Intercity Transit updates public record request policy

Intercity Transit’s (IT) board of directors adopted a resolution updating the agency’s public record request policy on Wednesday, August 2.

Last updated in 2007, the update seeks to reflect new case laws related to the Public Records Act, technological developments, and best practices for processing public record requests.

The amended policy narrows down business hours for inspection of records to between 9 a.m. and 3 p.m. Previously, public records were available for inspection from 8 a.m. to 5 p.m., but the timeframe was shortened to ensure that staff is available to help a requestor.

A process for requesting electronic records has also been developed, similar to the process for requesting physical public records.

With the consent of the requestor, IT may seek third-party services to prepare data compilation and other customized electronic services when the agency itself cannot perform such services. Requestors will be charged for these services if such a need arises.

A fee schedule will be made available on the website.

Public agencies are given five days to process a public records request. In cases of time-consuming public record requests, the updated policy clarifies that within the five-day timeline, IT could provide an estimate for when the first portion or installment of the record will be made available.

The update also adds language informing a requester that a notice would be given to relevant IT employees if they requested information regarding payroll, supervisor, personnel, and training records. Such notices will be issued ten days before the disclosure of the record.

Language has also been added to the policy informing a requester that they may file for a court review should their request be denied.