Under the Oklahoma Open Records Act, records of the Town of Jones City (the “Town”) offices and departments are open to the public for inspection and copying (for a fee) during regular business hours, with some exceptions. The Open Records Act does not apply to records specifically required by law to be kept confidential.

1. What is an Open Records Request?
An Open Records Request is a request made pursuant to the Open Records Act (51 O.S. § 24A.1, et seq.) for a record (see below for what a record is) created by, received by, under the authority of, or coming into the possession of a “public body” or a “public official.” A request must be specific enough to identify with reasonable certainty exactly what document is requested. Requests consisting of open-ended questions do not comply with the Open Records Act and will be denied.

2. What is considered a “record”?
The Open Records Act provides a broad definition of “record.” Examples of records include, but are not limited to: data or datasets, files, written messages and communications, audio and video recordings, minutes, proceedings, rules, documents, decisions, opinions, policies, and written materials of any other nature required by law to be maintained, regardless of physical form. However, there are several types of records that are exempt from the Open Records Act, for example: records protected by state evidentiary privilege; records of what transpired during meetings of a public body lawfully closed to the public such as executive sessions; personnel records; certain educational records including student records; and more. See, 51 O.S. § 24A.5, § 24A.7, § 24A.9, § 24A. 10 – 24A.17.

3. Who can make an open records request?
According to the Oklahoma Open Records Act, anyone may request public records and no statement of purpose is required. However, if the purpose is commercial, fees will be charged for document collection.

4. How do I file an Open Records Request with the City of Jones?
To provide prompt, reasonable access to records, they must be requested through an Open Records Request Form (which can be locted under the ‘Government’ tab) or by using the online link provided above.

5. Is there a fee to obtain records?
There may be a fee depending on the type of record requested and the amount of time required to locate, review, copy, or produce the records.

Routine electronic records that are readily available may not result in a fee. However, the Town may charge fees for copies, media, labor, search time, computer programming, or legal support when allowed under the Oklahoma Open Records Act and the Town’s current Open Records Request Fee Schedule adopted July 14, 2021.

Search and recovery fees may apply when a request is made for a commercial purpose, when the request would clearly cause excessive disruption of the Town’s essential functions, when the records are not readily available, or when an extended amount of time is required to retrieve and prepare the records.

Publication or use of records by the news media is not considered a commercial purpose under the Oklahoma Open Records Act. Fees will not be used for the purpose of discouraging records requests or creating obstacles to disclosure.

The Town will provide an estimate when applicable before processing requests that are expected to result in additional recovery costs.