What the Act covers
The PIA covers virtually all public agencies or officials of the state, county or municipal government, as well as boards, commissioners or other bodies created by public agencies or operating on their behalf.
Public records defined
According to the PIA manual, a public record is defined as “not only written material, but also photographs, photostats, films, microfilms, recordings, tapes, computerized records, maps, drawings and any copy of a public record.” It is any documentary material made or received by an agency in connection with the transaction of public business.
The AG recommends that agencies have:
1. A clear process for handling records requests;
2. quality training about the law for front line personnel;
3. the same attitude of professionalism and customer service expected for other agency functions.
The AG recommends that agencies:
1. Identify key personnel to handle PIA requests and designate a PIA coordinator responsible for PIA compliance;
2. set clear guidelines for personnel handling PIA requests and ensure all personnel are aware that PIA requests need to be delivered promptly to the designated individual;
3. maintain a list of commonly asked for records and should make them readily available. For instance, copies of a municipality’s proposed budget should be available without people having to submit written PIA requests;
4. separate PIA requests into simple and complex, with simple requests being filled immediately and more complex requests filled as soon as possible;
5. have an established fee structure for copies already in place, with the agency charging no more than is reasonable.
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