Inspection of Public Records Compliance Guide 2015

8/20/2019 Inspection of Public Records Compliance Guide 2015

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New Mexico INSPECTIONOF PUBLICRECORDSACT COMPLIANCEGUIDE

Office of the Attorney General State of New Mexico

Form

1


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IPRA GUIDE

TE INSPE!TION OF PU"#I! RE!ORDS A!T NMSA 1$%&' !ha(ter 1)' Article *

A !om(liance G+i,e for

New Mexico P+-lic Official. an, !iti/en.

E!TOR "A#DERAS

Attorney General

Thi. ei0hth e,ition of the !om(liance G+i,e +(,ate. the *1* e,ition to reflectamen,ment. to the In.(ection of P+-lic Recor,. Act ma,e in *123 Theamen,ment. co,ifie, the ,efinition of (rotecte, (er.onal i,entifier information an,a,,e, a reference to the .tat+tory a+thority of co+ntie. an, m+nici(alitie. to .ell,ata in com(+ter ,ata-a.e.3

Ei0hth E,ition *14


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Our Mission

O+r mi..ion at the New Mexico De(artment of 5+.tice i. to .er6e an,

(rotect the citi/en. of New Mexico -y honora-ly carryin0 o+t the .tat+tory

re.(on.i-ilitie. of the Attorney General3

Our Vision

O+r 6i.ion i. to .ee7' .tren0then' an, em(ower (artner.hi(. with an, amon0

citi/en.' comm+nity an, 0o6ernment a0encie.' law enforcement' an,

-+.ine..e. in or,er to ma7e o+r comm+nity a .afer an, more (ro.(ero+.

(lace to li6e3 8e m+.t enforce the law. of New Mexico fairly an, +niformly

to en.+re New Mexican. recei6e 9+.tice an, e:+al (rotection +n,er the law3

A. Attorney General' I am (lea.e, to re(ort that we are wor7in0 har, to ma7e the chan0e. nece..ary to

.er6e an, (rotect the State of New Mexico3 I 0rew +( facin0 many of the har,.hi(. that New Mexican.

ex(erience e6ery ,ay' an, it i. that .hare, ex(erience that moti6ate. me to -e a fierce a,6ocate an, a 6oice

for o+r comm+nitie.3 My o+treach effort. will .+((ort lon0;term 0oal. of im(ro6in0 tran.(arency in

0o6ernment an, em(owerin0 New Mexican.3

The In.(ection of P+-lic Recor,. Act


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II. Inspection of Public Records Act ……………………………………………………………..... 2

III. Section 14-2-1. Right to Inspect Public Records ……………………………………….............

A. Right to Inspect Public Records …………………………………………………….............

B. !"ceptions …………………………………………………………………………….......….. #

1. Medic$l Records ………………………………………………………………….......

….. #

2. %etters of Reference ………………………………………………………………......

…. #

3. M$tters of Opinion ………………………………………………………………......

…... &

4. %$' !nforce(ent Records …………………………………………………….....

……... 1)

5. *onfidenti$l M$teri$ls Act …………………………………………………….....

……...1+

6. Public ,ospit$l Records ………………………………………………………......

…….. 1+

7. $ctic$l Response Pl$ns ……………………………………………………….....……… 14

8. Protected Person$l Identifier Infor($tion ………………………………….....

………. 14

9. Other %$'s ……………………………………………………………………….....

…….1

10. !nd of *ounter/$iling Public Polic0 !"ception $nd !"ecuti/e Pri/ilege

*l$rified ... 2)

IV. Section 14-2-. Purpose of Act ecl$r$tion of Public Polic0 ……………………….…....…... 22

V. Section 14-2-3. efinitions ……………………………………………………………......……... 2+

A. *ustodi$n …………………………………………………………………………......……… 2+

B. ile or($t ………………………………………………………………………….....…….. 2+

2


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C. Inspect …………………………………………………………………………….....……….. 2+

D. Person …………………………………………………………………………….....………... 24

E. Protected Person$l Identifier Infor($tion …………………………………….....………... 24

F. Public 5od0 ……………………………………………………………………….....……….. 24

G. Public Records ………………………………………………………………………….......... 2

VI. Section 14-2-. esign$tion of *ustodi$n uties

……………………………………....……... 2#

A. esign$tion of *ustodi$n …………………………………………………………....…........ 2#

B. Response in S$(e Mediu( …………………………………………………………....……. 2#

C. Re$son$ble Opportunit0 to Inspect ………………………………………………...……….2#

D. Re$son$ble $cilities to M$6e or urnish *opies ………………………………...………. 2&

E. Public 7otice escribing Procedures for Re8uesting Inspection ………………....……… 2&

VII. Section 14-2-#. Procedure for Re8uesting Records ………………………………….……...… +1

A. Or$l or 9ritten Re8uest ………………………………………………………….……….... +1

B. *re$tion of Public Records ……………………………………………………….……….... +2

C. *ontent of 9ritten Records ………………………………………………………..…….…. +2

D. i(e for Inspection ………………………………………………………………..……….... ++

E. Redirecting Inspection Re8uests …………………………………………………..……..….++

F. 9ritten Re8uest Includes !($il $nd $csi(ile …………………………………..……..… +4

VIII. Section 14-2-&. Procedure for Inspection ………………………………………………...…..… +

A. Records *ont$ining !"e(pt $nd 7one"e(pt Infor($tion ………………………..…...… +

B. !lectronic *opies ……………………………………………………………………....…….. +3

C. *op0 ees ……………………………………………………………………………..….…... +3

D. S$le of $t$ …………………………………………………………………………..….….... +

)


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IX. Section 14-2-1). Procedure for !"cessi/el0 5urdenso(e or 5ro$d Re8uests ………............. +#

X. Section 14-2-11. Procedure for enied Re8uests ………………………………….…….…….. +&

A. Re8uests ee(ed enied ………………………………………………………….….…….. +&

B. Procedure for en0ing Re8uests …………………………………………………….……... +&

C. $($ges for $ilure to Pro/ide $ 9ritten eni$l ………………………………….……... 4)

XI. Section 14-2-12. !nforce(ent …………………………………………………………….…….. 41

A. Persons Authori:ed to !nforce the Act …………………………………………………….. 41

B. istrict *ourt ;urisdiction ………………………………………………………………….. 41

*< !"h$ustion of Ad(inistr$ti/e Re(edies …………………………………………….……... 41

. $($ges …………………………………………………………………………………….... 42

Appendi" I. e$dlines Applic$ble to the Inspection Of Public Records Act ………………….. 4+

Appendi" II. Model or( %etters for Inspection Re8uests $nd Responses ……………………. 44

or( I. Inspection Re8uests

or( II. hree-$0 %etter

or( III. 9rong *ustodi$n %etter

or( IV. !"cessi/el0 5urdenso(e %etter

or( V. eni$l %etter

Appendi" III. Model Public 7otice escribing Procedures for Re8uesting Inspection ……........ )

Appendi" IV. Inspection of Public Records Act *o(pli$nce *hec6list ………………………..... 1

4


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I3 Intro,+ctionAcce.. to (+-lic recor,. i. one of the

f+n,amental ri0ht. affor,e, to (eo(le in a

,emocracy3 E6en where there i. no .tat+te' a

common law ri0ht to in.(ect an, co(y (+-lic

recor,. affor,. mem-er. of the (+-lic the

o((ort+nity to 7ee( a watchf+l eye on0o6ernment3 Nixon 63 8arner

!omm+nication.' Inc3' )24 U3S3 4&$


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(+-lic a-o+t the ri0ht to in.(ect (+-lic recor,.

+n,er the Act an, to a..i.t in

re.ol6in0 :+e.tion. a-o+t the Act. a((lica-ility in (artic+lar .it+ation.3 For ea.e of +n,er.tan,in0' thi.

!om(liance G+i,e i. ,i6i,e, into three area.C

1) he %$'< $s 'ritten< is in bold t0pe.

2) !ommentary or ex(lanation i. in re0+lar ty(e3 2=

Examples of when the law would and would not

apply are in italic type.

For the con6enience of tho.e who are re:+e.tin0 an,

re.(on,in0 to re:+e.t. for (+-lic recor,. +n,er the

Act' A((en,ix II of thi. G+i,e contain. .+00e.te,form. that may -e followe, for tho.e (+r(o.e.3

If yo+ wo+l, li7e a,,itional co(ie. of thi. G+i,e' or if

yo+ ha6e any :+e.tion. a-o+t it or the a((lica-ility of

the Act' (lea.e contact the O(en Go6ernment

Di6i.ion of the Office of the Attorney

General at P3O3 Drawer 14&' Santa Fe' New

Mexico &%4);14&' or -y tele(hone at

cu(ul$ti/e files

(4) l$' enforce(ent records

th$t re/e$l confidenti$l sources<

(ethods< infor($tion or indi/idu$ls

$ccused but not ch$rged 'ith $

cri(e. %$' enforce(ent recordsinclude e/idence in $n0 for(

recei/ed or co(piled in connection

'ith $n0 cri(in$l in/estig$tion or

prosecution b0 $n0 l$' enforce(ent

or prosecuting $genc0< including

in$cti/e ($tters or closed

in/estig$tions to the e"tent th$t the0

cont$in the infor($tion listed

$bo/e

(5) $s pro/ided b0the *onfidenti$l

M$teri$ls Act

(6) tr$de secrets< $ttorne0-client

pri/ileged infor($tion $nd long-

r$nge or str$tegic business pl$ns of

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public hospit$ls discussed in $ properl0

closed (eeting

(7) t$ctic$l response pl$ns or

procedures prep$red for or b0 the st$te

or $ politic$l subdi/ision of the st$te<

the public$tion of 'hich could re/e$lspecific /ulner$bilities< ris6

$ssess(ents or t$ctic$l e(ergenc0

securit0 procedures th$t could be used

to f$cilit$te the pl$nning or e"ecution

of $

*

terrorist $tt$c6 $nd

(8) $s other'ise pro/ided b0 l$'.

B. Protected person$l identifier infor($tion

cont$ined in public records ($0 be red$cted

b0 $ public bod0 before inspection or cop0ing

of $ record. he presence of protected person$l

identifier infor($tion on $ record does not

e"e(pt the record fro( inspection.

?nred$cted records th$t cont$in protected

person$l identifier infor($tion sh$ll not be

($de $/$il$ble on publicl0 $ccessible 'eb sites

oper$ted b0 or ($n$ged on beh$lf of $ public

bod0.

14.2.4. Short itle.

*h$pter 14< Article 2 7MSA 1&# ($0 be cited $s

the @Inspection of Public Records Act.

14.2.5. Purpose of Act ecl$r$tion

of Public Polic0.

Recogni:ing th$t $ represent$ti/e go/ern(ent is

dependent upon $n infor(ed elector$te< the intentof the legisl$ture in en$cting the Inspection of

Public Records Act is to ensure< $nd it is decl$red

to be the public polic0 of this st$te< th$t $ll persons

$re entitled to the gre$test possible infor($tion

reg$rding the $ff$irs of go/ern(ent $nd the

offici$l $cts of public officers $nd e(plo0ees. It is

the further intent of the legisl$ture< $nd it is

decl$red to be the public polic0 of this st$te<

th$t to pro/ide persons 'ith such infor($tion

is $n essenti$l function of $ represent$ti/e

go/ern(ent $nd $n integr$l p$rt of the routine

duties of public officers $nd e(plo0ees.

14.2.6. efinitions.

As used in the Inspection of Public Records

Act=

A. @custodi$n (e$ns $n0 person

responsible for the ($inten$nce< c$re or

6eeping of $ public bod0>s public records<

reg$rdless of 'hether the records $re in th$t

person>s $ctu$l ph0sic$l custod0 $nd control

B. Bfile for($tB (e$ns the intern$l

structure of $n electronic file th$t defines the

'$0 it is stored $nd used

C. @inspect (e$ns to re/ie' $ll public

records th$t $re not e"cluded in Section 14-2-1

7MSA

1&#

D. @person (e$ns $n0 indi/idu$l<

corpor$tion< p$rtnership< fir(< $ssoci$tion orentit0

E. @protected person$l identifier

infor($tion (e$ns=

(1) $ll but the l$st four digits of $=

(a) t$"p$0er identific$tion

nu(ber

(b) fin$nci$l $ccount

nu(ber or

(c) dri/er>s license nu(ber

(2) $ll but the 0e$r of $ person>s

d$te of

birth $nd

(3) $ soci$l securit0 nu(ber.

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F. @public bod0 (e$ns the e"ecuti/e<

legisl$ti/e $nd Cudici$l br$nches of st$te $nd loc$l

go/ern(ents $nd $ll $d/isor0 bo$rds<

co((issions< co((ittees< $gencies or entities

cre$ted b0 the constitution or $n0 br$nch of

go/ern(ent th$t recei/es $n0 public funding<

including politic$l subdi/isions< speci$l t$"ingdistricts< school districts $nd institutions of higher

educ$tion $nd

G. @public records (e$ns $ll docu(ents<

p$pers< letters< boo6s< ($ps< t$pes< photogr$phs<

recordings $nd other ($teri$ls< reg$rdless of

ph0sic$l for( or ch$r$cteristics< th$t $re used<

cre$ted< recei/ed< ($int$ined or held b0 or on

beh$lf of $n0 public bod0 $nd rel$te to public

business< 'hether or not the records $re re8uired

b0 l$' to be cre$ted or ($int$ined.

14-2-. esign$tion of *ustodi$n uties.

!$ch public bod0 sh$ll design$te $t le$st one

custodi$n of public records 'ho sh$ll=

A. recei/e re8uests< including electronic ($il or

f$csi(ile< to inspect public records

B. respond to re8uests in the s$(e (ediu(<

electronic or p$per< in 'hich the re8uest '$s

($de in $ddition to $n0 other (ediu( th$t the

custodi$n dee(s $ppropri$te

C. pro/ide proper $nd re$son$ble

opportunities to inspect public records

D. pro/ide re$son$ble f$cilities to ($6e or

furnish copies of the public records during

usu$l business hours $nd

E. post in $ conspicuous loc$tion $t the

$d(inistr$ti/e office< $nd on the publicl0

$/$il$ble 'ebsite< if $n0< of e$ch publicbod0 $ notice describing=

(1) the right of $ person to inspect $

public bod0>s records

(2) procedures for re8uesting

inspection of public records<

including the cont$ct

infor($tion for the custodi$n of public

records

(3) procedures for re8uesting copies

of

public records

(4) re$son$ble fees for cop0ing

public records $nd

(5) the responsibilit0 of $ public

bod0 to ($6e $/$il$ble public

records for inspection.

14-2-#. Procedure for Re8uesting Records.

A. An0 person 'ishing to inspect public

records ($0 sub(it $n or$l or 'ritten re8uest

to the custodi$n. ,o'e/er< the procedures set

forth in this section sh$ll be in response to $

'ritten re8uest. he f$ilure to respond to $n

)


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or$l re8uest sh$ll not subCect the custodi$n to

$n0 pen$lt0.

B. 7othing in the Inspection of Public

Records Act sh$ll be construed to re8uire $

public bod0 to cre$te $ public record.

C. A 'ritten re8uest sh$ll pro/ide the n$(e<

$ddress $nd telephone nu(ber of the person

see6ing $ccess to the records $nd sh$ll identif0

the records sought 'ith

re$son$ble p$rticul$rit0. 7o person

re8uesting records sh$ll be re8uired to st$te the

re$son for inspecting the records.

D. A custodi$n recei/ing $ 'ritten re8uest

sh$ll per(it the inspection i((edi$tel0 or $s

soon $s is pr$ctic$ble under the circu(st$nces<

but not l$ter th$n fifteen d$0s $fter recei/ing $

'ritten re8uest. If the inspection is not

per(itted 'ithin three business d$0s< the

custodi$n sh$ll e"pl$in in 'riting 'hen the

records 'ill be $/$il$ble for inspection or 'hen

the public bod0 'ill respond to the re8uest. he

three-d$0 period sh$ll not begin until the

'ritten re8uest is deli/ered to the office of the

custodi$n.

E. In the e/ent th$t $ 'ritten re8uest is not

($de to the custodi$n h$/ing possession of or

responsibilit0 for the public records re8uested<

the person recei/ing the re8uest sh$ll pro(ptl0

for'$rd the re8uest to the custodi$n of the

re8uested public records


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(4) ($0 ch$rge the $ctu$l costs

$ssoci$ted 'ith tr$ns(itting copies of

public records b0 ($il< electronic

($il or f$csi(ile

(5) ($0 re8uire $d/$nce p$0(ent of

the feesbefore ($6ing copies of public records

(6) sh$ll not ch$rge $ fee for the cost

of deter(ining 'hether $n0 public

record is subCect to disclosure $nd

(7) sh$ll pro/ide $ receipt upon

re8uest.

D. 7othing in this section reg$rding the

pro/ision of public d$t$ in electronic for($t

sh$ll li(it the $bilit0 of the custodi$n to

eng$ge in the s$le of d$t$ $s $uthori:ed b0

Sections 14+-1.1 $nd 14-+-1# 7MSA 1&#<

including i(posing re$son$ble restrictions

on the use of the d$t$b$se $nd the p$0(ent

of $ ro0$lt0 or other consider$tion.

14.2.10. Procedure for !"cessi/el0

5urdenso(e or 5ro$d Re8uests.

If $ custodi$n deter(ines th$t $ 'ritten re8uest

is e"cessi/el0 burdenso(e or bro$d< $n

$ddition$l re$son$ble period of ti(e sh$ll be

$llo'ed to co(pl0 'ith the re8uest. he

custodi$n sh$ll pro/ide 'ritten notific$tion to

the re8uester 'ithin fifteen d$0s of receipt of

the re8uest th$t $ddition$l ti(e 'ill be needed

to respond to the 'ritten re8uest. he re8uester

($0 dee( the re8uest denied $nd ($0 pursue

the re(edies $/$il$ble pursu$nt to the

Inspection of Public Records Act if thecustodi$n does not per(it the records to be

inspected in $ re$son$ble period of ti(e.

14.2.11. Procedure for enied

Re8uests.

A. ?nless $ 'ritten re8uest h$s been

deter(ined to be e"cessi/el0 burdenso(e or

bro$d< $ 'ritten re8uest for inspection of

public records th$t h$s not been per(itted

'ithin fifteen d$0s of receipt b0 the office of

the custodi$n ($0 be dee(ed denied. he

person re8uesting the public records ($0

pursue the re(edies pro/ided in the

Inspection of Public Records Act.

B. If $ 'ritten re8uest h$s been denied< the

custodi$n sh$ll pro/ide the re8uester 'ith $

'ritten e"pl$n$tion of the deni$l. he 'ritten

deni$l sh$ll=

(1) describe the records sought

(2) set forth the n$(es $nd titles or

positions

of e$ch person responsible for the deni$l $nd

(3) be deli/ered or ($iled to the

person re8uesting the records 'ithin

fifteen d$0s $fter the re8uest for

inspection '$s recei/ed.

C. A custodi$n 'ho does not deli/er or ($il $

'ritten e"pl$n$tion of deni$l 'ithin fifteen

d$0s $fter receipt of $ 'ritten re8uest for

inspection is subCect to $n $ction to enforcethe pro/isions of the Inspection of Public

Records Act $nd the re8uester ($0 be

$'$rded d$($ges. $($ges sh$ll=

(1) be $'$rded if the f$ilure to

pro/ide $ ti(el0 e"pl$n$tion of deni$l

is deter(ined to be unre$son$ble

(2) not e"ceed one hundred doll$rs

DE1))F per d$0

(3) $ccrue fro( the d$0 the public

bod0 is in nonco(pli$nce until $

'ritten deni$l is issued $nd

(4) be p$0$ble fro( the funds of the

public bod0.

14-2-12. !nforce(ent.

B


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A. An $ction to enforce the Inspection

of Public Records Act ($0 be brought b0=

(1) the $ttorne0 gener$l or the

district

$ttorne0 in the count0 of Curisdiction or

(2) $ person 'hose 'ritten re8uest

h$s been denied.

B. A district court ($0 issue $ 'rit of

($nd$(us or order $n inCunction or other

$ppropri$te re(ed0 to enforce the

pro/isions of the Inspection of Public

Records Act.

C. he e"h$ustion of $d(inistr$ti/e

re(edies sh$ll not be re8uired prior to

bringing $n0 $ction to enforce the

procedures of the Inspection of Public

Records Act.

D. he court sh$ll $'$rd d$($ges< costs

$nd re$son$ble $ttorne0s> fees to $n0 person

'hose 'ritten re8uest h$s been denied $nd

is successful in $ court $ction to enforce thepro/isions of the Inspection of Public

Records Act.

III3 Section 1);*;13 Ri0ht to In.(ect P+-lic

Recor,. Exce(tion.

A. RIG, O I7SP!* P?5%I*R!*ORS

he %$'

!/er0 person h$s $ right to inspect public records

of this st$te e"cept=

!ommentary

Thi. .ection .et. forth the f+n,amental r+le

that a (er.on may in.(ect any (+-lic recor,. of

the .tate exce(t tho.e that are .(ecifically

(rotecte,3 Mo.t recor,. 7e(t -y a (+-lic entity

.ho+l, -e a6aila-le for in.(ection3 Unle.. the

recor,. c+.to,ian i. (o.iti6e that a reco0ni/e,

exce(tion a((lie.' all le0itimate an,

a((ro(riate re:+e.t. m+.t -e honore,3


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Example 1:

A city program provides funds to low income

families for winterizing homes. To qualify for

program funds, applicants must provide certain

family and financial information. ecause the

administrator of the program would li!e to protect

the applicants" privacy, #ut has no specific legal #asis for !eeping the applications confidential, the

administrator requires only such personal

information as is necessary to operate the

program.

Example $:

A home#uyer receives what she considers to #e

deficient service from her real estate #ro!er. %n

response, she writes a letter to the municipality

that issued a #usiness license to the #ro!er and

alleges that the #ro!er #ro!e the law. The

pertinent municipal department evaluates the

complaint and decides that the allegations are not

worth pursuing. A newspaper investigating real

estate fraud learns a#out the complaint and

requests a copy. &o statute protects complaints

filed against #ro!ers. The municipality provides

the reporter with a copy of the complaint, with a

cover letter that explains the municipality"s

decision not to

% pursue any investigation, and disclaims any position

a#out the truth or falsity of the allegations in the

complaint.

!ommentary

"eca+.e of the (re.+m(tion in fa6or of the ri0ht to

in.(ect' (+-lic -o,ie. ac:+irin0 information .ho+l,

7ee( in min, that the recor,. they 7ee( 0enerally are

.+-9ect to (+-lic in.(ection3 Merely ,eclarin0 certain,oc+ment. to -e confi,ential -y re0+lation or

a0reement will not excl+,e them from in.(ection3

Similarly' an a0ency cannot ,eny acce.. to a recor,

.im(ly -eca+.e the a0ency o-taine, it +n,er a (romi.e

of confi,entiality3 To excl+,e a recor, from in.(ection'

the c+.to,ian m+.t -e (re(are, to .how that a .(ecific

law' co+rt r+le or con.tit+tional (ri6ile0e .+((ort.

confi,entiality3 "eca+.e of the (re.+m(tion in fa6or of

in.(ection an, to effecti6ely (rotect (er.onal

(ri6acy' the (+-lic -o,y .ho+l, -e .+re that the

information it 0ather. i. act+ally nee,e,3

Example ':

A government watchdog group requests the names

and salaries of employees who wor! for a county"sroad department. The director of the county

personnel office refuses to provide the information

#ecause he promised the employees that he would

not reveal the information and #ecause he feels

revelation would invade the employees" privacy.

The director"s policy is open to challenge #ecause

the names and salaries of pu#lic employees are

generally considered pu#lic information. (ithout a

specific law, court rule or constitutional privilege

to support it, the mere promise of confidentiality is

not adequate to deny access to the requested

information.

Example ):

A town resident sues the town government. efore

the court issues its decision, the parties agree to

settle the case. They enter into a settlement

agreement in which the town agrees to pay the

plaintiff a specified amount in damages. The

settlement agreement includes a provision ma!ing

the settlement terms confidential. The court entersan order dismissing the case. The order does not

incorporate the settlement agreement. *oon

afterwards, the mayor signs a voucher for the

amount of the settlement paya#le to the plaintiff in

the lawsuit. An interested citizen ma!es a request

for copies of certain vouchers, including the

voucher for the settlement amount. The town

provides copies of all vouchers requested, except

the one issued in connection with the settlement.

Access to that voucher is denied on the #asis that

the settlement amount is confidential under theterms of the settlement agreement. The town cannot

properly withhold the voucher #ecause, unless

protected #y law, information relating to a pu#lic

#ody"s expenditures is pu#lic. The town cannot

deny access to otherwise pu#lic records merely #y

entering into a voluntary settlement agreement that

declares certain information confidential.

&


15/73

5. !H*!PIO7S

8hen ,eterminin0 whether the .(ecific exce(tion. to

the Act a((ly to a (artic+lar recor,' (+-lic entitie.

.ho+l, 7ee( in min, that' altho+0h it exce(t. certain

matter. from the ri0ht to in.(ect' the Act .ho+l, not -e

inter(rete, a. re:+irin0 tho.e matter. to -e 7e(tconfi,ential3 In other wor,.' an a0ency may relea.e a

recor, co6ere, -y an exce(tion if the a0ency

,etermine. that relea.e wo+l, -e a((ro(riate an, not

in 6iolation of any other law that .(ecifically re:+ire.

that the recor, -e 7e(t confi,ential3

1. Medic$l Records

he %$'

Records pert$ining to ph0sic$l or (ent$l

e"$(in$tions $nd (edic$l tre$t(ent of persons

confined to $n0 institution.

!ommentary

A. written' the Act exem(t. from ,i.clo.+re certain

me,ical recor,. of (er.on. confine, to (+-lic

in.tit+tion.' howe6er' the New Mexico S+(reme !o+rt

ha. .+-.tantially ex(an,e, the exce(tion3 S(ecifically'

the !o+rt hel, in New.ome' $ N3M3 %$' that the

exce(tion (rotecte, em(loyee recor,. (ertainin0 to

illne..' in9+ry' ,i.a-ility' ina-ility to (erform a 9o- ta.7

an, .ic7 lea6e3 In a,,ition' the !o+rt ,i, not re:+ire'

a. a con,ition for confi,entiality' that the recor,.

(ertain only to (er.on. confine, to in.tit+tion.3 Th+.'

the exce(tion 0enerally (rotect. recor,. 7e(t -y any

0o6ernmental a0ency relatin0 to (hy.ical or mental

illne.. or me,ical treatment of in,i6i,+al.' a. tho.e

term. ha6e -een 9+,icially inter(rete,3

Example +:

A former inmate at the state penitentiary is #eing

considered for an important county o#. An

enterprising local ournalist wants to get the former

inmate"s psychiatric records from the penitentiary as

part of a story. -ecords of inmate mental examinations

while confined at the penitentiary are, however,

protected from disclosure under this exception.

Example :

A state employee ust got out of *t. /incent

0ospital where he underwent a delicate operation.

0is hospital records are su#mitted to the personnel

department of his office with his claim for

insurance. The medical records su#mitted forinsurance payment are protected from disclosure.

Example :

Applicants for a vacant district court udge

position are required to include in their application

to the udicial nominating commission information

a#out medical treatment. A local newspaper

requests copies of the applications in the hope of

o#taining information a#out one applicant"s

history of treatment for alcoholism. Any

information su#mitted #y the applicant concerning

such treatment is protected from disclosure.

2. %etters of Reference

he %$'

%etters of reference concerning e(plo0(ent<

licensing or per(its.

!ommentary

Thi. exce(tion (rotect. letter. of reference an

a0ency mi0ht o-tain re0ar,in0 a((licant. for

em(loyment' licen.e. or (ermit. from (+-lic

in.(ection3 A reference nece..arily con.i.t. of the

a+thor. .+-9ecti6e o(inion a-o+t the a((licant an,

may not nece..arily -e -a.e, on fact3 In a,,ition'

7nowle,0e that hi. or her o(inion a-o+t an

a((licant mi0ht -e ,i.clo.e, co+l, ,eter a (er.onfrom (ro6i,in0 letter. of reference or co+l, chill a

can,i, ,i.c+..ion of the a((licant. :+alification.3

Example 2:

A developer applies to the city council for a permit

to construct a supermar!et in a mostly residential

area. The council solicits references concerning the

developer from other pu#lic #odies for which the

developer had performed similar construction


16/73


services. 3r. 4oe, the town manager for a neigh#oring

town, writes a letter to the council detailing his

opinion that the developer did not adequately control

cost overruns on a town proect overseen #y the

developer. 3r. -oe, a resident of a neigh#orhood near

the planned supermar!et site, requests a copy of 3r.

4oe"s letter. The city council properly refuses 3r. -oe"srequest on the grounds that 3r. 4oe"s letter is a letter

of reference concerning a permit.

+. M$tters of Opinion

he %$'

%etters or (e(or$ndu(s 'hich $re ($tters of

opinion in personnel files or students> cu(ul$ti/e

files.

!ommentary

Thi. exce(tion i. aime, at (rotectin0 ,oc+ment. in an

a0ency. (er.onnel or .t+,ent file. that contain

.+-9ecti6e rather than fact+al information a-o+t

(artic+lar in,i6i,+al.3 A. the S+(reme !o+rt ex(laine,

re0ar,in0 material. in an em(loyee. fileC

The #e0i.lat+re :+ite o-6io+.ly antici(ate, that

there wo+l, -e critical material an, a,6er.e

o(inion. in letter. of reference' in ,oc+ment.

concernin0 ,i.ci(linary action' an, (romotion.

an, in 6ario+. other o(inion information that

mi0ht ha6e no fo+n,ation in fact -+t' if relea.e,

for (+-lic 6iew' co+l, -e .erio+.ly ,ama0in0 to

an em(loyee3

New.ome' $ N3M3 at %$43 A. with the exce(tion for

me,ical recor,.' the New.ome ca.e -roa,ly

inter(rete, thi. exce(tion. co6era0e to incl+,e,oc+ment. concernin0 infraction. an, ,i.ci(linary

action' (er.onnel e6al+ation.' o(inion. a. to whether a

(er.on wo+l, -e re;hire, or a. to why an a((licant wa.

not hire,' an, other matter. of o(inion3 A more recent

ca.e .imilarly inter(rete, the exce(tion to co6er

matter. of o(inion relate, to the wor7in0 relation.hi(

-etween an em(loyer an, em(loyee .+ch a. internal

e6al+ation. ,i.ci(linary re(ort. or ,oc+mentation

(romotion' ,emotion or termination information an,

(erformance a..e..ment.3 See !ox 63 New Mexico

De(t of P+-lic Safety' 1)& N3M3 $2)' $2$' *)*

P32, 41

clear that +nle.. they relate to the em(loyee.

wor7in0 relation.hi( with hi. or her em(loyer

matter. of o(inion are not (rotecte, .im(ly

-eca+.e they are 7e(t in the em(loyee. (er.onnelfile3

Example 5:

The sheriff"s office received a complaint from a

citizen regarding what she perceived as misconduct

#y the deputy during a routine traffic stop. The

complaint is placed in the deputy"s personnel file.

A reporter for a news #log as!s to inspect and copy

the complaint. Although maintained in the deputy"s

personnel file, the complaint is not a matter of

opinion exempt from disclosure. The complaint

came from a mem#er of the pu#lic and related to

her interaction with the deputy. The complaint was

not generated #y the sheriff or at the sheriff"s

request in connection with the sheriff and deputy"s

employment relationship. Accordingly, the sheriff"s

office must ma!e the complaint availa#le to the

reporter for inspection and copying.

!ommentary

Thi. exce(tion exten,. only to information that i. a

matter of o(inion3 Fact+al information or other

(+-lic information i. not (rotecte, merely -eca+.e

it i. 7e(t in em(loyee or .t+,ent file.3

Example 16:

A city employee who tends to get into trou#le with

her supervisor has, as a result, several letters ofreprimand in her personnel file. These letters, as

well as her annual evaluations, are not su#ect to

disclosure. 0owever, factual information in the file

concerning salary, annual leave or conflicts of

interest is not similarly protected.

Example 11:

A newspaper reporter interviewed the warden and

a spo!esperson for a state correctional institution

1


17/73

and learned that five night shift employees had #een

terminated after testing positive for mariuana. The

reporter requested permission to review the personnel

files of the five employees with the aim of learning

their identity. The correctional institution is not

required to provide access to the files #ecause, under

these facts, where the details a#out the disciplinarymeasures and other circumstances regarding the

discipline of the employees had already #ecome

pu#lic, divulgence of the former employees" identities

would compromise the privilege against disclosure of

disciplinary matters protected #y the Act. 7nder most

circumstances, however, the #are fact that a specific

employee has #een terminated would not #e

considered confidential information.

!ommentary

Re:+e.te, ,oc+ment. that contain .i0nificant fact+al

information in a,,ition to o(inion .ho+l, -e (ro6i,e,

with the o(inion information -loc7e, o+t or otherwi.e

re,acte,3 The (re.ence of (rotecte, o(inion

information in a ,oc+ment ,oe. not exem(t the

remain,er of the ,oc+ment from in.(ection3 5o-

a((lication. an, a((licant re.+me. are not matter. of

o(inion an, .ho+l, -e (ro6i,e, +(on re:+e.t3 8ith

re.(ect to .t+,ent file.' information not (rotecte, -y

thi. exce(tion may otherwi.e -e co6ere, -y the

(rotection 0rante, to .t+,ent recor,. +n,er fe,eral law3


18/73


Example 1$:

4uring the investigation of a series of armed #an!

ro##eries, the state police question a num#er of

suspects, including 3r. 8ot. 3r. 8ot #ecomes the target

of a grand ury, #ut is not indicted. Eventually a 3r.

8inc is arrested for the ro##ery, and is tried and

convicted. The state police close their file. 9ne year later, an author writing a #iography of 3r. 8ot

requests a copy of the closed file. The custodian for

state police records may provide the file after

removing or #loc!ing out material pertaining to 3r.

8ot and other information protected #y the law

enforcement records exception.

Example 1':

A village police chief is questioned #y the district

attorney"s office. The reporter for the local newspaper

finds out a#out the interview and contacts one of her

sources in the police department. The next day, the

headline in the newspaper reads: ;olice The reporter

decides to write a follow?up article and contacts the

police department to request copies of the police

chief"s expense records for out?of?town trips. The

records custodian for the police department cannot

deny access to the records merely #ecause the headline

in the newspaper accuses the police chief of a crime.

0owever, the records custodian may deny inspectionon grounds that the requested records reveal @

individuals accused #ut not charged with a crime> if

the police chief has #een designated a suspect or has

otherwise #een accused #ut not chargedB #y law

enforcement officials.

Example 1):

3s.


19/73

pu#lic records, and they must #e made availa#le to the

reporter.

Example 1:

3em#ers of the news media ma!e a request to inspect

records of the sheriff"s department concerning a theft

at a grocery store committed #y three uveniles whowere arrested #y the department. There is no law

protecting arrest records concerning uveniles. Thus,

they must #e made availa#le for inspection and

copying to the same extent as adult arrest records.

Example 1:

;eace officers sent to the scene of an alleged crime are

required to fill out a standard incident form. The form

is composed of two parts. The first part includes #asic

information a#out the incident, including a description

of the offense and type of inury or lossC information

a#out the victim and suspect, including names,

addresses and telephone num#ersC and the identity of

the reporting officer. The second part may include

initial investigatory information, such as the method

used to commit the crimeC potential location of the

suspectC witness interviewsC and evidence gathered at

the scene.

ecause the forms are not !ept in chronological order,

they do not qualify as original records of entry made pu#lic #y the Arrest -ecord

%nformation Act. &evertheless, except to the extent that

they qualify as protected law enforcement records

under the %nspection of ;u#lic -ecords Act, the forms

must #e made availa#le to the pu#lic. Thus, the law

enforcement agency generally ma!es the first part of

the form, which contains information li!e that typically

included in a police #lotter or other incident log,

availa#le for pu#lic inspection. efore allowing pu#lic

inspection of the second part of the form, the agency

#loc!s out information that reveals confidential sources, methods, information or persons accused #ut

not charged or arrested in connection with a crime,

and evidence received or compiled in connection with

the criminal investigation.

Example 12:

A deputy sheriff is involved in an accident that results

in fatalities. The accident occurs while the deputy is in

pursuit of a motorist suspected of driving while

intoxicated. The deputy is not accused or charged

with a crime and remains on duty. The sheriff"s

department maintains incident reports in

chronological order. A reporter as!s for a copy of

the incident report on the accident involving the

deputy. The request is denied on grounds that thecase is su#ect to an ongoing investigation.>

0owever, the law enforcement records exception

does not provide #lan!et protection from inspection

for ongoing investigations.> %n this case, incident

reports are compiled chronologically and appear

to qualify as original records of entry> that are

pu#lic under the Arrest -ecord %nformation Act. %n

addition, that Act designates records of traffic

offenses and accident reports> as pu#lic

information. 7nder these circumstances, the

incident report on the accident involving the

deputy must #e disclosed.

!ommentary

In exce(tional circ+m.tance.' information

containe, in an ori0inal recor, of entry or .imilar

recor, mi0ht -e re,acte, or -loc7e, o+t -efore the

recor, i. ,i.clo.e, in re.(on.e to a (+-lic recor,.

re:+e.t3 Information may -e withhel,' howe6er

only with .+-.tantial 9+.tification3 For exam(le' if

a law enforcement a0ency 7new or rea.ona-ly

.+.(ecte, that re6ealin0 a .(ecific 6ictim. a,,re..

wo+l, (+t the 6ictim. life in ,an0er' then the

a0ency co+l, 7ee( the a,,re.. confi,ential3 In

a,,ition' 6ictim. of crime. .(ecifie, in Article II'

Section *) of the New Mexico !on.tit+tion an, in

the Hictim. of !rime. Act


20/73


conferre, +n,er the con.tit+tion an, the Hictim. of

!rime. Act en, +(on final ,i.(o.ition of the co+rt

(rocee,in0.3

. *onfidenti$l M$teri$ls Act

he %$'

As pro/ided b0 the *onfidenti$l M$teri$ls Act.

!ommentary

The !onfi,ential Material. Act


21/73

#ecause it does not involve trade secrets or longrange

#usiness plans of the hospital discussed in a properly

closed meeting.

!ommentary

It .ho+l, -e note, that a (+-lic ho.(ital. recor,.

containin0 tra,e .ecret. an, attorney;client (ri6ile0e,

material. (ro-a-ly are (rotecte, -y other .tate law. a.

well a. +n,er thi. .(ecific exce(tion


22/73


identifier infor($tion sh$ll not be ($de $/$il$ble

on publicl0 $ccessible 'eb sites oper$ted b0 or

($n$ged on beh$lf of $ public bod0.

!ommentary

The Act (ermit. a (+-lic -o,y to re,act or -loc7 o+t

>(rotecte, (er.onal i,entifier information containe,

in a (+-lic recor, -efore ma7in0 the recor, a6aila-le

for in.(ection or co(yin03 A. ,i.c+..e, -elow in

!ha(ter H' Section E' the Act ,efine. >(rotecte,

(er.onal i,entifier information that may (ro(erly -e

re,acte,3 A (+-lic -o,y may not ,eny in.(ection of a

(+-lic recor, merely -eca+.e the recor, contain.

(rotecte, (er.onal i,entifier information3 To (rotect

the (er.onal i,entifier information' the (+-lic -o,y

may re,act it from the (+-lic recor, an, then ma7e there,acte, recor, a6aila-le for in.(ection an, co(yin03

The Act (ermit. -+t ,oe. not re:+ire a (+-lic -o,y to

re,act (rotecte, (er.onal i,entifier information

containe, in a (+-lic recor, -efore (ro6i,in0 the

recor, for in.(ection or co(yin03 In contra.t' the Act

(rohi-it. a (+-lic -o,y from ma7in0 recor,. that

contain (rotecte, (er.onal i,entifier information

a6aila-le on the (+-lic -o,y. we- .ite +nle.. the

(rotecte, (er.onal i,entifier information ha. fir.t -een

re,acte,3

&. Other %$'s

he %$'

As other'ise pro/ided b0 l$'.

!ommentary

The la.t exce(tion to the in.(ection ri0ht incor(orate.

limitation. on acce.. to (+-lic recor,. fo+n, in other

.tat+te. an, .o+rce. of le0al a+thority3 Th+.' a (er.on

who re:+e.t. a (artic+lar (+-lic recor, may fin, that it

i. (rotecte, or re0+late, -y a .(ecific .tat+tory or

co+rtreco0ni/e, r+le3

$. St$te %$'

The New Mexico .tat+te. incl+,e n+mero+.

(ro6i.ion. relatin0 to the confi,entiality of certain

(+-lic recor,.3 The.e .tat+te. are not nece..arily

con.i.tent3 Stat+te. (rotectin0 a certain 7in, of

recor,' for exam(le' financial information' in one

a0ency. file. may -e .ilent re0ar,in0 the .ameinformation in another a0ency. file.3 The .tat+te.

al.o ,o not alway. com(letely exem(t recor,.

from (+-lic in.(ection3 8hile .ome e.ta-li.h the

e..ential confi,entiality of recor,.' other. .im(ly

(ro6i,e that certain recor,. may -e ,i.clo.e, only

in a limite, way3 Recor,. co6ere, -y .tat+te. that

0o6ern the confi,entiality of recor,. 7e(t -y

(ri6ate (er.on. or -+.ine..e. are not >(+-lic

recor,.' an, are not .+-9ect to the Act3

Set forth -elow i. a -rief ,e.cri(tion of .ome

con.tit+tional' .tat+tory an, re0+latory exce(tion.

to the ri0ht of a (er.on to in.(ect any (+-lic recor,

of the .tate3 The li.t i. ill+.trati6e only an, i. not

inten,e, to -e exha+.ti6e3 In any 0i6en ca.e' the

(artic+lar re:+irement. of the.e (ro6i.ion. an,

other. 0o6ernin0 the ,i.clo.+re of .(ecific recor,.

.ho+l, -e re6iewe, to ,etermine how they a((ly3

7!9 M!HI*O SA?!S A77OA!

D1&#F

1-4-. Voter infor($tion

!ertain information from 6oter ,ata-a.e. may -e

relea.e, only with a+thori/ation -y the co+nty

cler7 an, cannot -e +.e, for +nlawf+l (+r(o.e.3

Hoter re0i.tration li.t. maintaine, -y the .ecretary

of .tate an, 6oter re0i.tration certificate. file, with

the co+nty cler7. are not co6ere, -y thi. .tat+tory

(ro6i.ion an, are (+-lic recor,. that m+.t -e

,i.clo.e, a. (ro6i,e, -y law3

2-+-1+. Ser/ice b0 legisl$ti/e council ser/ice

The ,irector an, em(loyee. of the le0i.lati6e

co+ncil .er6ice .hall not re6eal the content. or

nat+re of re:+e.t. or .tatement. for .er6ice' exce(t

with the con.ent of the (er.on ma7in0 .+ch

re:+e.t3

4-44-2. in$nci$l disclosures

1B


23/73

Di.clo.+re. of financial intere.t. -y co+nty official.

an, em(loyee. are a6aila-le from the co+nty cler7 for

(+-lic in.(ection' exce(t 6al+ation. attri-+te, to the

re(orte, intere.t.3

3-14-1). Public securities

Recor,. re0ar,in0 the owner.hi( or (le,0e of (+-lic.ec+ritie. are not .+-9ect to (+-lic in.(ection3

-1-#. $" returns

It i. 0enerally +nlawf+l for em(loyee. of the taxation

an, re6en+e ,e(artment to re6eal tax(ayer information

with .(ecifie, exce(tion.3

&-23-14. !duc$tion$l debts Information o-taine,

from the la-or ,e(artment -y a cor(oration or0ani/e,

+n,er the E,+cational A..i.tance Act concernin0

o-li0or. of .t+,ent ,e-t. .hall -e +.e, -y the

cor(oration only to enforce the ,e-t an, .hall not -e

,i.clo.e, for any other (+r(o.e3

11-1+-1. Indi$n g$(ing records

S(ecifie, information (ro6i,e, to the .tate 0amin0

re(re.entati6e +n,er the In,ian Gamin0 !om(act. i.

not .+-9ect to (+-lic ,i.clo.+re a-.ent (ermi..ion from

the affecte, tri-e or (+e-lo3 Protecte, information

incl+,e. tra,e .ecret.' .ec+rity an, .+r6eillance .y.tem

information' ca.h han,lin0 an, acco+ntin0information' (er.onnel recor,. an, (ro(rietary

information3

12-3-. Audit reports

Re(ort. of a0ency a+,it. an, examination. -y the .tate

a+,itor ,o not -ecome (+-lic +ntil fi6e ,ay. after the

re(ort i. .ent to the a0ency a+,ite, or examine,3

14-+-1.1. St$te $genc0 co(puter d$t$b$ses The

+.e of .tate a0ency ,ata-a.e. for commercial' (olitical

or .olicitation (+r(o.e. i. re.tricte,3

14-+-1#. %oc$l go/ern(ent d$t$b$ses

!o+ntie. an, m+nici(alitie. may char0e fee. for

electronic co(ie. of com(+ter ,ata-a.e. an, for acce..

to their com(+ter an, networ7 .y.tem. to .earch'

mani(+late or retrie6e information from a com(+ter

,ata-a.e3

14-3-1. ,e$lth infor($tion

In 0eneral' health information relatin0 an,

i,entifyin0 .(ecific in,i6i,+al. a. (atient. i.

.trictly confi,ential an, not a matter of (+-lic

recor,3

14-#-&.1 ocu(ents filed 'ith count0 cler6

Doc+ment. file, an, recor,e, in a co+nty cler7.office are (+-lic recor,. .+-9ect to ,i.clo.+re' with

certain exce(tion. incl+,in0 health information

relatin0 to .(ecific (atient. an, ,i.char0e (a(er. of

a 6eteran of the U3S3 Arme, Force.3 Death

certificate. are a6aila-le for in.(ection -+t may not

-e co(ie, for 44 year.3

1--&. *l$i(s $g$inst go/ern(ent$l entities

Recor,. maintaine, -y the ri.7 mana0ement

,i6i.ion (ertainin0 to in.+rance co6era0e an, to

claim. for ,ama0e. an, other relief a0ain.t

0o6ernmental entitie.' officer. an, em(loyee. are

confi,ential howe6er' recor,. (ertainin0 to claim.

are .+-9ect to (+-lic in.(ection 1& ,ay. after the

late.t of the fo+r occ+rrence. .(ecifie, in the

.tat+te3

1#-&-4. %ibr$r0 p$trons

Patron recor,. maintaine, -y (+-lic li-rarie. may

not -e ,i.clo.e, exce(t to li-rary .taff a-.ent the

con.ent of the (atron or a co+rt or,er3

22-21-2. Student lists

St+,ent' fac+lty an, .taff li.t. with (er.onal

i,entifyin0 information o-taine, from a (+-lic

.chool may not -e +.e, for mar7etin0 0oo,. an,

.er6ice. to .t+,ent.' fac+lty' .taff or their familie.3

24-1-. ,e$lth f$cilit0 co(pl$ints

!om(laint. a-o+t health facilitie. recei6e, -y the

health .er6ice. ,i6i.ion of the ,e(artment of health

.hall not -e ,i.clo.e, (+-licly in .+ch manner a. toi,entify the in,i6i,+al. or facilitie. if' +(on

in6e.ti0ation' the com(laint i. +n.+-.tantiate,3

24-1-2). Medic$l tre$t(ent records

File. an, recor,. of the ,e(artment of health

i,entifyin0 in,i6i,+al. who ha6e recei6e,

treatment' ,ia0no.tic .er6ice. or (re6entati6e care


24/73


are confi,ential an, not o(en to in.(ection exce(t

+n,er the .(ecifie, limite, circ+m.tance.3

24-14-2. Vit$l records

It i. +nlawf+l for any (er.on to (ermit in.(ection of or

to ,i.clo.e information containe, in 6ital recor,.


25/73

)-&-21. 9or6pl$ce s$fet0 inspections

Information o-taine, -y the De(artment of #a-or in

the co+r.e of an on;.ite con.+ltation re:+e.te, -y an

em(loyer an, any tra,e .ecret information o-taine, in

connection with the enforcement of the Occ+(ational

ealth an, Safety Act 0enerally i. confi,ential3

-1)-&. istress (erch$ndise s$le licenses The

filin0 of an a((lication for a ,i.tre.. merchan,i.e .ale

with a co+nty or m+nici(ality' the content. of the

a((lication' an, i..+ance of the licen.e are

confi,ential information +ntil after the a((licant

0i6e. (+-lic notice of the (ro(o.e, .ale3

-12-12. ?nf$ir tr$de pr$ctices

A ,eman, -y the Attorney General for the (ro,+ction

of tan0i-le ,oc+ment. or recor,in0. that i. -elie6e,

to -e rele6ant to an in6e.ti0ation of a (ro-a-le

6iolation of the Unfair Practice. Act i. not a matter of

(+-lic recor,3

#-1-4#. in$nci$l institutions

Recor,. of the financial in.tit+tion. ,i6i.ion of the

re0+lation an, licen.in0 ,e(artment are not .+-9ect to

.+-(oena an, are not (+-lic recor,.3

#-1+*-3). Securities Information o-taine, -y the ,irector of the .ec+ritie.

,i6i.ion of the re0+lation an, licen.in0 ,e(artment i.

(+-lic exce(t information o-taine, in connection

with an in6e.ti0ation of alle0e, 6iolation. an, certain

(ri6ile0e, financial an, tra,e .ecret information3

&A-4-11. Insur$nce e"$(in$tions

Pen,in0' ,+rin0 an, after the examination of an

in.+rance com(any -y the .+(erinten,ent of

in.+rance' financial .tatement.' re(ort. or fin,in0.

affectin0 the .tat+. of the com(any .hall not -e ma,e (+-lic +ntil after the .+(erinten,ent a,o(t. the

examination re(ort3

31-A-2. *o(pl$ints $g$inst dent$l he$lth c$re

licensees

!om(laint. to the -oar, of ,ental health care relatin0

to ,i.ci(linary action a0ain.t a ,enti.t or other

licen.e, ,ental health care (ro6i,er are confi,ential

+ntil the -oar, act. on the com(laint an, i..+e. a

notice of contem(late, action or reache. a

.ettlement3

31-14-1. Ani($l inocul$tions

Animal inoc+lation recor,. maintaine, -y any .tate

or local (+-lic a0ency are not (+-lic recor,. -+t'+(on re:+e.t' an a0ency may confirm or ,eny that

a (artic+lar animal ha. recei6e, inoc+lation. in the

(rece,in0 1* month.3

31-1#A-&. *ollection $genc0 licenses The

financial .tatement incl+,e, with the a((lication

for a collection a0ency licen.e .hall -e confi,ential

an, not (+-lic recor,3

33-2-.1. ri/ers> person$l infor($tion

Di.clo.+re of (er.onal information a-o+t ,ri6er.

o-taine, -y the Motor Hehicle Di6i.ion i.

+nlawf+l' with limite, exce(tion.3

33--3. ri/er>s license 8u$lific$tions Re(ort.

recei6e, or ma,e -y the health .tan,ar,. a,6i.ory

-oar, on whether a (er.on i. (hy.ically' 6i.+ally or

mentally :+alifie, for a ,ri6er. licen.e are

confi,ential an, may not -e ,i6+l0e, to any (er.on

or +.e, a. e6i,ence in any trial3

33--21+. Accident reports

8ith .(ecifie, exce(tion.' acci,ent re(ort. ma,e to

the .tate hi0hway an, tran.(ortation ,e(artment -y

(er.on. in6ol6e, in acci,ent. or -y 0ara0e. are for

the confi,ential +.e of the ,e(artment an, other

.(ecifie, a0encie.3

3&-11-2. Mining reports

Information re0ar,in0 (ro,+ction an, 6al+e of

(ro,+ction for in,i6i,+al mine. f+rni.he, yearly to

the minin0 an, mineral. ,i6i.ion of the ener0y'mineral. an, nat+ral re.o+rce. ,e(artment .hall -e

hel, confi,ential exce(t that it may -e re6eale, to

.(ecifie, a0encie.3

3&-2A-1). *o$l (ining per(its

The (ortion of an a((lication for a .+rface coal

minin0 an, reclamation (ermit (+r.+ant to the

S+rface Minin0 Act with information (ertainin0 to


26/73


analy.i. of chemical an, (hy.ical (ro(ertie. of coal

law for (+r(o.e. of the

>otherwi.e (ro6i,e, -y law exce(tion3 owe6er'

accor,in0 to the New Mexico S+(reme !o+rt' a

re0+lation ma7in0 certain recor,. (ri6ate may -e

(ro(er if the re0+lation i. a+thori/e, -y a .tat+te

an, i. nece..ary to carry o+t the .tat+te. (+r(o.e.3

See !ity of #a. !r+ce. 63 P+-lic Em(loyee #a-or

Relation. ",3' 1*1 N3M3 B&&' $1% P3*, )41 ;ursuant to this

statute, the 4epartment promulgates a regulation

that !eeps the identity of clients served #y pu#lic

and private mental health clinics confidential.

;u#lic health clinics may properly rely on the

*


27/73

regulation to deny requests to inspect records

containing information that identifies clients.

Example $+:

A state agency that oversees collective #argaining #y

pu#lic employees issues a regulation providing that the

names of employees on collective #argaining representative petitions shall #e !ept confidential. A

pu#lic employer requests access to a petition signed #y

a num#er of its employees that indicates the

employees" interest in having a representative election.

(hen the state agency denies access to the petition,

the pu#lic employer files a lawsuit challenging the

agency"s authority to !eep the employees" names

confidential #ecause no statute expressly protects the

names from pu#lic disclosure. The court upholds the

agency"s decision to deny access to the records #ased

on its regulation. The court correctly rules that the

otherwise provided #y law> exception incorporates

the regulation #ecause the regulation is authorized #y

a statute governing collective #argaining #y pu#lic

employees and effectuates the statute"s provisions that

expressly protect the right of pu#lic employees to

collectively #argain, to oin unions without

interference and to conduct representative elections in

secret.

b. eder$l %$'

Some .tate or local (+-lic a0encie. may -e .+-9ect to

fe,eral law. an, re0+lation. 0o6ernin0 the ,i.clo.+re

of (+-lic recor,.3 For exam(le' the Family E,+cational

Ri0ht. an, Pri6acy Act' * U3S3!3 1*2*0' (ro6i,e.

that fe,eral f+n,. will not -e a6aila-le to any

e,+cational a0ency or in.tit+tion that (ermit. the

relea.e of e,+cation recor,. or (er.onally i,entifia-le

information Directory information i. ,efine, to incl+,e a.t+,ent. name' a,,re..' tele(hone n+m-er' ,ate an,

(lace of -irth' fiel, of .t+,y' athletic (artici(ation'

,ate. of atten,ance an, ,e0ree. recei6e,3 Thi. fe,eral

.tat+te .+((lement. the (rotection .(ecifically

(ro6i,e, +n,er Section 1)*;1

1). !nd of *ounter/$iling Public Polic0

!"ception $nd *l$rific$tion of !"ecuti/ePri/ilege

$. *ounter/$iling Public Polic0

For many year.' New Mexico co+rt. reco0ni/e, a

>r+le of rea.on exce(tion to the ri0ht to in.(ect

(+-lic recor,. when there wa. a co+nter6ailin0

(+-lic (olicy a0ain.t ,i.clo.+re3 Un,er thi.

9+,icially;create, exce(tion' non,i.clo.+re of


28/73


(+-lic recor,. co+l, -e 9+.tifie, if the harm to the

(+-lic intere.t from allowin0 in.(ection o+twei0he,

the (+-lic. ri0ht to 7now3

The New Mexico S+(reme !o+rt a-oli.he, the r+le of

rea.on exce(tion in Re(+-lican Party of New Mexico

63 New Mexico Taxation an, Re6en+e De(artment'*1*;NMS!;*B' *&2 P32, &423 The !o+rt. ,eci.ion

ma7e. it clear that a (+-lic -o,y may withhol, a

(+-lic recor, only if it i. -a.e, on


29/73

IH3 Section 1);*;43 P+r(o.e of Act

Declaration of P+-lic Policy

he %$'

Recogni:ing th$t $ represent$ti/e go/ern(ent is dependent

upon $n infor(ed elector$te< the intent of the legisl$ture in

en$cting the Inspection of Public Records Act is to ensure< $nd

it is decl$red to be the public polic0 of this st$te< th$t $ll persons

$re entitled to the gre$test possible infor($tion reg$rding the

$ff$irs of go/ern(ent $nd the offici$l $cts of public officers $nd

e(plo0ees. It is the further intent of the legisl$ture< $nd it is

decl$red to be the public polic0 of this st$te< th$t to pro/ide

persons 'ith such infor($tion is $n essenti$l function of $represent$ti/e go/ern(ent $nd $n integr$l p$rt of the routine

duties of public officers $nd e(plo0ees.

!ommentary

Thi. (ro6i.ion .et. forth the (olicy -ehin, the Act3 The -a.ic (remi.e i.that (ro6i,in0 (eo(le with acce.. to information a-o+t the acti6itie. of (+-lic a0encie. re.+lt. in -etter 0o6ernment3 To+n,er.core the im(ortance of thi. (remi.e' the Act ,eclare. that (ro6i,in0 acce.. to (+-lic recor,. i. incl+,e, in the e..ential f+nction.

of 0o6ernment an, in the ,+tie. of it. officer. an, em(loyee.3


30/73


H3 Section 1);*;B3 Definition.

he %$'

As used in the Inspection of

Public Records Act=

A. @custodi$n (e$ns $n0

person responsible for

the ($inten$nce< c$re

or 6eeping of $ public

bod0>s public records<

reg$rdless of 'hether

the records $re in th$t

person>s $ctu$l ph0sic$l

custod0 $nd control

B. Bfile for($tB (e$ns the

intern$l structure of $n

electronic file th$t

defines the '$0 it is

stored $nd used

C. @inspect (e$ns to

re/ie' $ll publicrecords th$t $re not

e"cluded in Section 14-

2-1 7MSA

1&#

D. @person (e$ns $n0

indi/idu$l< corpor$tion<

p$rtnership< fir(<

$ssoci$tion or entit0

E. @protected person$lidentifier infor($tion

(e$ns=

(1)$ll but the l$st

four digits of $=

(a) t$"p$

0er

identific$

tion

nu(ber

(b) fin$nc

i$l

$ccount

nu(ber

or

(c) dri/er

>s license

nu(ber

(2)$ll but the 0e$r

of $ person>s

d$te ofbirth $nd

(3)$ soci$l securit0

nu(ber.

F. @public bod0 (e$ns

the e"ecuti/e<

legisl$ti/e $nd Cudici$l

br$nches of st$te $nd

loc$l go/ern(ents $nd

$ll $d/isor0 bo$rds<co((issions<

co((ittees< $gencies or

entities cre$ted b0 the

constitution or $n0

br$nch of go/ern(ent

th$t recei/es $n0 public

funding< including

politic$l subdi/isions<

speci$l t$"ing districts<

school districts $nd

institutions of highereduc$tion $nd

G. @public records (e$ns

$ll docu(ents< p$pers<

letters< boo6s< ($ps<

*)


31/73


t$pes< photogr$phs<

recordings $nd other

($teri$ls< reg$rdless of

ph0sic$l for( or

ch$r$cteristics< th$t $re

used< cre$ted< recei/ed<

($int$ined or held b0or on beh$lf of $n0

public bod0 $nd rel$te

to public business<

'hether or not the

records $re re8uired b0

l$' to be cre$ted or

($int$ined.

!ommentary

A. *?SOIA7

A c+.to,ian for (+r(o.e. of

the Act i. the (er.on

,e.i0nate, -y a (+-lic -o,y

who i. re.(on.i-le for the

(+-lic -o,y. recor,.'

where6er they are locate,3

Example $5:

A person interested in the

state"s policy regarding

hunting requests copies of

minutes for meetings of the

ame and =ish file format

mean. the internal .tr+ct+re

of an electronic file that

,efine. the way it i. .tore,

an, +.e,3 For exam(le' a

(+-lic -o,y may +.eMicro.oft 8or, to create

electronic ,oc+ment.3

Micro.oft 8or, i. the file

format for tho.e ,oc+ment.3

C. I7SP!*

The term >in.(ect a. +.e,

in the Act mean. to re6iew

any (+-lic recor, that the

Act ha. not exce(te, from

the ri0ht to in.(ect3

D. P!RSO7

The term >(er.on i. not

limite, to in,i6i,+al. an,

can a((ly to almo.t any ty(e

of entity' incl+,in0

cor(oration.' cl+-. an,

(artner.hi(.3

E. PRO!*!

P!RSO7A%

I!7II!R

I7ORMAIO7

A. ,i.c+..e, a-o6e in

!ha(ter III' Section "3&' the

Act (ermit. a (+-lic -o,y to

re,act >(rotecte, (er.onal

i,entifier information in a

(+-lic recor, -efore (ro6i,in0 the recor, for

in.(ection an, co(yin03 For

(+r(o.e. of the Act'

>(rotecte, (er.onal i,entifier

information i. all -+t the

la.t fo+r ,i0it. of a tax(ayer

i,entification n+m-er'

financial acco+nt n+m-er or

*4


32/73


,ri6er. licen.e n+m-er all

-+t the year of a (er.on.

,ate of -irth an, a .ocial

.ec+rity n+m-er3 If a re:+e.t

i. ma,e to in.(ect (+-lic

recor,. containin0 (er.onal

information' it may -ere,acte, on the 0ro+n,. that

it i. >(rotecte, (er.onal

i,entifier information only

if the (er.onal information

re:+e.te, fall. within the

Act. ,efinition3 Per.onal

information in (+-lic recor,.

that i. not >(rotecte,

(er.onal i,entifier

information a. ,efine, -y

the Act' m+.t -e ma,e

a6aila-le in re.(on.e to an

in.(ection re:+e.t' +nle..

that information i. (rotecte,

-y another law3

F. P?5%I* 5OJ

For (+r(o.e. of the Act' the

term >(+-lic -o,y refer. to

6irt+ally e6ery ty(e of 0o6ernmental -o,y' office or

a0ency3 It incl+,e. the .tate

an, local 0o6ernment.' an,

all -oar,.' commi..ion.'

a0encie. an, other entitie.

that are create, -y the .tate

con.tit+tion or -y any -ranch

of .tate or local 0o6ernment

that recei6e. (+-lic f+n,in0'

incl+,in0 (olitical

.+-,i6i.ion. an, in.tit+tion.of hi0her e,+cation3

Example '6:

A request is made to inspect

the file of an employee of a

community action agency.

The community action

agency is a private,

nonprofit organization that

administers programs aimed

at eliminating poverty. The

organization receives state

and federal funding for its

proects, #ut it was not

created #y the constitutionor any #ranch of

government, and its

programs and day?to?day

operations are not su#ect to

any governmental oversight

or supervision. 7nder these

circumstances, the

organization is not a pu#lic

#ody> and is not required #y

the Act to provide access to

its records.

Example '1:

A county commission decides

to lease the county hospital

to a private, nonprofit

corporation that will #e

solely responsi#le for the

hospital"s management and

operations. The mill levy

proceeds collected #y thecounty will #e turned over to

the corporation for purposes

of providing care to indigent

county residents and related

operations expenses. Two

county commissioners will

#e mem#ers of the hospital

governing #oard and the

county commission retains

the authority to remove and

replace the non?commissioner #oard

mem#ers if, in the

commission"s opinion, the

#oard is not fulfilling its

duties to provide adequate

health care services to the

county"s residents. %n

addition, the hospital #oard

is required to issue a report

*B


33/73


to the commission twice a

year and su#mit to annual

audits #y the county. A

citizen of the county as!s the

hospital #oard for a copy of

all expenditures made #y the

hospital the previous year for medical supplies. The

#oard constitutes a pu#lic

#ody for purposes of the Act

#ecause the hospital is

owned #y the county,

receives pu#lic funding from

the county and is su#ect to

oversight and control #y the

county commission. 7nless

an exception applies to the

expenditure records

requested, the hospital #oard

should ma!e the records

availa#le to the requester for

inspection.

Example '$:

The governing #ody of a

pue#lo receives a written

request for copies of all

minutes recorded #y the#ody for its meetings during

the prior six months. The

governing #ody is not

required #y the Act to

provide access to the

minutes #ecause it is not

covered #y the Act"s

definition of pu#lic #ody.>

The Act applies to records of

state government and local

governments of the state. %t does not apply to records

maintained #y the

governments of &ative

American tri#es, pue#los or

nations or #y the federal

government.

G. P?5%I* R!*ORS

A >(+-lic recor, i. ,efine,

to incl+,e any ,oc+ment'

ta(e or other material'

re0ar,le.. of form' that i.

+.e,' create,' recei6e,'

maintaine, or hel, -y or on

-ehalf of a (+-lic -o,y' an,i. relate, to (+-lic -+.ine..3

Example '':

The governing #oard of a

municipal electric utility

tape records its pu#lic

meetings and uses the tape

to draft written minutes.

9nce the minutes are

drafted, the tapes are erased

and reused. Two days after a

regular meeting of the

#oard, an individual who

attended the meeting as!s to

listen to the tape of the

meeting. 7nless the tape has

#een erased, the #oard must

comply with the request.

7ntil it is erased, a tape

recording of a #oard meeting

is used, maintained or held #y or on #ehalf of the #oard

and, therefore, constitutes a

pu#lic record. 4uring this

time, even if it is very short,

the tape is su#ect to

inspection.

Example '):

A person studying the

process of governmental

decision ma!ing su#mits tothe records custodian for the

governor"s office a request to

inspect all email messages

transmitted #etween the

governor"s office and the

spea!er of the house of

representatives during the

legislative session. =inding

*%


34/73


no exception under the Act

or other law precluding

pu#lic disclosure, the

records custodian permits

the requester to review and

print copies of the requested

messages that have #een stored in the governor"s

office"s computerized

data#ase, there#y complying

with the Act.

!ommentary

Recor,. +.e,' create,'

recei6e,' maintaine, or hel,

on -ehalf of a (+-lic -o,yare (+-lic recor,. 9+.t a. if

they were maintaine, -y the

(+-lic -o,y it.elf3 In thi.

re0ar,' if email i. +.e, to

con,+ct (+-lic -+.ine..' the

email i. a (+-lic recor, e6en

tho+0h a (er.onal acco+nt i.

+.e,3 The (er.on +.in0 the

(er.onal acco+nt i.

effecti6ely +.in0' creatin0'

recei6in0' maintainin0 or

hol,in0 the (+-lic recor, on

-ehalf of the (+-lic -o,y3 On

the other han,' not e6ery

(er.onal email of a (+-lic

official i. nece..arily a

(+-lic recor,3 The

comm+nication m+.t relate

to (+-lic -+.ine.. an, -e

maintaine, or hel, on -ehalf

of a (+-lic -o,y to -e a (+-lic recor,3

Example '+:

The mayor of a city routinely

uses his personal email

account to communicate, in

his official capacity, with

city councilors and lo##yists

regarding city #usiness. An

interested citizen requests all

email communications

#etween the mayor and

lo##yists regarding an issue

currently facing the city. %n

responding to the request,

the mayor must include all applica#le messages sent to

and from his personal email

account as they are records

related to pu#lic #usiness

held on #ehalf of the city.

Example ':

Foe wor!s for the

4epartment of ame and

=ish. Foe receives a personal

email, on his personal

account, from Fane, a

private citizen, that contains

a comment on an issue

#efore the 4epartment of

0ealth. Fane is Foe"s

personal friend and is not

connected to his wor! for the

state. Foe replies to the

email. The emails were not

sent or received in Foe"sofficial capacity and did not

influence his wor!. (e do

not #elieve the emails are

pu#lic records, even though

they technically relate to

pu#lic #usiness, #ecause

they were not used, created,

received, maintained or held

on #ehalf of a pu#lic #ody.

Example ': A request for records

pertaining to inmates housed

at the county ail is made to

the ail administrator. The

ail administrator is

employed #y a private

company that provides,

manages and operates the

county ail. The ail

*&


35/73


administrator refuses to

provide the records on the

#asis that they are !ept #y

the private company and

therefore are not pu#lic

records. The requester goes

to district court for aninunction requiring the ail

administrator to allow

inspection of the records.

The county ail is a pu#lic

facility and the private ail

operator is performing a

governmental function that

otherwise would #e

performed #y the county.

Thus, it is li!ely that a court

reviewing the issue would

rule that the inmate records

are pu#lic records #ecause

they are created, used and

maintained on #ehalf of a

pu#lic #ody, i.e., the county,

and relate to pu#lic

#usiness. *ee Toomey v.


36/73


private arts program as part

of any formal report or

application to the state

agency. 9f course, even

though the report is not a

pu#lic record su#ect to

inspection, the Act would not have prohi#ited the agency

from voluntarily providing

the report in response to an

inspection request made

while the report was

temporarily in the agency"s

custody.

Example '5:

A city employee teaches an

evening course in a private

college program for adults.

0e used his lunch hour to

prepare for class and !eeps

his papers for the course in

his des! in his office. These

papers are not prepared in

connection with his

employment duties and are

not pu#lic records of the city

su#ect to inspection uponrequest.

!ommentary

In .ome .it+ation.' (er.onal

contact information hel, -y

a (+-lic -o,y may not

con.tit+te a >(+-lic recor,

for (+r(o.e. of the Act3 In a

recent ca.e' the New Mexico!o+rt of A((eal. ,etermine,

that (er.onal information

incl+,e, in a citi/en.

com(laint file, with a (+-lic

-o,y' .+ch a. the citi/en.

home a,,re.. an, tele(hone

n+m-er an, .ocial .ec+rity

n+m-er' mi0ht -e re,acte,

-efore ma7in0 the com(laint

a6aila-le for (+-lic

in.(ection3 See !ox' 1)&

N3M3 at $)13 The co+rt

o-.er6e, that the (er.onal

information wa. not ,irectly

relate, to the com(laint

.+-mitte, to the (+-lic -o,y'wa. not nece..ary to the

(+-lic. in.(ection of the

.+-.tance of the com(laint.'

an, that relea.e mi0ht lea,

to .+-.tantial harm to the

citi/en com(lainant .+ch a.

i,entity theft3 (rotecte, (er.onal i,entifier

information in a (+-lic

recor,

-efore allowin0 in.(ection

an, co(yin03=

For rea.on. .imilar to tho.e

the co+rt +.e, to 9+.tify

(rotectin0 (er.onal contactinformation in com(laint.

file, -y (ri6ate citi/en.' the

home a,,re.. an, tele(hone

n+m-er. of (+-lic

em(loyee. may al.o -e

(rotecte, from ,i.clo.+re3 In

the (a.t' a (+-lic em(loyee.

(er.onal contact information

wa. con.i,ere, a (+-lic

recor, an, .+-9ect to (+-lic

in.(ection3 "eca+.e homea,,re..e. an, tele(hone

n+m-er. were alrea,y

a6aila-le to the (+-lic

thro+0h (+-lication in

tele(hone ,irectorie. an,

.imilar .o+rce.' there

a((eare, to -e little

9+.tification for ,enyin0

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(+-lic acce.. to the .ame

information containe, in the

recor,. of (+-lic -o,ie.3

Thi. 6iew ha. chan0e, in

recent year.' ,+e to the wi,e

a6aila-ility of an, acce.. to

information on the Internet'

concern. a-o+t i,entity theft' an,

(+-lic (re..+re to limit +nwante,tele(hone' mail' an, email

.olicitation.3 Recor,. of home

a,,re..e. an, tele(hone n+m-er.

of a (+-lic -o,y. em(loyee.

con.tit+te >(+-lic recor,. for

(+r(o.e. of the Act only if they

>relate to (+-lic -+.ine..3 Thi. i.

con.i.tent with the Act. (+r(o.e'

,i.c+..e, a-o6e' to en.+re (+-lic

acce.. to >information re0ar,in0

the affair. of 0o6ernment an, the

official act. of (+-lic official.

an, em(loyee.3 Generally' a

(+-lic -o,y maintain. em(loyee

home a,,re..e.' tele(hone

n+m-er. an, .imilar (er.onal

contact information for

a,mini.trati6e (+r(o.e.3 The

information' -y it.elf' re6eal.

nothin0 a-o+t the official act. of

the em(loyee. or the o(eration. or acti6itie. of the (+-lic -o,y3

Th+.' in mo.t ca.e. a (+-lic -o,y

may ,eny a re:+e.t to in.(ect

recor,. of it. em(loyee. (er.onal

contact information -eca+.e that

information i. not a >(+-lic

recor,3

Example )6:

A newspaper requests

payroll information for a

village"s employees. Therecords include the

employees" names, home

addresses and salaries.

The village provides the

newspapers with copies of

the records, after

redacting the employees"

home addresses. The

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village properly denied

inspection of the home

addresses #ecause that

information is not a

pu#lic record that is open

to inspection under the

Act.

!ommentary

In limite, .it+ation.'

(er.onal contact

information for a (+-lic

-o,y. em(loyee. may

con.tit+te a (+-lic recor,

that m+.t -e ma,e

a6aila-le for in.(ection3For exam(le' (+-lic

in.(ection may -e

a((ro(riate if a (+-lic

-o,y. em(loyee wor7. at

home' .o that the

em(loyee. wor7 a,,re..

i. al.o that em(loyee.

home a,,re..3 Another

exam(le i. where a (+-lic

official i. re:+ire, -y law

to re.i,e within a certain

city' co+nty or ,i.trict3 In

that .it+ation' the (ortion

of the official. a,,re..

that .how. the city'

co+nty or ,i.trict in which

the em(loyee li6e. mi0ht

con.tit+te a (+-lic recor,3

HI3 Section 1);*;%3

De.i0nation of

!+.to,ian

D+tie.

2*


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he %$'

!$ch public bod0 sh$ll

design$te $t le$st one

custodi$n of public records'ho sh$ll=

A.recei/e re8uests<

including electronic

($il or

f$csi(ile< to inspect public

records

B. respond to re8uests in

the s$(e (ediu(<

electronic or p$per< in

'hich the re8uest '$s

($de in $ddition to $n0

other (ediu( th$t the

custodi$n dee(s

$ppropri$te

C. pro/ide proper $nd

re$son$ble

opportunities to inspect

public records

D.pro/ide re$son$ble

f$cilities to ($6e or

furnish copies of the

public records during

usu$l business hours

$nd

E. post in $ conspicuous

loc$tion $t the

$d(inistr$ti/e office<$nd on the publicl0

$/$il$ble 'ebsite< if $n0<

of e$ch public bod0 $

notice describing=

(1) the right of $ person

to inspect $ public bod0>s

records

(2) procedures for

re8uesting inspection of

public records< including

the cont$ct

infor($tion for the

custodi$n of public

records

(3) procedures for

re8uesting copies of public

records

(4) re$son$ble fees for

cop0ing public records

$nd

(5)the responsibilit0 of $ public bod0 to ($6e

$/$il$ble public records

for inspection.

!ommentary

A. !SIG7AIO7 O

*?SOIA7

Each .tate an, local

0o6ernment -oar,'

commi..ion' committee'

a0ency or entity m+.t

,e.i0nate a c+.to,ian to

han,le re:+e.t. to in.(ect

(+-lic recor,.3 c+.to,ian in !ha(ter H'Section A= The (er.on

,e.i0nate, .ho+l, -e

7nowle,0ea-le a-o+t the

7in,. of recor,. 7e(t -y the

(+-lic -o,y' the

re:+irement. of the Act' an,

any .(ecific .tat+te. or

re0+lation. (rotectin0 or

otherwi.e affectin0 the

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(+-lic -o,y. recor,.3

A0encie. ,o not ha6e to hire

new em(loyee. 9+.t to -e

their recor,. c+.to,ian.3 The

(er.on who i. a((ointe, the

recor,. c+.to,ian may -e an

exi.tin0 em(loyee' e303' aco+nty cler73 In a,,ition' the

Act i. not inten,e, to ma7e

the c+.to,ian the excl+.i6e

em(loyee with (ower to

re.(on, to in.(ection

re:+e.t. other em(loyee.

may' on -ehalf of the recor,.

c+.to,ian' f+rni.h (+-lic

recor,. for in.(ection or

otherwi.e re.(on, to

re:+e.t. to in.(ect (+-lic

recor,.3

B. R!SPO7S! I7 SAM!

M!I?M

A c+.to,ian recei6in0 an

in.(ection re:+e.t m+.t

re.(on, in the .ame me,i+m

in which the c+.to,ian

recei6e, the re:+e.t' -e itelectronic or (a(er3 The

c+.to,ian may (ro6i,e an

a,,itional re.(on.e to the

.ame re:+e.t in any other

me,i+m the c+.to,ian ,eem.

a((ro(riate3

*. R!ASO7A5%!

OPPOR?7IJ

O

I7SP!*

S+-9ect to the Act. .(ecific

re:+irement. ,i.c+..e,

-elow' a c+.to,ian m+.t

(ro6i,e (ro(er an,

rea.ona-le o((ort+nitie. to

in.(ect (+-lic recor,.3 Thi.

,oe. not mean that a re:+e.t

to in.(ect m+.t ta7e

(rece,ence o6er all other

-+.ine.. of the (+-lic -o,y3

Rather' the ,+ty to (ro6i,e

rea.ona-le o((ort+nitie. to

in.(ect (ermit. a recor,.

c+.to,ian to ta7e intoacco+nt the (+-lic -o,y.

office ho+r.' a6aila-le .(ace'

a6aila-le (er.onnel' nee, to

.afe0+ar, recor,. an, other

le0itimate concern.3

Accor,in0ly' the c+.to,ian

may im(o.e rea.ona-le

con,ition. on acce..'

incl+,in0 a((ro(riate time.

when' an, (lace. where'

recor,. may -e in.(ecte,

an, co(ie,3 Generally' the

o-li0ation to (ro6i,e

rea.ona-le acce.. to (+-lic

recor,. .ho+l, not re:+ire an

office to ,i.r+(t it. normal

o(eration. or remain o(en

-eyon, it. normal ho+r. of

o(eration.3

Example )1: A city treasurer"s office

posts its accounts and

closes its #oo!s at the end

of each month. A request to

inspect the account ledgers

for the city on the last

#usiness day of the month

would interfere with the

a#ility of the office to close

the accounts. %n such a

case, it would #ereasona#le to as! the

requester to return the next

day to inspect the ledgers.

Example )$:

A person wishes to inspect

all the contracts entered

into #y a school district for

2)


41/73


the past five years. To give

the person free access to all

the filing

Documents

Inspection of Public Records Compliance Guide 2015