record custodian and presented to the record custodian.
- Mechanical reproduction of a record shall not be undertaken when it is the judgment of the record custodian that any available means of mechanically reproducing the subject record is likely to cause damage to such record.
- No copy fee shall be assessed when multiple copies of the record requested have been prepared for free public distribution, or when the record custodian determines that the cost of charging and handling the fee exceed the cost of providing a copy without charge.