Download - ESU 15 & 16 e-mail and public records
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E-mail and the Public Records Law
Karen Haase Harding & Shultz (402) [email protected]
H & S School Law@KarenHaase
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Nebraska Public Records Act Basic statute Neb. Rev. Stat. § 84-712 In effect since 1866
• Amended to allow for copies• Amended to provide for electronic
data Premise: the public gets records
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Hyannis AG Disposition Letter
Patron demanded from superintendent:[A] copy of all e-mails sent by to you to any individual Board Member or all Dist. #11 Area Board Members and also any e-mails received by you from all or anyindividual Dist. #11 Area Board Members dating back to October 1, 2006 up to and including February 9, 2007
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Hyannis AG Disposition Letter
Superintendent responded• Individual e-mails not public• E-mails to all might be public• ESU 16 will search and charge $400• Searched his own sent items and
provided copies of e-mail sent to all board members
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Hyannis AG Disposition Letter
Patron filed complaint with AG AG:
• Fee for searching permissible • Individual e-mails are public if
discussing school business• Board members have to search personal
e-mail accounts and personal computers and produce
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What Does the Statute Require?
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Who Is Entitled to Access?
All citizens of this state All other persons interested in the
examination of the public records No explanation of the reason required Section 84-712 applies equally to all persons,
without regard to the purpose for which the information is sought. (State ex rel. Sileven v. Spire, 243 Neb. 451, 500 N.W.2d 179 (1993))
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What is a “public record?” Neb. Rev. Stat. § 84-712.01: “all
records and documents, regardless of physical form, of or belonging to the [school district].”• Can include e-mail• The same rules apply to electronic
data as apply to paper records
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“Belonging to the state” Records "of" or "belonging to" state
agencies under § 84-712.01 are those records "owned" by the agencies or those records for which the state agencies possess title or an ownership interest. The mere fact that a record is in the
possession of a public officer or a public agency does not make it a public record. Op. Att'y Gen. No. 97033 (June 8, 1997).
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Email as Public Record• Records “of” or “belonging to”
state agencies are those records “owned” by the agencies or records for which the state has title or ownership interest
• E-mails in your possession can be public records – even if they are on your home email and computer…
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When Emails Aren’t PR• The mere fact that a record is in
the possession of a public officer or a public agency does not make it a public record.
• Purely personal emails might not be public records depending upon your policy or negotiated agreement
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De Minimus Use• 49-14,101.03: permits minimal use
of public resources if▪ The personal use is part of
compensation provided in employment contract or policy AND
▪ The personal use as compensation is reported to IRS
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OPS Situation• Not all state public records
statutes are the same• Things can be strange in Omaha• Not yet a current employee• Lessons▪ Know your policy▪ Don’t surprise board members
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E-mail and the Public Records Law
Karen Haase Harding & Shultz (402) [email protected]
H & S School Law@KarenHaase