13-15 Amend Chp. 143 City Records Commission

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(a) All City officials are hereby authorized to charge up to twenty-five cents (25¢) per letter -size (eight and one -half inch by eleven inch) or legal -size (eight and one -half inch by fourteen inch) page for photocopies, or copies made from microfilm or microfiche, of rec- ords provided to the public in response to public records requests. (1) A deposit of the total charges due for copying public records may be required prior to copying. (2) No deposit shall be required prior to copying public records where the total charges are less than ten dollars ($10.00) unless the re- questor has failed to pay for copies previously ordered. (b) The charge for duplication of larger or oddly shaped documents or for duplication processes for which the City does not own the nec- essary equipment, shall be the actual costs to the City, excluding the labor costs of City employees, as determined by the Finance Director on the advice of the custodian of the records to be dupli- cated. A deposit of the total charges due for copying such public records shall be required prior to copying. (c) City officials are hereby authorized to provide, at the election of the requester, photocopies or microfilm or microfiche copies of large quantities of documents, or copies of unusually large or odd- ly shaped documents, through a vendor selected by the City, under the following conditions: (1) Charges, billing arrangements and security for payment shall be the responsibility of and determined by the vendor and the reques- tor, the City's only responsibility relative to costs of such copying shall be to authorize a vendor to duplicate documents upon deliv- ery of a written receipt from the vendor acknowledging payment or security for such costs. (2) The documents to be copied shall be picked up at, and originals re- turned to, City offices by the vendor. (3) The vendor shall implement security measures satisfactory to the City to maintain the integrity of City records and record systems. (4) The Procurement Officer has identified the vendor as being able to comply with the requirements of this subsection (c). (d) Nothing in this section shall require a City official or employee to search for or create records containing selected information. (e) Nothing in this section shall require the duplication of records or other documents which are not available to the public or the re- lease of which is prohibited under the laws of the State of Ohio or the United States. (f) Nothing in this section shall require City officials to charge or col- lect a fee for providing written information to any person, or shall be construed to limit the discretion of any director or supervisor to waive fees customarily charged for copies of documents.