Public Records Request

Public Records Request Form (PDF) 

Public Records Policy

Mission Statement

Openness leads to a better informed citizenry, which leads to better government and better public policy. Consistent with the premise that government at all levels exists first and foremost to serve the interests of the people, it is the mission and intent of the City of Warrensville Heights to at all times fully comply with and abide by both the spirit and the letter of Ohio’s Public Records Act.

Defining Public Records

All records kept by the City of Warrensville Heights are public unless they are exempt from disclosure under Ohio law. All public records must be organized and maintained in such a way that they can be made available for inspection and copying.

A record is defined to include the following: A document in any format - paper, electronic (including, but not limited to, business email) - that is created, received by, or comes under the jurisdiction of the City of Warrensville Heights that documents:

  • Decisions
  • Functions
  • Operations
  • Organization
  • Policies
  • Procedures

Public Records Requests

Public records requests will be handled during normal business hours which are Monday through Friday, from 9 a.m. to 5 p.m, excluding all holidays observed by the City. Public records will be made available for inspection promptly. Copies of public records will be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested; the proximity of the location where the records are stored; and the necessity for any legal review and redaction of the records requested.

Language

No specific language is required to make a request for public records. However, the requester must at least identify the records requested with sufficient clarity to allow the office to identify, retrieve, and review the records. If it is not clear what records are being sought, the office will contact the requester for clarification, and will attempt to assist the requester in revising the request by informing the requester of the manner in which the office keeps its public records. If the request is not revised within a reasonable period of time and in a manner in which the office can identify, retrieve, and review the records, then the request will be denied.

Submit Public Request Form

For management and efficiency, a Public Records Request Form (PDF) is available. The requester does not have to put a records request in writing, and does not have to provide his or her identity or the intended use of the requested public record. It is this office’s general policy that this information is not to be requested. 

However, the law does permit the office to ask for a written request, the requester’s identity, and/or the intended use of the information requested if: 

  • A written request or disclosure of identity or intended use would benefit the requester by enhancing the office’s ability to identify, locate, or deliver the public records that have been requested
  • After telling the requester that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use.

Processing

In processing the request, the office does not have an obligation to create new records or perform new analysis of existing information. An electronic record is deemed to exist so long as a computer is already programmed to produce the record through simple sorting, filtering, or querying.

In processing a request for inspection of a public record, an office employee must accompany the requester during inspection to make certain original records are not taken or altered.

Ohio Sunshine Laws

View a copy of the most recent edition of the Ohio Sunshine Laws manual for the purpose of keeping employees of the office and the public educated as to the office’s obligations under the Ohio Public Records Act, Open Meetings Act, records retention laws and Personal Information Systems Act.

Managing Records

The City’s records are subject to records retention schedules. The office’s current schedules are available at:

4301 Warrensville Center Road
Warrensville Heights, OH 44128

The location is readily available to the public as required by §149.43(B)(2), Ohio Revised Code.

Holidays

The following Holidays are observed by the City:

  • New Year’s Day
  • Martin L. King Day
  • President’s Day
  • Good Friday
  • Easter
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • The Day After Thanksgiving
  • Christmas Eve
  • Christmas Day