Public Records Policy – Springfield Metropolitan Housing Authority

In Ohio, public records are the people’s records and the officials in which custody they happen to be are merely trustees for the people. Public records in the custody of the SMHA are retained according to the Record Retention Policy established by the Springfield Metropolitan Housing Authority’s Board of Commissioners. (A copy of which is maintained by the Executive Office). All public records are maintained by the SMHA will be made available for prompt inspection and/or copying within a reasonable period of time upon the request of any member of the public.

Upon request, public records shall be copied by an SMHA employee and made available to the Requestor within a reasonable time during normal business hours. The Requestor may choose to have the public record duplicated (i) on paper, (ii) on the same medium upon which the SMHA keeps the record, or (iii) on any other medium the SMHA determines it can reasonably be duplicated as an integral part of the normal operations of the SMHA. Upon request, copies may be mailed, at the Requestor’s cost. The SMHA charges $0.15 per page or the actual cost of the photocopy or other duplicate of the record. The charge for a certified copy of a public record is $1.00 per page. There is no charge for sending e-mails. Any required payments shall be made in advance.

Certain public records are defined by law as “exempt” from inspection and copying. If a public record contains information that is exempt from public in section, the SMHA shall make available all of the information within the public record that is not exempt and the Requestor will be notified if any information is redacted or the redaction will be made plainly visible.

If it is not clear whether the record requested is one that can be released, the SMHA will allow inspection or provide copies to the extent permissible as soon as appropriate personnel have had an opportunity to review the request. If a request to inspect and/or copy a public record is denied in whole or in part, the SMHA shall provide the Requestor with an explanation that includes legal authority and sets forth why the request was denied.

If the SMHA cannot reasonable identify what public records are being requested, the SMHA will explain to the requestor the manner in which records are maintained and accessed in the ordinary course of the public office and the Requestor will be given an opportunity to revise their request.

If the SMHA cannot reasonable identify what public records are being requested, the SMHA will explain to the Requestor the manner in which records are maintained and accessed in the ordinary course of the public office and the Requestor will be given an opportunity to revise their request.

Questions? Please call the Springfield Metropolitan Housing Authority Public Records Officer at (937) 325-7331 x208.