Definitions: What is an Official or Public Record

FOIA does not define financial statements so common definition prevails. Certain IRS forms not within common definition, so it can be disclosed.

Bank balances are official records.

Financial data of retailers collected by an institution of higher learning for purposes of business research or publication are subject to disclosure.

There is no law requiring a separate accounting for expenditures of funds, though any documentation on it would be subject to FOIA.

FOIA allows, and no other code provision prohibits, the release of the names, telephone numbers and business-type information of local business licensees.

Records regarding the use of a sheriff’s special account are official records,even if the account is not funded by the county or state, when the funds are used for a public purpose.

Building and zoning permits are official records.

a report to a public body becomes an official record when it comes in to the body’s possession.

financial statements city requires merchants selling goods in the city to file with its purchasing department are official records.

List of county employees enrolled in the federal Comprehensive Employment and Training Act is an official record.

papers prepared in response to a proposed zoning ordinance are official records.

Coupons clipped from a private citizen-paid newspaper ad and sent to individual supervisors are not official records. Any formal petition, however, would be.

Master list of restaurant and grocery store health inspections, and presumably the supporting files, are official records.

Notes made by an official at the Division of Personnel on a federal government report about the operations and policies of the division are official records.

conciliation agreements entered into by all parties in a complaint with the Human Rights Commission are official records subject to disclosure.