Procedures for Inspecting and Copying Public Records of the Board

Procedures for Inspecting and Copying Public Records of the Board. The following is intended for the purpose of providing reasonable written procedures concerning the cost, time, place and method of access, under the provisions of the MS Public Records Act (Open Records Act) [Section 25-61-5, et seq.] A. Board minutes, the annual audit and other Board documents and/or reports may be inspected in the Office of the Executive Director but shall not be removed from his/her control and custody. B. All requests to inspect Board documents and/or records must be submitted to the Executive Director in writing specifically setting out the documents and/or records to be inspected. C. The Executive Director, upon receipt of any such request, shall review same and determine whether the records sought are exempt under the Mississippi Public Records Act, and shall either produce records or access to records or deny access to or production of the records sought within seven (7) working days from the date of the receipt of the request for the production of the record. If MIB is unable to produce a public record by the seventh working day after the request is made, MIB must provide a written explanation to the person making the request stating the record requested will be produced within the seven-day period unless there is a mutual agreement of the parties, but in no event shall the date for MIB’s production of the requested record be any later than fourteen (14) working days from the receipt by MIB of the original request. D. The cost of copying and mailing said documents and/or records shall be paid by the requesting party prior to the receipt of the copies. E. Cost of mechanical reproduction of documents and/or records will be calculated on the basis of actual cost. F. The mode of transmission will be designated by the requesting party who shall pay the actual cost of same. G. The Executive Director may waive any or all of the forgoing requirements related to written notice, time and method of access, prepayment of expenses whenever the determination is made that such waiver would be in the public’s best interest. H. There shall be no charge for inspection of the current Board records maintained by the Secretary to the Board. Costs of obtaining records from any storage facilities and the search for it shall be charged based on actual costs. I. Mailing costs shall be calculated at the applicable rate for each such mailing. If the request involves a notice to be given to a third party, the cost of mailing such notice via certified mail return receipt requested shall be charged to the person requesting such public records. J. There shall be a charge of $0.50 per page for each copy. Copies printed on both sides (front and back) shall be considered as two pages for copy charge purposes.