Pursuant to 24-72-205 C.R.S
The district's research and retrieval fee is $30 per hour
District Policy
POLICY TITLE: Open Records & Colorado Open Records Act (CORA)
PURPOSE: Policy on Responding to Open Records Requests.
The Grand River Hospital District (the �District�) Board of Directors fully supports, and complies with, all Federal
and State laws relating to the retention, protection and disclosure of District records including, but not limited to, the
Colorado Open Records Act, Title 24, Article 72, Part 2, C.R.S. (�CORA�), the Health Insurance Portability and
Accountability Act of 1996 (�HIPAA�), and the Privacy Rule promulgated by the U.S. Department of Health and
Human Services which interprets and implements HIPAA.
POLICY: It is the policy of the District that all public records shall be open for inspection by any person at reasonable
times, except as otherwise provided by law. Public records are defined by CORA as all writings made or maintained by
the District, regardless of the format or medium of the records, subject to certain exceptions. Public records expressly
include email communications. The District maintains an archive of all email messages for emergency backup purposes
only; such archived email communications are not individually retrievable and are specifically not intended to create a
public record. By action of the Board of Directors of the District, the Executive Assistant is hereby designated as the
official Custodian of Open Records responsible for the maintenance, care and keeping of all open records of the
District. The official Custodian of Open Records shall have authority to designate such agents as he/she shall determine
appropriate to perform any and all acts necessary to enforce and execute the provisions of this policy. Upon receipt,
requests by a citizen, entity, Federal or State agency, District member, subpoena, Administrative or Court Order, or
other legal process, to inspect and/or copy any District open record (collectively referred to as a �Records Request�)
should be immediately sent to the Custodian of Open Records.
The following are general policies concerning the release of records:
1. Every Open Records Request must be submitted to the District�s Custodian of Open Records in writing on the form
attached.
2. If any question arises as to the propriety of fully complying with a Records Request, the Custodian of Open Records
shall immediately forward the request to the District�s legal counsel.
3. The District�s legal counsel shall determine the District�s obligations under the applicable Federal and/or State
law(s). If the District is permitted to comply with the Records Request in whole or in part, the District�s legal counsel
will so notify the District�s Custodian of Open Records, who will assemble the disclosable requested documents for
inspection and/or copying in accordance with applicable Federal or State law.
4. If the District�s legal counsel determines the District is not permitted by Federal or State law to comply with the
Records Request in whole or in part, legal counsel shall provide a written response to the party submitting the Records
Request stating the legal basis upon which the Records Request in whole or in part is being denied.
5. The Custodian of Open Records shall set a date, time and place within three (3) working days of receipt of the
request during normal office hours when such records will be available. The Custodian or a delegated employee must
be present while the records are examined. If extenuating circumstances exist, then the Custodian shall notify the
requester of this fact in writing within the initial three (3) working day period and shall make the records available
within seven (7) working days thereafter.
6. Copies of public records will be delivered by the Custodian to the requester at a cost of $.25 per page in standard
size and format. The charge for providing a copy, printout or photograph of a public record in a format other than a
standard page will be assessed at the actual cost of production. In addition, the District shall charge a research and
retrieval fee of $30 per hour and no charge shall be made for the first hour of time expended in connection with the
research and retrieval of public records. All fees will automatically adjust for inflation pursuant to statute.
7. Upon request for records transmission by a person seeking a copy of any public record, the Custodian will transmit a
requestor that a copy of the record is available but will only be sent to the requestor once the custodian either receives
payment or makes arrangements for receiving payment for all costs associated with records transmission and for all
other fees lawfully allowed, unless recovery of all or any portion of such costs or fees has been waived by the
custodian. The custodian will include an estimate of the costs and fees that will be charged.
This policy shall supersede any previous policy related to open records requests.