Records Request
Openness leads to a better-informed citizenry, which leads to better government and better public policy. It is the mission and intent of the City of Vermilion, Ohio to at all times fully comply with and abide by both the spirit and the letter of Ohio’s Public Records Act.
A “record” is defined to include the following: A document in any format – paper, electronic. A “public record” is a “record” that is being kept by the City of Vermilion at the time a public records request is made.
Copies of public records must be made available within a reasonable period of time. “Prompt” and “reasonable” take into account the volume of records requested, the proximity of the location where the records are stored, the necessity for any legal review and redaction, and other facts and circumstances of the records requested.
The requester must at least identify the records requested with sufficient clarity to allow the office to identify, retrieve, and review the records. The requester does not have to put a records request in writing and does not have to provide his or her identity or the intended use of the requested public record(s). However, the law does permit the office to ask for a written request, the requester’s identity, and/or the intended use of the information requested, but only if (1) a written request or disclosure of identity or intended use would benefit the requester by enhancing the office’s ability to identify, locate, or deliver the public records that have been requested; and (2) the requester is first told that a written request is not required and that the requester may decline to reveal the requester’s identity or intended use. In processing the request, the office does not have an obligation to create new records. Records in the form of e-mail, including those sent and received via a hand-held communications device, are to be treated in the same fashion as records in other formats, such as paper or audiotape. Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of this office are required to retain their e-mail records and other electronic records in accordance with applicable records retention schedules.
If the requester makes an ambiguous or overly broad request or has difficulty in making a request such that the office cannot reasonably identify what public records are being requested, the request may be denied, but the office must then provide the requester an opportunity to revise the request by informing the requester of the manner in which records are maintained and accessed by the office. If the office withholds, redacts, or otherwise denies requested records, it must provide an explanation, including legal authority, for the denial(s). If the initial request was made in writing, the explanation must also be in writing. If portions of a record are public and portions are exempt, the exempt portions may be redacted, and the rest must be released. When making public records available for public inspection or copying, the office shall notify the requester of any redaction or make the redaction plainly visible.
Those seeking public records may be charged only the actual cost of making copies, not labor. The charge for paper copies is 10 cents per page. If a requester asks that documents be delivered to them, he or she may be charged the actual cost of the postage and mailing supplies, or other actual costs of delivery. There is no charge for e-mailed documents.
Records are subject to records retention schedules. The office’s current schedules are available at Vermilion City Hall.
Email Your Request to records@cityofvermilionohio.gov
Reports include arrests, accident, case files, videos and offense/incident reports.
City Public Information Request
Submit Online Request
Print Request