PUBLIC RECORD REQUESTS
In an effort to increase our ability to respond to public record requests in a timely and comprehensive manner, all such requests are coordinated through the Office of Communications.
PLEASE DIRECT ALL PUBLIC RECORD REQUESTS TO:
Bay District Schools, Office of Communications, 1311 Balboa Avenue, Panama City, FL 32401
IMPORTANT DETAILS TO INCLUDE IN THE REQUEST:
Please make sure your name, email address, mailing address, and telephone number are on the request so we can contact you if we have any questions. When a public records request is made, please include as much information as possible relating to your request so we can respond promptly and accurately. Clearly state the time period for which you are requesting records and the specific type of information you are seeking. Include other information that is available to you that you feel would help identify the documents/correspondence you are seeking.
GENERAL INFORMATION REGARDING CHARGES:
An estimate of will be provided to you before production begins. Payment of 50% of the estimate is expected before records production will begin. Payment of the remaining balance, adjusted against payment made and actual cost, is expected before records are delivered.
Charges are based on searching for and/or locating the requested record, reviewing records for legally exempt or confidential information, deletion of such exempt or confidential information, and preparing, copying, and re-filing of the requested records. The rate charged will be based on the lowest paid full-time personnel at Bay District Schools capable of processing the public-records request (based on salary and benefits). Charges for one-sided copy is $ 0.15 per page. In those cases where legal review is necessary, the charge will be based on the lowest attorney rate (salary and benefits.
If the time for providing paper or electronic records is less than 15 minutes, the records will be provided at no charge.
When documents can be sent by email, we will do so in the interest of efficiency and to minimize costs. However, when a large volume of documents is requested and must therefore be placed on a CD or DVD, the costs of those materials will be recovered.
Labor costs can be reduced significantly if requests include keywords instead of open-ended terms such as “all documents or emails.” Similarly, narrowing a request to certain individuals or divisions can greatly reduce the use of extensive labor.
Many easily accessible records are available online for no charge. The Agency will continue to add documents and information as we identify some of the most frequently requested public records.
If you have any further questions please contact the Office of Communications at 850-767-5282.