What is the purpose of an open records policy and how should requests be handled?

• A. Disclose all information without review.
• B. Respond promptly with required information and proper redactions; respect privacy.
• C. Never provide records under any circumstances.
• D. Delay indefinitely.

Answer: (B)

Open records policies exist to promote transparency by letting the public access government records while also protecting individuals’ privacy and sensitive information. The best approach is to respond promptly with the information that law requires to be released and to apply redactions where needed to safeguard privacy or security. This means you determine what records exist, gather the responsive materials, and deliver them within the mandated timeframe, removing personal data, student identifiers, payroll details, or other confidential material as appropriate. When you redact, you should explain what was redacted and why, pointing to the legal exemptions or policies that justify the redaction. This balance keeps the public informed and accountable without unnecessarily exposing private information.

Disclosing everything without review ignores protection of privacy and legal exemptions. Never providing records contradicts the purpose of open access. Delaying indefinitely violates statutory timelines and undermines trust and accountability.