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To assist DHHS Divisions in implementing Senate Bill 426, 1995 Session, entitled “An Act to Amend the Public Records Law,” the Department of Health and Human Services issued DHHS Directive Number 71. Charges for providing copies of public records are limited to the actual cost of producing the copies. Actual cost may not include fixed costs that an agency would have incurred regardless of the request for public documents. The Directive states that the Office of the DHHS Controller is responsible for determining the actual cost of reproducing public documents on an annual basis.

The following costs represent the charges that are to be used for State Fiscal Year 2007-2008. No other charge may be made for providing public records.

The law requires DHHS to provide a copy of a complete database. If the request is for less than the complete database and the division agrees to provide only the requested data fields, the requester may be charged for the information technology personnel costs required to accommodate the request plus the cost of the supplies. These personnel costs will be billed to the requester in fifteen (15) minutes intervals at $9.95 per fifteen (15) minutes or $39.81 per hour for the actual time to separate the database. There shall be no charge to the requester unless the total charge for supplies plus staff charges equals or exceeds $3.00.

If a large public records request is going to be impossible to fill with existing staff, then you may hire a temporary employee to do the work. The temporary employee can be paid up to $18.37 per hour and the requester can be billed for that work.

Last updated: 08/01/2006