Bill > S1676

This bill aims to improve public access to government records by clarifying that public record information can be retrieved separately from electronic records, even if other parts of the record are exempt from disclosure. It mandates that when designing or acquiring electronic recordkeeping systems, custodians of public records must ensure these systems can segregate and retrieve public information, and prohibits contracts that would restrict public access. The bill also requires state agencies to designate "records access officers" who will help requesters identify and obtain records, and to publicize their contact information. These officers will coordinate responses to record requests, assist in resolving issues informally, and ensure agencies help requesters identify records, indicate if they are available electronically, and communicate when a request might be voluminous. Furthermore, agencies must maintain and update reference materials about the categories of records they hold, their major databases, and past public records requests and responses, making this information available online. The bill also clarifies that custodians must provide electronic records in the requested format if readily reproducible, and that programming to retrieve or format existing electronic records does not constitute creating a new record, with fees limited to the cost of storage media. It also requires agencies with internet access to make certain public records, such as final decisions, annual reports, and budgets, available online in a searchable format. Finally, the bill updates penalties for public officers who fail to perform their duties under this chapter, including non-compliance with orders from the supervisor of records.