What is a public record? The Florida Law on “Public Records” may be found HERE
Public records “means all documents, papers, letters, maps, books, tapes, photographs, film, sound recordings, data processing software, or other material, regardless of physical form , characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency.” [FS 119.011 (12)]
Public Records in the custody of the Indian River County Supervisor of Elections are available for personal inspection by any person pursuant to Florida’s Public Records Law, Chapter 119, Florida Statutes with the exception of those records specifically exempted or made confidential by law.
How can I make a public records request?
A request may be made in person, by mail, email, and fax or by calling our office. A requestor is not required to disclose the reason for the request or identity of themselves.
Indian River County Supervisor of Elections
4375 43rd Avenue
Vero Beach, FL 32967
Inspection of records may take place during normal business operating hours. Records will be made as quickly as practical once the request is made.
What’s exempt from a public records request?
· Voter Signature (may not be copied, only viewed)
· Social Security Numbers
· Driver’s License Numbers
· Protected Address’s on Voters Records
· Some personnel records may be exempt
On-Site Inspection of Records:
The office will provide deputy assistance free of charge except when it requires extensive time, (exceeding 15 minutes), by personnel involved in providing the records including the time it takes to research for the records, remove exempt data, photocopy the record if necessary for redaction, protect the records during inspection, and re-file the records. The requester will be charged $15.00 per hour for any request that exceeds 15 minutes in addition to the cost of the copies. If, in the opinion of the Supervisor of Elections or her designee, the request involves such an extensive use of clerical time that more than one staff member is required to fulfill the request, an additional charge of $15.00 per hour for each additional person will be added. A member of the staff will contact the requester with an estimated time of completion and an estimate of the approximate cost. A deposit in the amount of the estimated cost will be required to initiate the request.
Public records document production costs:
The custodian shall furnish a copy of the record requested. Florida law authorizes the Supervisor of Elections to charge for the production of copying a public records request. Payment is due at the time of order. The office only accepts cash or check.
· Duplicated copies of not more than 8 ½ inches by 14 inches will be charged (1 sided): $ 0.15
· 2 sided copies: $ 0.20
· CD: $ 15.00
· Email: Free
· Certified copies will be charged at $1.00 per page
Electronically maintained records:
In accordance with Section 119.09(1)(b), Florida Statutes, “If the nature or volume of public records requested to be inspected, examined, or copied…is such to require the extensive use of information technology resources or extensive clerical or supervisory assistance by personnel of the agency involved, or both, the agency may charge, in addition to the actual cost of duplication, a special service charge, which shall be reasonable and shall be based on the cost incurred for such extensive use of information technology resources or the labor cost of the personnel providing the service that is actually incurred by the agency or attributable to the agency for the clerical and supervisory assistance required, or both.”
Reservation of authority:
The authorization to issue, and/or revise this policy is reserved to the Supervisor of Elections.