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INSPECTION OF PUBLIC RECORDS
Public records maintained by ADP are available for public inspection during the departmentís regular business hours. Effective July 1, 2009, the business hours are Monday through Thursday weekly and the 4th and any 5th Friday of the month, 8:00 a.m. Ė 5:00 p.m.
The Department recommends that you have an appointment set in advance if you want to inspect records in the Department. This will help you avoid a long wait when records are not readily available, require extensive department review to remove exempt documents or information, or are voluminous.
In addition, records you are seeking may be posted on ADPís web site.
Requests for inspection or copying of public records:
- Your request can be made orally or in writing, but the department encourages written requests. A written request will assist in insuring the departmentís accuracy in responding to your request. Written requests may be sent by mail, facsimile, or electronic mail. A written request is unnecessary if you have come to the office to inspect (view) records, those records are maintained by the department for this purpose, and they are readily accessible. However, again the department recommends requests be made in writing and either responded to with records being mail to you or by you coming to the department with an appointment. This will assist you in saving time and avoiding what may be long waiting periods in the lobby when the records are not readily accessible or must first be examined to remove confidential information. It is also helpful to the department when your request indicates that it is a ďPRA requestĒ.
- Your request should indicate whether you want a copy of the records or you want to set an appointment to personally inspect the records.
- Your request should be specific, focused, and not interfere with the ordinary business operations of the department. The operational functions of the department will not be suspended to permit inspection of records during periods in which such records are reasonably required by the departmentís staff in the performance of their duties. If the request requires review of numerous records or review for exempted information, a mutually agreeable time should be established when the request is to inspect the records at ADPís office.
- Your request should sufficiently describe the records so that they can be identified, located and retrieved by department staff. If a request is not specific and focused department staff will assist the requestor to identify public records that are responsive to the request or to the purpose of the request, describe the information technology or physical location if it is outside of the departmentís headquarters in which the public records exist, and provide suggestions for overcoming any practical barriers to disclosure of the public records sought.
- ADP may request additional information from you if the request is not specific enough to permit identification of the requested records. If ADP determines the records are public records, ADP will provide the records as promptly as is reasonably possible.
- Records may be viewed (inspected) in the departmentís office upon conditions determined by the department. In order to prevent the loss or destruction of records, the department reserves the right to have its staff present during the inspection. Upon either the completion of the inspection or the oral request of the departmentís staff, the person inspecting the records shall not destroy, mutilate, deface, alter, or remove any such records from the department.
- If the request for copies of records is complex or extensive and it cannot be filled within 10 days (calendar days) after the date the request was received, ADP will notify the requestor in writing within this 10 day period that up to 14 addition days may be needed to research the request and determine if the department has the records and whether they may be provided or are exempt.
- ADP is not required to create a record that does not exist in order to satisfy a request (e.g. to synthesize, manufacture, or summarize a record).
- There is no charge to inspect records. However, if you want to take copies of records with you there may be a duplication fee based on the number of pages involved. The duplication fee schedule is listed below.
- If you do not have an appointment and are in the office building, inform the Front Desk in the lobby that you are there without an appointment to inspect records. Ask the Front Desk to contact the Public Information Office. The Public Information Office will contact the appropriate ADP staff to meet with you and arrange for an inspection of the records that you are requesting.
If you have an appointment to inspect or obtain copies of records, ask the Front Desk to contact the person you are to meet with.