1. Public Records
February 20, 2015

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

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

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 4

5. 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

6. 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

7. Corrections Approximate Time Spent: Over 2,500 hrs. annually
Average Number of Requests: 7,518
(Media and Inmate Administration)
Standard – 3,735 (50%)
Complex – (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

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

9. 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

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

11. WORK FLOW PROCESS Submit Public Records Requests:
Walk In
Phone
Mail
Any type of request made, requestor can remain anonymous

12. 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 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

13. 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

14. Public Records Invoice

15. PUBLIC RECORDS LAW
QUESTIONS? 15

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

17. Public Records
February 20, 2015