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Revision to Board Policy No. 01-03 Regarding Public Record Requests
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BRIEF OVERVIEW
The proposed updates modernize the Public Records Requests Policy by clarifying procedures, reinforcing the role of the Office of Public Information, and aligning language with current practices under Chapter 119, Florida Statutes. The revisions remove outdated references to CD/DVD production due to technological changes and emphasize electronic delivery options at no charge when feasible. Overall, the changes improve clarity, efficiency, and consistency in how public records requests are received, processed, and fulfilled.
FINANCIAL IMPACT
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LEGAL NOTE
The Board is authorized to act on this matter pursuant to Chapter 125, Florida Statutes.
Regarding the provision about providing CDs or DVDs (because the department does not have the technology readily available), statutes specify that an agency must provide a copy of the record in the medium requested if the agency maintains the record in that medium. Therefore, if the department maintains records in the CD/DVD format they must be made available in the same format if requested.
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RECOMMENDATION
It is recommended that the Board approve the attached revised Public Records Requests Policy No. 01-03.