Section 2.195. Public records and information.

 

(1)  It is vital that the public receive factual information on the affairs of state government through all forms of communication. Whether the information is requested by media representatives or individual citizens, department employees shall assist in securing facts necessary to allow understanding of and participation in government and government agencies.

(2)  Department employees are authorized to answer questions within their competency, whether these are asked by the public or by representatives of the news media. Employees are responsible for the factual accuracy of the information they provide. Requests to inspect department records shall be referred to the custodian of the records.

(3)  In cases where the regional or bureau directors are concerned that the public interest in withholding inspection outweighs the public interest in permitting it, the file or requested information shall be provided to the secretary, deputy secretary or division administrator for review with the bureau of legal services and for determination.

(4)  Regional and bureau directors are designated as custodians of their respective department regional and central office records and files and are delegated the responsibility for them as well as the authority to provide copies or inspection as provided herein.

(5)  

(a) Requests for copies of records and files shall be complied with unless the records fall within the categories in ss. 19.35 (1) (am) , 19.356 and 19.36 , Stats. The requestor shall pay the copying charge for 10 or more pages. For 9 or fewer pages, there shall be no charge. Copies shall be provided to the requestor as soon as possible.

(b) When a request requires a large amount of copy work, the department may require an advance payment of the copying charge and shall inform the person requesting the copy work that there will be an approximate processing period of 2 weeks. Unusually large requests may take longer than 2 weeks. When the copying work takes 3 or more hours, the person requesting the records shall pay the department an amount equivalent to the salary, including fringe benefits, of the person doing the copying work, prorated for the amount of time the work takes. The person requesting the records may pay the charge for the employee's salary after the work is completed.

(6)  

(a) All meetings of governmental bodies, including advisory councils, will be open to the communication media and to the public, except where the matters under discussion fall in the categories listed in s. 19.85 , Stats.

(b) Department employees are authorized and encouraged to participate in information activities contributing to a better understanding of the functions of state government, including radio and television programs, speeches, group contacts and magazine articles.

History: Cr. Register, April, 1980, No. 292 , eff. 5-1-80, am. (1) to (5) (a), r. and recr. (5) (b), Register, March, 1984, No. 339 , eff. 4-1-84; CR 02-046 : renum. and am. (2) (a) to be (2), r. (2) (b), am. (3) to (6) (a) Register September 2004 No. 585 , eff. 10-1-04.