Opinion
Opinion By: Albert B. Chandler III, Attorney General; Amye L. Bensenhaver, Assistant Attorney General
Open Records Decision
This matter having been presented to the Attorney General in an open records appeal, and the Attorney General being sufficiently advised, we find that Foley Middle School did not violate the Open Records Act in the disposition of Kim Chasteen's May 13, 2003 emailed 1 request for the "minutes from the last 2 Disciplinary Committee Meetings [and the] minutes from the last 4 SBDM Meetings including Powerpoint presentation by Ms. Martin." By letter dated July 3, 2003, counsel for the Madison County School District, 2 Patricia T. Bausch, advised that "the records requested by Ms. Chasteen were made available to her by noon the day following her request," that Foley Middle School Principal Arno Norwell "specifically recalls that he provided Ms. Chasteen with the photocopies of all the requested documents," 3 and that "Ms. Chasteen never informed him that she received an incomplete set of documents." To resolve any lingering doubt, Ms. Bausch enclosed with her response "additional copies of the four sets of minutes from the SBDM meetings at issue" and included these records with Ms. Chasteen's courtesy copy of her response. 4 It is the opinion of this office that the Open Records Act requires no more. KRS 61.880(1). If Principal Norwell failed to provide Ms. Chasteen with a complete set of records in response to her original request, whether through omission or error, that omission or error has now been corrected. We encourage the parties to this appeal to work, in a spirit of cooperation, toward an amicable resolution of any remaining records access disputes, and to strictly adhere to the requirements codified at KRS 61.872(2), 5 relating to the requester's duties in submitting open records requests, and KRS 61.880(1), 6 relating to the agency's duties in responding to those requests.
A party aggrieved by this decision may appeal it by initiating action in the appropriate circuit court pursuant to KRS 61.880(5) and KRS 61.882. Pursuant to KRS 61.880(3) , the Attorney General should be notified of any action in circuit court, but should not be named as a party in that action or in any subsequent proceeding.
Footnotes
Footnotes
1 The Open Records Act does not currently recognize the validity of requests submitted by electronic mail. KRS 61.872(2) provides that the request "shall be hand delivered, mailed, or sent via facsimile. " In 98-ORD-167, this office held that unless the parties enter into an express agreement, or consent by a clear course of conduct, to transact their open records business by e-mail, they should adhere to the requirements of the statute.
2 Foley Middle School is located in the Madison County School District.
3 By letter dated July 9, 2003, Ms. Bausch supplemented her July 3 response by providing this office and Ms. Chasteen with "the complete set of photocopies of the four sets of minutes from the SBDM meetings at issue," one or more of the sets having been omitted from the earlier sets transmitted to the Attorney General and Ms. Chasteen.
4 In supplemental correspondence directed to this office, Ms. Chasteen complains that she has had "very little luck" in obtaining records from Principal Norwell that she previously requested by telephone. She acknowledges that she can offer no proof of these requests. Because she did not raise this issue in her original appeal, and because 40 KAR 1:030 Section 1 requires submission of "the written request to the public agency, " along with the agency's written denial if the agency provided a denial, before the Attorney General will consider an appeal, we do not address the propriety of the agency's disposition of her telephoned requests.
5 "Any person shall have the right to inspect public records. The official custodian may require written application, signed by the applicant and with his name printed legibly on the application, describing the records to be inspected. The application shall be hand delivered, mailed, or sent via facsimile to the public agency. " KRS 61.872(2).
6 "Each public agency, upon any request for records made under KRS 61.870 to 61.884, shall determine within three (3) days, excepting Saturdays, Sundays, and legal holidays, after the receipt of any such request whether to comply with the request and shall notify in writing the person making the request, within the three (3) day period, of its decision. An agency response denying, in whole or in part, inspection of any record shall include a statement of the specific exception authorizing the withholding of the record and a brief explanation of how the exception applies to the record withheld. The response shall be issued by the official custodian or under his authority, and it shall constitute final agency action." KRS 61.880(1).