How do I request a public record?

Any resident of the Commonwealth of Kentucky may request public records under the Kentucky Open Records Act, KRS 61.870 to 61.884, that, by law, are not exempt from disclosure. Public records are those materials prepared, owned, used, possessed, maintained, or retained by state and local government agencies that must be open for public inspection unless the records are excluded by any of the 14 exemptions in the Kentucky Open Records Act. Public agencies are not required to compile information or to answer questions, but to provide only specific records responsive to a request. More information on the Kentucky Open Records Act and the 14 exemptions can be found on the Kentucky Office of the Attorney General's website.

All requests for copies or review of public records must be made in writing to the Official Records Custodian of Hart County Ambulance Service and include the following information:

1. Your name and signature (electronic signature is acceptable)
2. How you qualify as a resident of the Commonwealth
3. Your address and phone number
4. Specific description of the records to inspect or of which to obtain copies. 
5. Whether records requested will be used for commercial purposes. Commerical purpose is defined as "any use by which the user expects a profit either through commission, salary, or fee," but excludes print or electronic media and attorneys representing parties in litigation.

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Requests may be sent my mail, email, fax or hand delivered to the Records Custodian at the following address:

Hart County Ambulance Service

ATTN:  Alesia Gardner, Records Custodian

P.O. Box 303

20 Ambulance Drive

Munfordville, KY 42765

FAX: 270-524-3891

Email:  openrecords@hartems.org

Individuals submitting an open records request may utilize the Standardized Open Records Request Form (found here) established by the Kentucky Attorney General; however, it is not required. 

Response to a Request

The Records Custodian will respond to an open records request in writing, postmarked or electronically submitted within 5 business days of the date it was received. Notice will be sent promptly if additional time is needed under KRS Chapter 61. When a response is delayed, the notice will specifically indicate that additional time is required to process the request and explain the circumstances justifying additional time. 

The Records Custodian will determine whether you have reasonably described the records within the possession of Hart County Ambulance Service. If no such records are identified, the request may be denied on those grounds. If it is reasonably believed that another agency is in possession of the records described in the request, you will be referred to the appropriate agency and records custodian. 

If the request is denied in whole or in part, you will stil receive a written response citing the specific exemption under which the records were withheld and an explanation of how the exemption related to the records withheld. 

Record Production and Fees

Nonexempt public records will be made available for copying in either standard electronic or standard paper format, depending on the request, if the records are maintained in both formats. If the records are maintained in paper format only, the records will be made available in paper format. Hart County Ambulance Service is not required to convert paper format records to electronic format. 

When responsive records are to be transmitted electronically to you, there is no charge to you. However, if the material is more than 8 megabytes (MB), the documents will automatically be produced via USB flash drive and mailed to you. The fee for each USB flash drive is $5.00. Prior to mailing, the Records Custodian will provide you with an invoice for the production and postage. A USB flash drive containing responsive records will be mailed upon receipt of payment. 

When responsive records are to be mailed you, the Records Custodian will first provide you an invoice for the production and postage. Printing costs are $0.10 per page, and additional fees shall be justified on any invoice. The Kentucky Open Records Act allows public agencies to impose a higher copying fee for requests made for commercial purposes and may also include staff time spent processing the request. Estimated costs will be communicated to you before costs are incurred. After the invoice is paid, the Records Custodian will produce the responsive records to you.

If you wish to inspect the responsive records, you may schedule a convenient time for inspection with the Records Custodian between 8:00 a.m. and 4:00 p.m., Monday - Friday. The Records Custodian, or an employee of Hart County Ambulance Service, shall be present and personally monitor the inspection.