The Open Records Officer performs specific functions under state law:                   

• receives requests for public records,

• directs requests to other appropriate persons within the Borough or to the appropriate persons in another agency,

• tracks the Borough's progress in responding to requests, and

• issues interim and final responses.

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When the Open Records Officer receives a request for a public record, he or she will:

• stamp the date of receipt on the written request,

• compute the day on which the five-day response expires and make a notation of that date on the written request,

• maintain an electronic or paper copy of a written request, including all documents submitted with the request until the request has been fulfilled, and

• create a file and keep all of the following:

• the original request,

• a copy of the response, and

• a record of written communications with the requester.

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If the request is denied, the written request will be maintained for 30 days.

If an appeal is filed, the records will be maintained until a final determination is issued or the appeal is deemed denied.

All requests for public records of Millersville Borough must be specific in identifying and describing with sufficient detail each public record requested.

The Open Records Officer, or his or her designee, shall be present when all public records are inspected and examined.

In no case shall the Borough of Millersville be required to create a public record which does not exist or to compile, maintain, format or organize a public record in a manner in which Millersville Borough does not compile, maintain, format or organize the public record.