Public Records Policy
TOWN OF HUNTERTOWN PUBLIC RECORDS POLICY
The purpose of this Policy is to provide rules by which the Town of
Huntertown, Indiana and its departments implement and ensure compliance
with the provisions of Indiana Code 5-14-3 (Access to Public Records)
for the Towns public records.
Interpretation and Construction
The provisions of this Policy shall be liberally interpreted and
construed to promote full access to the Town's public records in order
to assure continuing public confidence in government: provided, that
when making public records available the Town shall prevent unreasonable
invasions of privacy, shall protect public records from damage or
disorganization, and shall prevent excessive interference with essential
Public Records Available
Public records shall be made available for public inspection and copying
pursuant to IC 5-14-3.
Public Information Officer
A. The Clerk-Treasurer shall serve as the
Public Information Officer, and serve as the point of contact for
members of the public who request disclosure of public records. The
Public Information Officer shall be responsible for implementation of
and compliance with IC 5- 14-3.
Public Information Officer will be appointed by the Town Council.
Public Records Requests - How Made
A. Public records may be inspected and/or
copies may be obtained under the following procedures:
1. A request for public records shall be directed to the Public
2. A request for public records shall be made in writing and include the
a) The requester's name, mailing address, phone number and email address
(if one is available);
b) The date of the request;
c) A clear indication that the document is a "Public Records Request";
d) A clear description of the public records requested for inspection
e) If the request is for a list of individuals, a statement that the
list will not be used for any commercial purposes or that the requester
is authorized or directed by law to obtain the list of individuals for
commercial purposes, with a specific reference to such law; and
Whether the request is for printed or digital copies of the public
a department maintains indexed records specifically for public
inspection and copying, inspection and copying in response to an oral
request is permitted. However, the Public Information Officer shall
require a written request if the request is for or the response may
include any of the following:
a) A list of individuals;
b) Categorical requests not identifying a specific public record;
c) Subjects of current, threatened or potential litigation;
d) Reproduction of oversized documents such as maps, surveys, large
format photographs or color reproduction; or
e) Public records or information exempt from disclosure.
B. The Town shall develop and maintain a form to facilitate public
Inspection of Public Records - Where and When
Public records shall be inspected at the offices of the department
having custody or control of the records during regular business hours,
excluding legal holidays: provided, that there is no obligation to allow
inspection immediately upon a demand. The Public Information Officer may
request that the person seeking to inspect public records schedule an
appointment for inspection.
Response to Public Records Requests
A. The Public Information Officer shall, to the
extent practicable, assist requesters in identifying the public records
B. There is no obligation to allow
inspection or provide a copy of a public record on demand.
C. The Public Information Officer shall respond in writing to a request
for public information made in person within 24 business hours or to a
request for public information received by mail, or email within seven
calendar days. The Public Information Officer shall make one or more of
the following responses:
1. The request for inspection of public records is approved and whether
an appointment for inspection needs to be scheduled by the requester;
request has been received by the Public Information Officer, that
additional time is needed to respond to the request, and stating a
reasonable estimate of the time required to respond;
3. The request has been received by the Public Information Officer and
the records shall be provided on a partial or installment basis as the
records are identified, located, assembled and/or made ready for
inspection or copying; or
4. The request is denied, in whole or in part, whether by withholding a
requested record or redacting a requested record, stating the specific
exemption(s) prohibiting disclosure and a brief explanation of how the
exemption applies to each withheld and redacted record.
D. The Public Information Officer shall immediately notify the requester
if, after responding to a request for public records and approving the
request, the Public Information Officer identifies requested public
records or information that are exempt from disclosure.
E. Additional time to respond to a request may be based upon the Town's
Clarify the intent of the request;
2. Identify, locate, assemble and/or make the records ready for
inspection or disclosure;
3. Notify third persons or agencies affected by the request; or
4. Determine whether any of the records or information requested is
exempt from disclosure and whether a denial should be made as to all or
part of the request.
F. If a requester
fails to clarify the request after receiving a response from the Public
Information Officers seeking clarification, the Public Information
Officer need not respond further to the request.
G. When a request for public records is received that concerns a subject
known to involve litigation that is pending, threatened or anticipated,
the Public Information Officer shall promptly notify the Town Attorney
of the request. Each page of the records provided to the requester shall
be sequentially numbered or otherwise uniquely identified. Copies of the
request, all correspondence between the Public Information Officer and
the requester, and copies of the public records provided to the
requester shall be delivered to the Town Attorney. The requester shall
not be charged for copies delivered to the Town Attorney.
A. No fee will be charged for the inspection of
a public record; for locating public records in response to a request
and making the records available for inspection or copying; or for
searching for public records, redacting portions of a record which are
exempt from disclosure, or preparing an index of exempt documents.
B. Huntertown Resolution 2017-sets the fee for copying of documents at
$.10 per page. This resolution does not supersede any other fee set by
State Statute or is ordered by a court of competent jurisdiction for
services rendered by the Town.
copying fee for any request for which the response will be oversized
documents, color photographs or reproductions, tape recordings and
computer disks shall be the actual expense for copying, including the
cost of materials.
Copies of Policy Available to Public
Copies of this Policy and public records request forms shall be
available to and provided to the public, without cost, at the Town Hall.
Electronic copies shall be made available to the public on the Town's
To Public Records Request Form