Commissioners weigh responses to high-volume public-records requests from title firms

Commissioners discussed a recurring workload from title companies and third-party websites requesting large volumes of public records and directed county staff to standardize responses and track staff hours.

Commissioner Corey Crandall described instances where title companies or third parties requested substantial copies of indexes and other records, sometimes requiring staff to disassemble bound volumes to scan pages. Crandall said the state public-records statute allows a limited amount of staff time to satisfy requests (he described an 8 cumulative‑hour threshold), and he told staff to start recording time spent on these requests and to prepare a standardized letter notifying high‑volume requesters that the county will assess hours beyond the statutory allowance.

Crandall said some requesters form multiple organizations to multiply the county staff time consumed. He asked staff to forward the emails with the most recent requests so the county attorney could draft form responses and to include notice that the county will begin applying the statutory cumulative‑hours calculation and, if necessary, bill requesters for staff time and associated costs after the allowance is exhausted.

Sandy Olsen (county clerk) and other staff said many indices are bound in formats that are difficult to copy; staff suggested asking requesters to inspect originals in person when scanning or copying is impractical. Commissioners did not adopt a formal billing policy at the meeting but instructed staff to prepare draft responses and to bring the issue to the County Attorneys Association if legal clarification is needed.