![]() Public record content transmitted to or from private accounts or personal devices is subject to disclosure. Records in the form of e-mail, text messaging, and instant messaging, including those sent and received via a hand-held communications device (such as a smartphone) are to be treated in the same fashion as records in other formats, such as paper or audiotape. Motions to seal or expunge a record require a court order. ![]() The official record will not be affected by such requests. Record of the request will be tracked as an administrative non-public record. Redactions or response will be effected within five (5) business days. Requests will be reviewed to determine if appropriate. social security numbers, financial account numbers), which they have found in the Internet content of the court record, be redacted from the on-line record. The public may request that personal identifiers (i.e. Although not required by law, the office may accommodate the requestor by generating new records when it makes sense and is practical under the circumstances. An electronic record is deemed to exist as long as a computer is already programmed to produce the record through simple sorting, filtering or querying. In processing the request, the office does not have an obligation to create new records or perform new analysis of existing information. However, the law does permit the office to ask for a written request, the requestor’s identity, and/or the intended use of the information requested, but only:ġ) If a written request or disclosure or identity or intended use would benefit the requestor by enhancing the office’s ability to identify, locate or deliver the public records that have been requested andĢ) After telling the requestor that a written request is not required and that the requester may decline to reveal the requestor’s identity or intended use. It is the office’s general policy that this information does not need to be provided. The requester does not have to put a records request in writing, does not have to provide his or her identity or the intended use of the requested public record. If it is not clear what records are being sought, the office will contact the requester for clarification, and assist the requester in revising the request by informing the requester of the manner in which the office keeps its records. However, the requester must at least identify the records requested with sufficient clarity to allow the public office to identify, retrieve, and review the records. No specific language is required to make a request for public records. If processing the request will take longer, the request should be acknowledged in writing. It is the goal of the Butler County Clerk of Courts that all requests for public records should be satisfied within three (3) business days following the office’s receipt of the request. ![]() “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 and redaction of the records requested. Copies of public records must be made available within a reasonable period of time. Public records must be made available for inspection promptly. Public records are to be available for inspection during regular business hours. Section 2 Response Timeframe of Record Requests and Handling Requests All public records must be organized and maintained in such a way that they can be made available for inspecting and/or copying. The document may be in any format, i.e., paper or electronic.Īll records kept by the Butler County Clerk of Courts are public unless they are exempt from disclosure under Ohio law, the Supreme Court Rules of Superintendence, Local Rules, or other laws, rules or regulations. Consistent with the premise that government at all levels exists first and foremost to serve the interests of the people, it is the mission and intent of the Butler County Clerk of Courts to, at all times, fully comply with and abide by both the spirit and the letter of the Ohio’s Public Records Act.Ī record is any document that verifies the organization, functions, policies, decisions, procedures, operations, or other activities of the office. It is the policy of the Butler County Ohio Clerk of Courts that openness leads to a better informed citizenry, which leads to better government and better public policy.
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