Questions?

What is the Ohio Public Records Act? “To facilitate broader access to public records, a public office or person responsible for public records shall organize and maintain public records in a manner that they can be made available for inspection or copying in accordance with division (B) of this section. A public office also shall have available a copy of its current records retention schedule at a location readily available to the public.” Ohio Rev. Code § 149.43(B)(2) The City of Gahanna strives for openness and transparency, and values its responsibilities under the Ohio Public Records Act to maintain its records in an organized and efficient manner. The City's Public Records Request Policy contains the procedures for responding to requests for public records and the Records Retention Schedule contains information on the City's organization, maintenance, and retention periods for records.


What is a public record? ORC 149.43(A)(1): "'Public record' means records kept by any public office," such as a city. There are exceptions to this, which are further defined in ORC 149.43, as to what a "public record" does not mean. Common exceptions include as follows: medical records, trial preparation records, confidential law enforcement investigatory records, designated public service worker residential and familial information, and personal information such as Social Security number, state or federal tax identification number, driver's license or state ID number, checking account, savings account, and credit or debit card numbers.


Can I still find information without submitting a Public Records Request? Yes. The City's main website contains information, reports, and other material you might find helpful. Beyond records held by the Departments, there may be records that have already been uploaded to the City's website. The following list summarizes commonly requested public records that are currently available online:

  1. City Council (& other Boards and Commissions) agendas, minutes, and videos.
  2. Mayor's Court Docketing System.
  3. City Finances, including Tax Information, Financial Publications, and Budget.
  4. City Contractor and Building Permits.
  5. Police data, including crime and crash reports.
  6. If you have a question or desire general information, please reach out to us by utilizing the City's directory.

How long will it take to process my request? Ohio law permits public entities a reasonable period of time to process and respond to records requests. Reasonableness takes into account many factors such as the size and scope of the request, the ability to gather records from a single or multiple sources and locations, the need to review records for legal reasons and for redactions, and other factors. There is no fixed time within which public entities must respond, so long as that time is reasonable under the law.


How will I be contacted when my request is fulfilled? You may identify how you wish to be contacted when making the request, and the city will honor that request. Keep in mind requests may be made anonymously, but the city will need a way to contact you in order to deliver records or notify you they are ready for pickup.


What are the different ways I can receive the requested documents?  You may specify whether you would like to inspect the records or obtain copies. If you ask for copies, you have the right to choose the copy medium (paper, film, electronic file, etc.). You can choose to have the record copied: (1) on paper, (2) in the same medium as the city keeps them, or (3) on any medium upon which the city determines the record can reasonably be duplicated as an integral part of the normal operations of the public office.  


What are some tips for making a proper records request?  Although no specific language is required to make a request, you must at least identify the records requested with the sufficient clarity and specificity to allow the city to identify, retrieve, and review the records. The city may decline to create a record that contains the information requested if the record does not already exist, or to seek out and retrieve records that contain specific information that may be of interest to you. We are always willing to work with you to help identify records you seek based upon how the city keeps records.


May I make an anonymous request? Yes. A public records request does not need to be in writing or identify you. However, the city must have a way of contacting you in order to fulfill the request.


Do I have to reveal the reason for my request? No. The Public Records Act neither requires you to specify the reason for the request nor use particular wording to make a request. 


Are there any costs associated with obtaining a public record?  Many records requests are fulfilled at no cost because information is gathered, duplicated and sent electronically. The city may require prepayment of costs associated with producing copies, including copying and mailing expenses. The city may only charge its actual costs of producing copies of the records. The Public Records Fee Schedule in accordance with city Code 133.08 as adopted by the Records Commission as of June 14, 2016 is as follows:

  • Paper Size 8.5 x 11, 8.5 x 14, 11 x 17: $0.05/page (Black & White) or $0.10/page (Color)*
  • Paper Size 24 x 24: $1.00/page (Black & White) or $8.00/page (Color)*
  • Paper Size 24 x 36: $1.25/page (Black & White) or $11.00/page (Color)*
  • Paper Size 36 x 36: $1.50/page (Black & White) or $15.00/page (Color)*

*Please Note: each side of the page is considered a new page in terms of this fee schedule

  • Media CD/DVD: $1.00 each**
  • Digital Records (email/fax): No cost**
  • Shipping/Mail: Actual cost of postage & mailing supplies**
  • Other/Misc: Actual cost**

**Please Note: The City reserves the right to use an outside vendor and charge at cost accordingly.