Purpose
The Kentucky Open Records Act requires public access to records. This policy outlines how New Beginnings will handle records requests while maintaining confidentiality and complying with open records laws.
Policy
Records Custodian
New Beginnings will appoint a Records Custodian (Executive Director) responsible for understanding New Beginnings operations and records. The custodian must be familiar with the Kentucky Open Records Act and other relevant regulations. The designated custodian’s contact details will be noted and maintained on the New Beginnings website.
Responding to Records Requests
All records requests must be submitted in writing, either electronically, by mail or other delivery method. New Beginnings will accept requests in any written form including the Open Records Request Form developed by the Kentucky Attorney General’s office available here. New Beginnings reserves the right to seek clarification if needed. The Records Custodian must respond to the request within five business days, which may include requesting additional time if necessary and explaining why.
The Records Custodian is encouraged to consult with KASAP’s legal counsel to ensure accuracy in applying the law whenever the Records Custodian has a question about responding to a request.
The Records Custodian shall determine whether the requester has reasonably described records within the possession of New Beginnings, which reserves the right not to create records in response to a request. If New Beginnings does not possess the requested records, the request shall be denied. If the Records Custodian believes that another public agency is in possession of the records described in the request, the Records Custodian shall refer the requester to the appropriate agency and provide publicly available contact information for the records custodian of that other agency.
If the records are available, they will be reviewed to identify any exempt information which will be redacted.
If it is determined that a request should be denied in whole or in part, the custodian must explain the reasons and cite the legal exemption. In cases where fulfilling a request would be burdensome or disruptive, the custodian can consult with legal counsel and may refuse the request.
Record Production and Fees
New Beginnings will seek to provide records in the requested format, though it may choose the most reasonable format for production. Generally, there is no charge for electronic records, but costs may be billed for printing or other production. If records are mailed, the requester will receive an invoice for printing and postage costs. Fees are $0.10 per page, with other costs based on actual expenses. Upon receipt of payment, the requested records will be provided.
On-site inspection of records can be arranged between 8:00 a.m. and 4:00 p.m., Monday – Friday at 1716 Scherm Rd Owensboro KY with adequate notice and facilitation by the Records Custodian. A member of the New Beginnings staff will always be present during the inspection. New Beginnings reserves the right to refuse to admit the requester for good cause.