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Example Letter to Clerks of Superior CourtDecember 28, 2004 Ms. Sarah D. Moore Clerk of Superior Court- Dade County P.O. Box 417 Trenton, GA 30752 RE: Open Records Request Dear Ms. Moore: This is a public record
request for the following information regarding the November 2nd 2004 General
Election: 1) Pursuant to Georgia
“Rules of State Election Board” 183-1-2-.02(5)(a)3: 2) Pursuant to Georgia
“Rules of State Election Board” 183-1-2-.02(5)(a)5: 3) Pursuant to Georgia
“Rules of State Election Board” 183-1-2-.02(5)(a)5: 4)
Pursuant to Georgia “Rules of State Election Board”
21-2-500(a) and 183-1-12-.02(6)(a): As you know, the Georgia
Open Records Act states that reasonable charges may be assessed "for
search, retrieval, and other direct administrative costs for complying with a
request under this Code section. The hourly charge shall not exceed the
salary of the lowest paid full-time employee who, in the discretion of the
custodian of the records, has the necessary skill and training to perform the
request; provided, however, that no charge shall be made for the first
quarter hour." [O.C.G.A. § 50-18-71(d)] I am prepared to pay
reasonable search and retrieval fees if necessary. As you know, advance
payment is not required under the Act. [O.C.G.A. § 50-18-71(g)] Instead, once
documents are requested, charges for all costs incurred by your agency can be
collected in the same manner as taxes due. [O.C.G.A. § 50-18-71(g)] In order to make such a
fee request, however, your agency must first notify me of the estimated cost
of the copying, search, retrieval and other authorized fees before they are
incurred. [O.C.G.A. 50-18-71.2] Also, O.C.G.A. §
50-18-71(g) states records maintained by computer shall be made available
where practicable by electronic means. If my request is denied in whole
or in part, I ask that your agency justify all deletions by reference to
specific exemptions of the Georgia Open Records Act. I will also expect you to release all
segregable portions of otherwise exempt material. Also, know that the Open Records Act sets fines up to $100 for
any government employee who fails to provide a requested public document
within three (3) business days, unless there are out-of-the-ordinary
extenuating circumstances. Therefore, I will expect your agency to produce
the requested information within the three-day limit or give written reasons
why not, and the specific date the records will be available. We are also including,
via U.S. postal service, a record copy of this request marked “File Copy: Do
Not Duplicate”. Thank you for your
assistance. Should your have any questions, please do not hesitate to contact
me at <phonenum> or via email at <name> Sincerely, <name> 2 Pages sent via fax to: (706) 657-8284
facsimile
transmittal sheet
Ö Urgent For Review Please Comment Please Reply Please Recycle notes/Comments: Dear Ms. Moore: Please read and respond to the
following Open Records Request within 3 days of request. <name> PhoneNum
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