HomeMy WebLinkAboutPublic Records Requests for specific data in specific electronic formatsHi all,
The City has been receiving a certain kind of request for records and information lately. Requestors (companies and individuals) are looking for Public Records Requests for specific
data in specific electronic formats that don’t exist in the format they ask for or prefer. As you may know, these requestors ask for records or data contained in Springbrook. I found
out that, depending on the size of the request, it often requires the person who is gathering the data, to hunt for the information, transfer it into an excel spreadsheet and then manipulate
that information in order for it to make sense. This can be very time consuming and takes our small Staff away from conducting important business. Further, some of the information they
request simply does not exist at all.
With the help of the Government-in-the-Sunshine Manual <http://www.myfloridalegal.com/pages.nsf/Main/314BA231F89C0C8A8525791B006A54E2> , I respond by letting the requestors know the
law does not mandate an agency create new records in order to accommodate a request for information and leave it at that. Should they continue to press for the information, I will
take language directly from page 153 of the GITSM:
…the Seigle court recognized that an agency may be required to provide access through a specially designed program, prepared by or at the expense of the requestor, where:
1) available programs do not access all of the public records stored in the computer’s data
banks; or
2) the information in the computer accessible by the use of available programs would include
exempt information necessitating a special program to delete such exempt items; or
3) for any reason the form in which the information is proffered does not fairly and
meaningfully represent the records; or
4) the court determines other exceptional circumstances exist warranting this special remedy.
422 So. 2d at 66-67.
For the purpose of satisfying a public records request, the fee to be charged by an agency if
it elects to provide a copy of a public record in a medium that is not routinely used by the agency,
or if it elects to compile information that is not routinely developed or maintained by the agency
or that requires a substantial amount of manipulation or programming, must be in accordance
with s. 119.07(4), F.S. (authorizing imposition of a special service charge if extensive information
technology resources or labor are required). Section 119.01(2)(f ), F.S.
As we continue to receive these Public Records Requests for specific data in specific electronic formats, please forward them to me and copy Daniel (in case I’m out). The City Clerk’s
Office will respond accordingly.
Thank you.
<http://www.cityofcapecanaveral.org/>
Mia Goforth, CMC
City Clerk/Records Management Liaison Officer
m.goforth@cityofcapecanaveral.org <mailto:m.goforth@cityofcapecanaveral.org>
321-868-1220 Ext 220 321-868-1248 fax
105 Polk Avenue. P.O. Box 326
Cape Canaveral, FL 32920
www.cityofcapecanaveral.org <http://www.cityofcapecanaveral.org/>
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