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Public Records Request

District Records Custodian
Phillip D. Butto IV

LINK TO ---> Public Records Request Form 

Public Records Requests

Purpose: The purpose  of this page is to provide a set of guidelines for processing the requests from the public for RECORDS held by the Hudson City School District in accordance with the Public Records Act (Ohio Revised Code 149.43).

Below is a general synopsis of the process with the end goal of providing a member(s) of the public the public records requested.  Before reviewing this procedure, it is helpful to review the definition of a public record.  

What is a Public Record?:

  • Any document, device, or item, regardless of physical form or characteristic, including an electronic record created or received by or coming under the jurisdiction of the Board or its employees, which serves to document the organization, functions, policies, decisions, procedures, operations, or other activities of the District.

What is not a Public Record? Some examples:

  • Medical Records

  • Trial Preparation Records

  • Confidential Law Enforcement Investigatory Records

  • Records prohibited from release by state or federal law

  • A document, communication, report that is not already created

  • Any record, regardless of format, that does not document the organization, functions, policies, decisions, procedures, operations, or other activities of the District

General Procedure for Requesting a Public Record:

  1. Complete a Public Records Request form - FOUND HERE.  A request can be made in person, verbally, or in writing.  Although not required, submitting the Public Records Request Form will most accurately and completely communicate the request to the district and allow the District to more efficiently respond. Alternatively, a request may be sent to

  2. Online form will be automatically delivered: The form will be automatically delivered to the Records Custodian or their designee.  Requests made through other means (in person, verbal, or in writing) will be manually processed by district staff.

  3. Request Acknowledgement:  An acknowledgement of receipt will be sent to the requestor with an estimated time-frame to gather the records and/or respond. 

  4. Request Evaluation: The district will evaluate the request to determine if it has sufficient clarity to allow the District to identify, retrieve, and review the record(s). 

  5. Clarification:  If a requester makes an ambiguous or overly broad request, the District may deny the request but will provide the requester with an opportunity to revise the request. 

  6. Response time: The district is required to respond within a reasonable period of time.  An estimate of response time will be provided.  Factors influencing the response time include, for example: 

    1. Volume of records requested

    2. Storage method and location

    3. Redaction requirements 

  7. Cost:  If a charge is incurred, the district will inform the requester of the cost.  

  8. Request Fulfillment: Records returned will be delivered in the manner specified by the requester.  


Policy 8310 Public Records
8310 Administrative Guidelines