Public Records Request/Policy

• Public Records

  
  This office recognizes Public Records as defined respectively in the Ohio Revised Code and the Ohio Rules of Superintendence and will make public any records available in accordance with this public records policy.
  
  
  

• Record Requests

  
  Although no specific language is required to make a request, the following specifications allow for assurance that accurate information is provided upon request.  The identity of the requester and the intended use of the requested information is not required. 
  
  Requests for case information can be made:
     • Via Email (ClerkRecords@pickawaycountyohio.gov)
     • Via fax (740-477-3976)
     • Via US Mail (w/ SASE included)
     • In person
  
  Requests should include:
     1. Case Number
     2. Name of party
     3. Title of pleading
     4. File date of pleading
     5. Return fax number or SASE 
  
  This information is imperative for a complete and prompt response. Responses to public records requests will be prepared in the order they are received and promptly available within an adequate time (up to 3-5 business days).
  
  Case information is available to the public by visiting this office between 8 a.m.- 4 p.m. Monday through Friday excluding legal holidays.
  
  
  

• Fees Associated with Records Requests

  
  Fees assessed for information requests will be forwarded upon calculation as follows:  
     • In person – $0.10/page (minimum charge of $2)
     • Regular U.S. mail – $0.10/page (minimum charge of $2) and self-addressed stamped envelope
     (with sufficient postage) for the return of documents.
     • Email transmission – There is no charge for email requests.
     • Fax transmission – $2.00 transmission fee PLUS $1.00 for each additional page.
  
  Requests for case information will be calculated in the order they are received, and notification of fees will be returned to the requesting parties.  Documents will be provided once the required payment is received.
  
  
  

• Denial of Records Requests

  
  Any denial of public records requested must include an explanation.  If portions of a record are public and portions are exempt, the exempt portions are to be redacted and the rest released.  Each redaction must be accompanied by a supporting explanation.  
  
  Ohio law prohibits the release of certain records that are considered confidential, including information pertaining to:
  • Attorney-client privileged information and trial preparation records
  • Social Security numbers
  • Records of ongoing investigations
  • Medical records
  • BMV records
  • Records ordered as sealed per ORC statutes
  • Grand Jury records
  • Information pertaining to public servant’s residential or familial information
  
  
  

• Electronic Transmission Records

  
  Records in employees’ and public officials’ private email accounts used to conduct public business are subject to disclosure and must be retained per established schedules and made available for public inspection and copying and in accordance with the Public Records Act.
  
  
  

• Failure to Respond

  
  The Pickaway County Clerk of Courts’ office recognizes the legal and non-legal consequences for failing to properly respond to a public records request.  In addition to the issues that may arise out to the Clerk’s failure to comply with a records request, the Court may also order the Clerk’s office to comply with the law and fulfill any legal obligation as a result.