Penrose Community Library District
Open Records Policy
Updated July 28, 2025
Introduction
The Penrose Community Library District is committed to transparency and open government. The following policy specifies how the Colorado Open Records Act (24-72-201 to 206, C.R.S.) will be applied in a uniform and reliable manner. This policy will help ensure that the PCLD complies in all respects with CORA and meets all constitutional and statutory duties to the people of Colorado in an orderly and expeditious manner.
This policy solely applies to records requests where PCLD or the Board is the custodian of records pursuant to CORA.
Procedure for handling Records Requests
All records made of PCLD by mail, fax, email or other means shall be immediately provided to the Library Director.
The PCLD will only accept records requests made in writing or electronically via e-mail or fax. Records requests or requestors that cite the federal Freedom of Information Act will be treated as though they made pursuant to the Colorado Open Records Act.
When responding to a records request, the PCLD will make every effort to respond within three working days as required by 24-72-203(3)(b), C.R.S. The PCLD can issue up to a seven working day extension if it finds extenuating circumstances exist, as described by 24-72-203(3)(b), C.R.S. A request is received by the PCLD the day an e-mail, fax or letter containing a request is opened. The three working day response time beings the first working day following receipt of the request. A request received after 4:30 p.m. or any day the PCLD is officially closed will be considered received as of the following working day.
No employee of the PCLD may modify, redact or omit any records they are required to provide to the Library Director pursuant to this policy, or his or her designee handling the request. Decision about the applicability of CORA to particular writings will be made by the Board of Trustees of the PCLD.
When possible, the PCLD will provide electronic copies or files to requestors if such alternative is significantly less burdensome to provide than paper records (see “The format of records
produced” below). When responsive records cannot be easily or cost-effectively provided electronically to a requestor, the PCLD will work with the requestor to schedule a time to inspect the record in person during regular library operating hours.
The Library Director should never assume a document is exempt from CORA and should always consult the Board of Trustees before making a final determination.
Fees for document Retrieval, Review, Copies of Release of Records
When a substantial request is made, requiring the production of more than 25 pages of documents or the use of more than one hour of staff time to locate or produce records, the PCLD may charge the requestor for all copying expenses and reasonable, actual costs associated with staff time in accordance with 24-72-205(5)(a), C.R.S. and applicable law.
When the number of pages produced in response to a records request exceeds 25 pages, the PCLD may charge up to $0.25 per page for all documents photocopied. When researching, retrieving, reviewing or producing records consumes more than one hour of staff time, the PCLD may charge up to $41.37 per hour for all staff time after the first hour associated with researching, retrieving, reviewing and producing records for a requestor. The PCLD may also charge an hourly rate not to exceed $41.37 an hour (after the first hour) when specialized document production or specialized skills are required to research, retrieve, review, locate, compile or produce records pursuant to a records request, including the use of third party contractors.
Any costs charged to a requestor shall not exceed the actual cost of producing the records, in accordance with 24-72-205(5)(a),C.R.S., and applicable law.
For requests the PCLD anticipates more than 25 pages will be produced and/or more than one hour of staff time will be consumed, the PCLD will provide a requestor with advance notice and an estimate of compliance costs. Such costs must be paid in full before the production of records unless alternative arrangements have been made through the PCLD.
The Format for Records Produced
The Colorado Open Records Act guarantees that all public records must be open for inspection by any person at reasonable times, except as provided by CORA or as otherwise specifically provided by law 24-72-102, C.R.S. CORA does not guarantee access to public records in a specific format. When the production or review of records in a specific format would interfere
with the regular discharge of duties of PCLD employees (24-72-203(1)(a), C.R.S. or levy an undue burden upon the PCLD, the Library Director will determine the appropriate format for the records to be produced. Records maintained electronically may be produced electronically at the PCLD’s discretion; this may or may not mean records are provided in their original format.
The PCLD may require that members of the public or press only be allowed to review copies of documents when the Library Director determines that allowing access to originals could interfere with the regular discharge of duties of the PCLD or its Library Director or production of original records could jeopardize the condition of the records.