POLICY AND PROCEDURE
POLICY NUMBER: ___________
POLICY TITLE: Request for Open Records and other Information
EFFECTIVE DATE: REVISION DATE: ___________________
APPROVED BY:
Isaiah Hugley, City Manager
STATEMENT OF POLICY:
The Columbus Consolidated Government (CCG) will respond to open records
requests in accordance with the Georgia Open Records Act. The CCG will respond
to all other requests for information from the public in a timely manner as
outlined in the procedures below.
SCOPE:
This policy applies to open records requests and/or other information requests
from the media and/or the public.
RESPONSIBILITY:
Department heads shall respond to Open Records Act requests within three
business days pursuant to the Act. Employees other than department heads
receiving open records requests shall immediately submit the request to the
department head in order for the department head to follow the process outlined
above. In the absence of the department head or an appointed ?person in
charge?, the employee shall follow the process as outlined for the department
head above. The City Attorney shall be consulted as necessary by department
heads or employees receiving Open Records Act requests.
Requests for information other than open records requests shall be handled
internally at the department by the department head using the procedure
outlined below. If handled by an employee other than the department head, the
department head must be copied and accept full responsibility for the
information contained in the response.
PROCEDURE:
Open Records Requests:
Open Records Requests will be handled in accordance with Georgia law, which
requires a response within three business days. To the extent that this policy
conflicts with the Georgia Open Records Act in any manner, the Georgia Open
Records Act shall control.
Other Information Requests:
Citizen?s request for information will be handled in accordance with the
Georgia law regarding open records requests. If the request cannot be handled
within the three (3) business days as outlined in Georgia law, the citizen
should be notified in writing acknowledging receipt of the request and should
be provided the anticipated date the information will be provided in writing
along with the cost of providing the information. These requests should be
done within thirty (30) days unless there is a special circumstance that
requires longer.
If the citizen is requesting information that is not compiled or not currently
tracked by the City, the citizen will be told that in writing. If the citizen
makes a request that the information be compiled and it requires assistance
from Information Technology, the Information Technology Director will determine
if a special program can be written to capture the information. The citizen
will be provided the projected cost for staff time in writing a program,
production of material and the projected time to complete the project.
Production of material that requires special effort will be done based on staff
availability and will not be placed in priority above current and ongoing City
projects.
Any requests for information not covered in this written policy and/or
procedure not covered in this written policy will be addressed by the City
Manager at the time it surfaces.
Attachments
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