Opinion Letter No. 04-16
September 22, 2004
Records to be Provided in Requested Format
Government records required to be disclosed under
the UIPA that are maintained in electronic format generally must
be provided to a requester in paper format if requested. Under the
UIPA and the OIP rules, an agency must make reasonable efforts to
accommodate record requesters.
In this instance, the agency maintained a business directory in
electronic format with public access available through its website.
The agency could, however, convert the directory to paper format
without unreasonable interference with its functions.
Accordingly, the OIP instructed the agency that, although it could
advise requesters of the directory’s availability on its website,
it must provide a paper copy of that directory when so requested.
Prepayment of fees authorized by the OIP rules can be required.