Public Records February 20, 2015

PUBLIC RECORDS Statistics Orange County processed 13,214 public records requests Currently we have 63 open public records requests 2

PUBLIC RECORDS LAW Types of Requests 12,494 Standard 147 Complex 573 Time Intensive 3

PUBLIC RECORDS LAW County Wide Totals Community Environmental Services and Development Services 5,867 Corrections 4,131 Fire Rescue 2,071 Office of Accountability 700 Administrative Services 85 Spam/Advertisement 73 Public Works 68 Board of County Commissioners 67 4

PUBLIC RECORDS LAW County Wide Totals Community Environmental Services and Development Services 5,867 Corrections 4,131 Fire Rescue 2,071 Office of Accountability 700 Administrative Services 85 Spam/Advertisement 73 Public Works 68 Board of County Commissioners 67 5

PUBLIC RECORDS LAW County Wide Totals Community Environmental and Development Services 5,867 Corrections 4,131 Fire Rescue 2,071 Office of Accountability 700 Administrative Services 85 Not Applicable 73 Public Works 68 Board of County Commissioners 67 County Administration 51 Mayor's Office 33 Other Governmental Agency 23 Utilities 15 Convention Center 10 Family Services Health Services 9 Office of Public Engagement and Citizen Advocacy 1 6

Corrections Approximate Time Spent: Over 2,500 hrs. annually Average Number of Requests: 7,518 (Media and Inmate Administration) Standard – 3,735 (50%) Complex – 14 (Less than 1%) Time Intensive – 3,769 (50%) Approximate Time Spent: Over 2,500 hrs. annually Types of Requests: Arrest Reports, Mug Shots, Inmate Records, Jail Stats EEOC Complaints/Lawsuits Number of Staff Assigned: Risk Management Analyst, Multi-Media/Special Projects Coordinator, Communications Assistant Internal Process: Yes

PUBLIC RECORDS LAW Common Mistakes Unreasonable delay Denying access to records Failure to communicate with the requestor 8

PUBLIC RECORDS LAW Common Mistakes Requiring information of requestor before releasing records (identity, purpose, etc.) Improperly calculating staff time/costs Failing to document appropriately 9

Public Record Enhancements PUBLIC RECORDS LAW Public Record Enhancements Knowledge Manager Implementation New Application (2016) 10

WORK FLOW PROCESS Submit Public Records Requests: E-Mail (PublicRecordRequest@ocfl.net) Walk In Phone Mail Any type of request made, requestor can remain anonymous

WORK FLOW PROCESS Request Submitted Response Time: Instantly or Up to 1 Business Day Entered in System and Assign Tracking Number Electronic Acknowledgement to Requestor if Email Provided Review Team Complex Standard Time Intensive We looked at the 311 model for handling requests and established a work flow process, which we will explain in detail over the next several slides Payment Made Requestor Receives Request Calculate Estimated Research Time & Cost (Once Determined) Processing Time: (Depending on Nature of Request) Up to 7 Business Days Notify Requestor of Cost Deposit/ Full Payment Made Request Processed Requestor Receives Request

Cost Schedule Standardize Costs (Countywide) Printing/Copying costs will be assessed in accordance with Florida Statutes Labor costs will apply to record requests that require more than 15 minutes of staff time Labor costs will be assessed in 15 minute increments (Note: For requests over $100, a deposit may be required; under $100 total amount due maybe required) Labor costs should be calculated based on the lowest employee’s rate of pay that processes the request

Public Records Invoice

PUBLIC RECORDS LAW QUESTIONS? 15

PUBLIC RECORDS LAW Assistance Processing/Tracking System Questions: Brandy Davis, Public Records Coordinator, 836-5315 Legal Questions: Sawsan Mohiuddin, Assistant County Attorney, 836-7369 16

Public Records February 20, 2015