PUBLIC RECORDS POLICY

We are an open government. We welcome informed participation from our citizens. We believe openness leads to a better-informed public, which leads to more transparent government and better public policy. Citizens are entitled to access government records and the Public Records Act should be interpreted liberally in favor of disclosure.

Hours and Costs
You may make public records requests in the Columbiana County recorder’s office between the hours of 8 a.m. and 4 p.m. weekdays, excluding government holidays.

While it has been established by law that the cost for copies of most public records shall be set at the amount deemed to be the actual cost of making paper copies, the recorder’s office must conform to Ohio statute, which clearly outlines the amount a recorder should charge for copies of recorded documents.

Pursuant to Ohio Revised Code Section 317.32 a requester shall be charged $2.00 per page for a copy of recorded document copied. This statute further outlines the amount to be charged if a request is made for a certified copy of a recorded document.

The charge for paper copies of non-recorded documents shall be 25 cents per page. This amount has been determined as the cost of this office to make these copies.

How to Make a Public Records Request
We will provide prompt inspection of public records and copies of public records in a reasonable period of time. When you make a request, we will ask you to complete a “Public Records Request Form,” which will help us locate the records and expedite your request. If the records cannot be provided while you wait, we will contact you when the records are available.

Definition of Public Records
Under Ohio law, public records are those items that meet all of the following elements:
1. any document, device, or item, regardless of physical form or characteristic, including an electronic record;
2. that is created or received by, or coming under the jurisdiction of a public office; and
3. that documents the organization, functions, policies, decisions, procedures, operations, or other activities of this office. This does not include records kept for our administrative convenience.
You may ask for a copy of our records retention schedule, which will familiarize you with the types of records available.

Records That Will Not be Released
1. Attorney-client privileged information and trial preparation records
2. Social Security Numbers
3. Records of ongoing investigations
4. Medical records
5. BMV records
6. Records that a judge ordered sealed per statute

Peace officer, firefighter, EMT, prosecutor, assistant prosecutor, children’s services worker, or corrections officers, residential and familial information (R.C. 149.43(A)(7);

Limitations
We may limit the number of public records mailed to you, unless you certify in writing that you do not intend to use the records for commercial purposes.

We will not provide copies of public records that we create or receive after your original request is completed.

Questions or Concerns
If you have questions or concerns about Ohio Public Records law, please contact your state legislator. You can find contact information at www.ohio.gov.