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Benton County adopts written open-records policy to standardize requests and fees
Summary
The Benton County Board of Supervisors adopted a written open-records policy that standardizes request forms, fee recovery and a central log to track requests across departments.
The Benton County Board of Supervisors adopted a county open-records policy intended to standardize how departments receive, log, respond to and bill for public-records requests.
County staff who drafted the policy said they created a written request form, a response form and a recommended fee structure. The policy specifies that the first half-hour of staff time is provided without charge and that the county may recover the actual cost of staff time and copying for requests that exceed that threshold. Departments will provide estimates of charges up front and collect payment before fulfilling requests when fees are applicable.
Staff said the central log will ensure requests are tracked across departments and prevent records from being overlooked. The policy also provides for keeping copies of request and response forms in departmental files and in the auditor’s records. The drafter said she cross-checked the policy with Iowa Code chapter 22 and consulted other counties’ templates to make the policy fit Benton County practices.
Nut graf: The policy formalizes the mechanics of handling public-records requests — a written form, upfront fee estimates, a uniform treatment of the first half-hour of staff time, and a countywide log — aiming to improve transparency and make cost recovery consistent across departments.
Key points
- Uniform forms: A request form and a response form will be used by all departments; departments will attach the response and retain a copy for audit purposes.
- Fees and payment: The first half-hour of staff time is free; thereafter the county may charge actual cost for staff time and copying materials. Departments will provide an estimate and collect payment (cash or check) before starting large requests; hard-copy printing and USBs will be charged at actual cost.
- Recordkeeping: Staff will maintain a central log of requests, responses, fees charged and staff time spent so the county can track responsiveness and cost recovery.
- Implementation: Clerk/Records staff will distribute the policy to department heads, provide guidance on charging and collecting fees and update the policy “revised” date if state law changes.
Ending: The board adopted the policy (resolution 25-79) and staff will circulate the forms and train department heads on procedures and recordkeeping.
