Public Records Request Policy

The City of Painesville, as a political subdivision of the State of Ohio, is subject to the Ohio Public Records Act (Section 149.43 of the Ohio Revised Code). All requests made under the Act will be reviewed and responded to in a timely manner.



1. What Is a Public Record?

A public record is any record kept by a public office.

The City of Painesville operates under the assumption that records may be subject to the Ohio Public Records Act unless they fall under specific exceptions (see Section 5 below). This includes paper documents, emails, computer files, electronic data, photographs, and videos.



2. How to Request a Public Record

Requests for public records may be made verbally or in writing.

To submit a request:

  • Call the Human Resources office at (440) 392-5798
  • Email a detailed request to [email protected]
  • Complete a Public Records Request Form and send it to [email protected] or the mailing address listed below

Once a request is received, the appropriate department or authorized personnel will review it and determine whether it falls within the Public Records Act.



3. What to Expect

Requests may involve inspecting records or receiving copies.

  • Records will be made available for inspection during regular business hours, subject to applicable exceptions under the Ohio Revised Code
  • The time required to fulfill a request will depend on its scope and volume
  • Any applicable costs will be determined in accordance with state law
  • Requesters may not make their own copies of records
  • Original documents will remain in the custody of the City but may be inspected under supervision


4. Types of Records

Public offices generally maintain three types of records:

  • Public records that are not subject to any exception and must be released
  • Public records that may be withheld under an exception, but may be released at the discretion of the public office
  • Confidential records that are prohibited from release by law

 


5. Exceptions to the Public Records Act

Exceptions to the Public Records Act are narrowly construed. If a record does not clearly fall within an exception, it must be disclosed.

Common exceptions include:

  • Medical records (excluding certain health records in personnel files)
  • Trial preparation records
  • Confidential law enforcement investigatory records
  • Records protected by federal or state law (such as attorney-client privileged information or tax records)
  • Information related to the recreational activities of individuals under the age of 18

 


Records Commission

The Records Commission is established in accordance with State of Ohio guidelines to oversee the retention and disposal of municipal records.

The Commission:

  • Reviews records retention schedules and disposal requests
  • Establishes policies for records management

The Commission is composed of the City Manager (or designee), Finance Director, Law Director, and one citizen appointed by the City Manager.

Meetings are held twice a year on the first Friday in April and October at 9 a.m. in the Conference Room at Painesville City Hall.

For more information, contact the Human Resources Department at (440) 392-5798.