The Ohio Public Records Act governs the process to obtain access to public records from the City. The easiest way to request public records is by using the online form below. You’re not required to submit your request on the form; requests can also be made in person or may be submitted by e-mail, regular mail or orally. If you have prepared a written request on your own, it can be attached to the City’s form, but you will still need to complete the contact information portion of the City’s paper form.
A request for records must identify with reasonable particularity the record being requested. It should be noted that not every request for records can be granted. The stated policy of the Public Records Act and its broad definition of public records make most records accessible to the public; however, the Public Records Act specifically excludes certain types of records from disclosure. It is also important to understand that in order for a public record request to be granted, the information requested must actually exist. The Public Records Act does not cover future records, nor is it a means to obtain answers to questions. The City is not obligated to create a public record to answer your inquiry.
Steps for Request
- Fill out an Public Records Request form
- Submit the form to the City Office or Department having possession of the records
- After your request has been submitted
- The Records Clerk will forward some of responsive records to the Law Department and a decision will be made as to whether the records are disclosable.
- Not all requests can be granted, as some records are not disclosable under Ohio law.
- A fees for production of large requests (if applicable) is due when the records are picked up.
- Records Policy Manual
- HIPPA – Fire Division Policy
- Social Media Policy
- Public Records Request Form C 100
- Police Records Request Form
- Authorization for Release of Medical Information
FAQ – Public Records Request
When do I need to submit a request?
A request can be made any time you wish to inspect or copy a record from the City.
How do I submit a request?
All requests must be made on the City’s Public Records Request form, which is available here or use the online form above.
Please submit the paper form via regular mail (Attn: Records Request City of Moraine 4200 Dryden Rd Moraine, Ohio 45439), email to firstname.lastname@example.org, facsimile at 937-535-1005, or in person.
How long will it take to process my request?
If you submitted your request via the online form or in person, you will receive an acknowledgment from the City within twenty-four (24) hours of the City receiving your request. If you submitted your request by regular mail, e-mail, or fax, you will receive an acknowledgment from the City within three (3) business days of the City receiving your request.
The City is allowed a “reasonable” amount of time to actually produce all disclosable records to you. All requests will be given our immediate attention; however, the length of time it will take to produce records is dependent upon the nature, volume, and scope of your request.
Who determines what records are disclosed?
A member of the City’s law department will review your request and make a determination, based on applicable law, as to whether the records may be disclosed to you.
How will I know if my request has been denied?
If your request is denied, you will receive a written response with an explanation as to why the record is not disclosable to you.
Is there a cost for public records and when must it be paid?
The law allows the City to charge costs for making physical copies of records and for postage if mailing records to you
Any fees due must be paid when you pick up the record.