Basic Info and Responsibilities
BASICS
- The Act is triggered when a member of the public submits a written request to a governmental body
- Mail or hand delivered
- Email or Fax – Receiver should instruct requestor to submit the request directly to the Open Records Office
- The request must ask for records or information already in existence
- Construe the Act liberally in favor of open government
- Treat requestors equally
- Respond to a request without delay
- A governmental body may not ask the requestor why they want the information or what they plan to do with it
TRANSPORT OF RECORDS
- Provide records electronically
- Identify the response to each item if multiple items are requested
- Responsive files can be zipped together and sent via filex
TIMELINES
- The University must adhere to strict timelines to remain in compliance with the Public Information Act
- If timelines are not met, it may be necessary to release information that could otherwise have been withheld as an exception to disclosure
BOTTOM LINE
- It is a Governmental Body’s obligation to make a good faith effort to locate and compile all documents that may be responsive to a request within the deadlines prescribed by the Act
- Consider all records open until an exception to disclosure can be identified