Responses to Public Records Requests
Fees. If fees will be assessed, a
written estimate of the same will be provided to the Requester.
Response if Longer than 10 Days or Denial in Whole or in
Part. If a full response, including provision of records, cannot
be made within 10 business days of receipt of the request, the RAO or designee
will respond to the requester in writing: explaining the anticipated time frame
for complete response; identifying any records that the TOWN does not have in
its custody; identifying records which the TOWN does not expect will be
provided, or that will be redacted, specifying the relevant exemption and its
application to the requested record or portion thereof; providing a good faith
fee estimate; and including a statement of appeal rights.
Clarification of Request. Depending
upon the scope of the request, the requester may be asked to clarify the
request, provide more specific detail, and/or agree to a voluntary extension of
time for the TOWN to respond fully to the request.
Time for Response. Typically, a
complete response will be provided within 25 business days of receipt of the
requests. If, due to the scope of the request, the need for redactions, or
other complications, the TOWN is concerned that it will not be able to provide
a complete response within that time frame, the TOWN may ask the requester for
an extension of time to comply or petition the Supervisor of Public Records for
additional time.
Publicly Available Records.
The TOWN maintains a searchable website at www.town.canton.ma.us
where certain public records are available for inspection, downloading or
printing. If a request seeks documents publicly available on the Town’s
website, the requester will be directed to the website in satisfaction of the request, unless the requester does not
have the ability to receive or access the records in a usable electronic form.
Electronic Records Delivery Preference.
To the extent feasible, the RAO or designee will provide public records in
response to a request by electronic means unless the record is not available
electronically or the requester does not have the ability to receive or access
the records electronically. To the extent available and feasible, the RAO will
provide an electronic record in the requester’s preferred format.
Request for Records to be Mailed.
Should a requester seek to have responsive records provided by mail, the
requester will be charged the actual cost of postage, using the least expensive
form of mailing possible, unless the requester requests, and agrees to pay for,
an expedited form of mailing and such fees are paid in advance.
Creation of Records. The TOWN is only
required to provide records that are in existence at the time of a request and
is not required to create a new record to accommodate a specific request.
Answering Questions. The TOWN is not
required to answer questions in response to a public records request.
Supplementing Responses. The TOWN is
not required to supplement its response to a previous public records request in
the event that responsive records are created in the future.
Unique Right of Access. Pursuant to
the provisions of 950 CMR 32.06(1)(g) , if a requester or requester’s
representative (such as an attorney), has “a unique right of access by
statutory, regulatory, judicial or other applicable means”, a request for records
will not be considered a G.L. c.66, §10 public records request.