Procedures for Handling Public Record Requests

Procedures for Handling Public Record Requests. A. A request for information under the Mississippi Public Records Act shall be submitted in writing to the Mississippi Veterans Affairs, Office of the Executive Director, or directly to the Administrator of each of the four State Veterans Nursing Homes. B. All requests for information should be marked “Request for Public Documents,” and shall identify the records, give the name, address, and telephone number of the requesting party, and must be signed by the requesting party. This requirement may be waived on a case by case basis by the Executive Director or his designee to facilitate the orderly and timely release of the information. C. MSVA or SVNH shall respond to the request in writing within fourteen (14) working days from the date of request. Denials shall contain the specific reasons for the denial. Copies of all denials shall be maintained on file by MSVA or SVNH for not less than three (3) years from the date the denial is made. The person making the request may appeal any denial directly to the Executive Director. D. If the records will be disclosed, the Board, MSVA, or SVNH will give an estimate of the total cost, if any, for the compliance with the request. If the estimate is agreeable to the requestor, MSVA or SVNH will produce the records requested no later than fourteen (14) working days from the date the request was received. Payments must be made by case, money order, or cashier’s check prior to the requestor receiving the materials. E. Records furnished to MSVA by third parties, which are not public bodies as defined in the Public Records Act, will not be released until notice to the third parties has been given. The records shall be released in twenty-one (21) days unless the third party obtains a court order protecting the records as confidential.