Phone No.: 440-775-7782
E-mail: [email protected]

Records are to be organized so as to be available promptly and within a reasonable time after allowing for examination and redaction of exempted information. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review of the records requested.

E-mail is to be treated in the same fashion as records in other formats and should follow the same retention schedules; this includes private e-mail accounts used to conduct public business.

Records Custodian may ask for the requestor’s identity, about the intended use, or that the request be in writing, if it would help to identify, locate, or deliver the requested records. However, the Records Custodian must disclose to the requestor the following:

You are not mandated by law to make your request in writing and you may decline revealing your identity or intended use.

Records Custodian is not required to allow requestor to make copies.

If refusal is because request is overly broad, ambiguous, or worded so one cannot identify records, Records Custodian must inform requestor how records are maintained and accessed to assist requestor in revising request.

Although no specific language is required to make a request, the requestor must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. If it is not clear what records are being sought, the Records Custodian must contact the requestor for clarification, and should assist the requestor in revising the request by informing the requestor of the manner in which the office keeps its records.

If redactions (deletions of exempt information) are made to records, must notify requestor of redactions and make redactions plainly visible.