Open Records Requests & Records Retention
Mid-Continent Public Library is subject to the Missouri Open Records Law “Missouri Sunshine Law” (Chapter 610, RSMO) and certain requirements regarding records retention.
Retained Records
Mid-Continent Public Library maintains and retains its records in accordance with state laws and regulations. Unless otherwise provided by law, records are retained or disposed in accordance with the Records Retention Schedules adopted by the Missouri Secretary of State Library Records Retention Schedules and the General Records Retention Schedules as described in Chapter 109, Section 255, RSMo.
Public Records
All records of the Library are public records. However, not all public records are open under Missouri Sunshine Law. Certain records may be closed or exempt from public inspection.
Requests for Records
The Executive Director (or designee) serves as the Custodian for the Library. Any person may request to inspect or receive copies of the library’s non-exempt public records.
Requesters are encouraged to use the Official Open Records Request form provided by the Missouri Attorney General. If a requester is requesting to be provided with copies of open public records, they must provide a sufficiently precise description of the documents they are seeking so as to allow the Records Custodian to readily identify them.
All Open Records Requests may be submitted via U.S. Mail (15616 E. 24 Hwy., Independence, Missouri 64050), email (openrecordsrequest@mymcpl.org), online request, or hand delivery. Open Records Requests should be directed to ATTN: LIBRARY RECORDS CUSTODIAN: OPEN RECORDS REQUEST.
Response
Mid-Continent Public Library has three (3) business days in which to respond to an Open Records Request. This time begins to run the next business day after the request is received.
The Custodian of Records must respond to requests, by: (1) providing the requested records; (2) informing the requestor that the records sought are closed, and citing the proper provision for closure; or (3) explaining the cause of the delay and estimating when the records will be provided.
To the extent a request is granted, the response will provide a timeframe when the requested open public documents may be inspected in person, or will inform the requester of the applicable copying charge and postage fee required to be paid before copies of the non-exempt public documents may be provided.
Copies and Costs
To the extent a request is granted, copies of the responsive open public records requested may be provided at a cost of $0.10 per page. Requests for specialized or non-standard copies (e.g., color or oversized copies) will be provided at the cost incurred by the library to produce them. The Library may also recover costs associated with staff time expended in responding to a request. Closed information may be redacted as appropriate from copies of otherwise open public records provided. Payment, including postage/delivery costs, is expected prior to delivery of any materials.
On-site Examination of Records
To the extent a request is granted, individuals who request to review records will be allowed to schedule a time to conduct on-site inspection of non-exempt public records during the regular office hours of the Mid-Continent Public Library. During their inspection, a requester may copy open public records (at their own cost), but may not remove, alter, or add to documents provided for review. The library is responsible for protecting the security of public records in its custody and may require that a staff member be present during any inspection or copying of its public records.
Denial of Request
Certain public records are closed under the Missouri Sunshine Law. Circulation and library use records for individual patrons are exempt from inspection, and requests to inspect or receive copies of these records will be denied, as will a request to inspect or receive copies of any other records which either are not public or which are exempt under the Missouri Sunshine Law. To the extent a request is denied, the library will provide the legal basis for the denial to the requester.