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eh-r_administrative_procedures_for_public_access_to_district_records.pdf

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Raymond School District Policy - EH-R 
 
ADMINISTRATIVE PROCEDURES FOR PUBLIC ACCESS TO DISTRICT RECORDS  
“RIGHT TO KNOW REQUESTS” 
 
1.
These procedures will apply to all requests to inspect or obtain copies of “District records”, 
which term shall have the same meaning as “governmental records” as that term is defined in 
the state’s Right to Know law, RSA 91-A:1-a.  Without limiting that meaning, District records 
shall include board or board committee minutes, and any other documents, writings, letters, 
memoranda, e-mails, images, or other information of any kind kept or maintained by the District 
in any physical form (written, visual, electronic, digital, etc.). 
2.
All requests for access to or copies of District records should be made through the Office of the 
Superintendent.  Any board member or staff member who receives a request from a member of 
the public to see, receive or otherwise inspect any District record(s) (“Right to Know request”) 
should immediately communicate that request to the Office of the Superintendent. 
3.
Individuals making Right-to-Know requests are encouraged to discuss their requests with the 
school administration to insure the request is stated in a manner that will focus on the records 
desired and avoid being unnecessarily overbroad.  Carefully tailored requests often can be 
fulfilled more promptly and help avoid resources being expended to retrieve and prepare 
material which exceeds what is actually being sought.  Members of the public are encouraged to 
make their requests in writing and to include a specific description of the desired record(s). 
Right to Know requests for District records will not be denied if such request is not in writing.  If 
the person making the request refuses to put the request in writing, the staff member receiving 
the request shall put the request in writing and shall provide the person with a copy. 
4.
Records requested under the Right-to-Know law which are not exempt under RSA 91-A:5 (or 
otherwise) will be made available immediately when such records are so available for such 
release.  If such records are not immediately available, if a determination needs to be made if 
such records exist, or if a determination needs to be made whether such records are exempt 
from public disclosure, the Superintendent will, within five (5) business days of the request, 
respond to the requestor, in writing, acknowledging receipt of the request and providing a 
statement of the time reasonably necessary to determine whether the request shall be granted 
or denied.  The Superintendent or designee may contact the person making the request if the 
request is unclear or will be time consuming or onerous to fulfill to determine if the person will 
clarify the request or agree to narrow the request.  Any clarification or narrowing of the request 
shall be documented in writing and a copy of the re-formed request provided to the person 
making the request. 

5.
Records will be reviewed in their entirety by either the Superintendent or his/her designee 
before they are released in order to ensure that no confidential or exempted information is 
disclosed.  District legal counsel may be consulted as necessary.  
6.
Records exempted from disclosure by RSA 91-A:5 or other law will not be disclosed.  If a 
member of the public requests records that are determined to be exempt from disclosure under 
RSA 91-A:5 or other law, the Superintendent will respond to the requestor, in writing, including a 
statement of the specific exemption authorizing the withholding, and a brief explanation of how 
the exemption applies to the record(s) withheld. 
7.
The School District will charge a fee of $.05 per page after 100 pages for copying/photocopies 
of records when the person requests a paper copy.  No cost or fee shall be charged for the 
inspection or delivery, without copying of records, whether in paper, electronic, or other form.  
8.
Electronic records may be provided via email or on a portable storage device (thumb drive), if 
the requestor so requests and if such records can practically be delivered electronically.  To 
protect the integrity of the District's computer system, a thumb drive for this purpose must either 
be provided by the requestor in unopened manufacturer's packaging or purchased at cost from 
the District. 
9.
All District records shall be retained, deleted or destroyed in accordance with Board policy EHB 
and administrative procedure EHB-R.  Minutes of school board meetings shall also be made 
available in accordance with Board policy BEDG. 
Legal References:  
RSA 91-A, New Hampshire Right To Know Law 
Adopted: April 15, 2020