PUBLIC RECORD REQUESTS
In an effort to increase our ability to respond to public
record requests in a timely and comprehensive manner, all such requests are
coordinated through the Office of Communications.
PLEASE DIRECT ALL
PUBLIC RECORD REQUESTS TO:
Bay District
Schools, Office of Communications, 1311 Balboa Avenue, Panama City, FL 32401
850-767-5282
Phone
850-767-5367
Fax
IMPORTANT DETAILS TO INCLUDE
IN THE REQUEST:
Please make sure your name, email address, mailing address,
and telephone number are on the request so we can contact you if we have any
questions. When a public records request is made, please include as much
information as possible relating to your request so we can respond promptly and
accurately. Clearly state the time period for which you are requesting records
and the specific type of information you are seeking. Include other information
that is available to you that you feel would help identify the
documents/correspondence you are seeking.
GENERAL INFORMATION
REGARDING CHARGES:
An estimate of will be provided to you before production
begins. Payment of 50% of the estimate is expected before records production
will begin. Payment of the remaining balance, adjusted against payment made and
actual cost, is expected before records are delivered.
Charges are based on searching for and/or locating the
requested record, reviewing records for legally exempt or confidential
information, deletion of such exempt or confidential information, and
preparing, copying, and re-filing of the requested records. The rate charged
will be based on the lowest paid full-time personnel at Bay District Schools
capable of processing the public-records request (based on salary and
benefits). Charges for one-sided copy is $ 0.15 per page. In those cases where
legal review is necessary, the charge will be based on the lowest attorney rate
(salary and benefits.
If the time for providing paper or electronic records is
less than 15 minutes, the records will be provided at no charge.
When documents can be sent by email, we will do so in the
interest of efficiency and to minimize costs. However, when a large volume of
documents is requested and must therefore be placed on a CD or DVD, the costs
of those materials will be recovered.
REDUCING COSTS:
Labor costs can be reduced significantly if requests include
keywords instead of open-ended terms such as “all documents or emails.”
Similarly, narrowing a request to certain individuals or divisions can greatly
reduce the use of extensive labor.
Many easily accessible records are available online for no
charge. The Agency will continue to add documents and information as we
identify some of the most frequently requested public records.
If you have any further questions please contact the Office
of Communications at 850-767-5282.