(1) (a) All public records shall
be open for inspection by any person at reasonable times, except as provided in this
part 2 or as otherwise provided by law, but the official custodian of any public
records may make such rules with reference to the inspection of such records as
are reasonably necessary for the protection of such records and the prevention of
unnecessary interference with the regular discharge of the duties of the custodian
or the custodian's office. Except as otherwise required by section 24-72-204
(3.5)(g), and except when a record requested is confidential and accessible only on
the basis that the requester is the person in interest, a custodian of public records
shall not require a requester to provide the custodian with any form of identification
to request or inspect records pursuant to this part 2.
(b) Where public records are kept only in miniaturized or digital form,
whether on magnetic or optical disks, tapes, microfilm, microfiche, or otherwise, the
official custodian shall:
(I) Adopt a policy regarding the retention, archiving, and destruction of such
records; and
(II) Take such measures as are necessary to assist the public in locating any
specific public records sought and to ensure public access to the public records
without unreasonable delay or unreasonable cost. Such measures may include,
without limitation, the availability of viewing stations for public records kept on
microfiche; the provision of portable disk copies of computer files; or direct
electronic access via online bulletin boards or other means.
(2) (a) If the public records requested are not in the custody or control of the
person to whom application is made, such person shall forthwith notify the
applicant of this fact, in writing if requested by the applicant. In such notification,
the person shall state in detail to the best of the person's knowledge and belief the
reason for the absence of the records from the person's custody or control, the
location of the records, and what person then has custody or control of the records.
(b) If an official custodian has custody of correspondence sent by or received
by an elected official, the official custodian shall consult with the elected official
prior to allowing inspection of the correspondence for the purpose of determining
whether the correspondence is a public record.
(3) (a) If the public records requested are in the custody and control of the
person to whom application is made but are in active use, in storage, or otherwise
not readily available at the time an applicant asks to examine them, the custodian
shall forthwith notify the applicant of this fact, in writing if requested by the
applicant. If requested by the applicant, the custodian shall set a date and hour at
which time the records will be available for inspection.
(b) The date and hour set for the inspection of records not readily available
at the time of the request shall be within a reasonable time after the request. As
used in this subsection (3), a reasonable time shall be presumed to be three
working days or less. Such period may be extended if extenuating circumstances
exist. However, such period of extension shall not exceed seven working days. A
finding that extenuating circumstances exist shall be made in writing by the
custodian and shall be provided to the person making the request within the three-day period. Extenuating circumstances shall apply only when:
(I) A broadly stated request is made that encompasses all or substantially all
of a large category of records and the request is without sufficient specificity to
allow the custodian reasonably to prepare or gather the records within the three-day period; or
(II) A broadly stated request is made that encompasses all or substantially
all of a large category of records and the agency is unable to prepare or gather the
records within the three-day period because:
(A) The agency needs to devote all or substantially all of its resources to
meeting an impending deadline or period of peak demand that is either unique or
not predicted to recur more frequently than once a month; or
(B) In the case of the general assembly or its staff or service agencies, the
general assembly is in session; or
(III) A request involves such a large volume of records that the custodian
cannot reasonably prepare or gather the records within the three-day period
without substantially interfering with the custodian's obligation to perform his or
her other public service responsibilities;
(c) In no event can extenuating circumstances apply to a request that relates
to a single, specifically identified document.
(d) Notwithstanding any other provision of this section, if the public records
requested are election-related and are in the custody and control of a county clerk
and recorder but are in active use, in storage, or otherwise not readily available at
the time a requester asks to examine them, and the request is made during an
election for which the county clerk and recorder is the designated election official,
the county clerk and recorder may, at the county clerk and recorder's discretion,
take additional time to fulfill the request as specified in this subsection (3)(d);
except that the provisions of this subsection (3)(d) do not apply if the requester of
the public records is a mass medium organization as defined in section 13-90-119
(1)(a), or a newsperson, as defined in section 13-90-119 (1)(c). The county clerk and
recorder may take additional time to fulfill the request as follows:
(I) During the period beginning on the sixtieth day before election day and
concluding with the date by which the county clerk and recorder certifies the final
official abstract of votes cast for the applicable election, the county clerk and
recorder may extend the period for production of records up to an additional ten
working days past the seven-day extension allowed under subsection (3)(b) of this
section;
(II) The county clerk and recorder shall provide written notice of the
extension to the requester within three working days from the date of the request;
(III) The county clerk and recorder may not extend the period for production
of any record that:
(A) Is a list of voters, a list of voters who have returned their ballots, or a list
of voters who have ballots that need to be cured; or
(B) Is necessary for an interested party, as defined in section 1-10.5-106 (1), to
determine whether or not to request a recount under section 1-10.5-106, or to
facilitate the conduct of a recount; and
(IV) A requester whose public records request is subject to the extension
pursuant to subsection (3)(d)(I) of this section may apply to the district court under
the procedures set forth in section 1-1-113 for an order directing the county clerk
and recorder to produce the requested records or show cause why the additional
extension period applies.
(3.5) (a) Except as otherwise required by subsection (3.5)(b) of this section:
(I) If a public record is stored in a digital format that is neither searchable nor
sortable, the custodian shall provide a copy of the public record in a digital format.
(II) If a public record is stored in a digital format that is searchable, the
custodian shall provide a digital copy of the public record in a searchable format
unless otherwise requested by the requester.
(III) If a public record is stored in a digital format that is sortable, the
custodian shall provide a copy of the public record in a sortable format.
(IV) If a public record is available in a digital format, the custodian shall
transmit a digital copy of the public record in a digital format by electronic mail or
by another mutually agreed upon transmission method if the size of the record
prevents transmission by electronic communication.
(V) Except as otherwise required by subsection (3.5)(b) of this section, a
custodian shall not convert a digital public record into a non-searchable format
before transmission.
(b) A custodian is not required to produce a digital public record in a
searchable or sortable format in accordance with subsection (3.5)(a) of this section
if:
(I) Producing the record in the requested format would violate the terms of
any copyright or licensing agreement between the custodian and a third party or
result in the release of a third party's proprietary information; or
(II) After making reasonable inquiries, it is not technologically or practically
feasible to permanently remove information that the custodian is required or
allowed to withhold within the requested format, it is not technologically or
practically feasible to provide a copy of the record in a digital searchable or
sortable format, or if the custodian would be required to purchase software or
create additional programming or functionality in its existing software to remove
the information.
(c) If a custodian is not able to comply with a request to produce a public
record that is subject to disclosure in a requested format specified in subsection
(3.5)(a) of this section, the custodian shall produce the record in an alternate format
or issue a denial under section 24-72-204 and shall provide a written declaration
attesting to the reasons the custodian is not able to produce the record in the
requested format. If a court subsequently rules the custodian should have provided
the record in the requested format, attorney fees may be awarded only if the
custodian's action was arbitrary or capricious.
(d) Altering an existing public record, or excising fields of information
pursuant to this subsection (3.5) to remove information that the custodian is either
required or permitted to withhold, does not constitute the creation of a new public
record.
(e) Nothing in this subsection (3.5) relieves or mitigates the obligations of a
custodian to produce a public record in a format accessible to individuals with
disabilities in accordance with Title II of the federal Americans with Disabilities Act
of 1990, 42 U.S.C. sec. 12101 et seq., and other federal or state laws.
(4) Nothing in this article shall preclude the state or any of its agencies,
institutions, or political subdivisions from obtaining and enforcing trademark or
copyright protection for any public record, and the state and its agencies,
institutions, and political subdivisions are hereby specifically authorized to obtain
and enforce such protection in accordance with the applicable federal law; except
that this authorization shall not restrict public access to or fair use of copyrighted
materials and shall not apply to writings which are merely lists or other
compilations.