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Orange County Sheriff's Office <br />Policy Manual <br />Records Maintenance and Release <br />Copyright Lexipol, LLC 2018/02/14, All Rights Reserved. <br />Published with permission by Orange County Sheriff's Office ***DRAFT***Records Maintenance and Release - 2 <br />803.4 PROCESSING REQUESTS FOR PUBLIC RECORDS <br />Any Office member who receives a request for any record should route the request to the <br />Custodian of Records or the authorized designee. <br />803.4.1 REQUESTS FOR RECORDS <br />The processing of requests for any record is subject to the following: <br />(a)The Office is not required to create records that do not exist (N.C.G.S. § 132-6.2(e)). <br />(b)When a record contains both material with release restrictions and material that is <br />not subject to release restrictions, the restricted material shall be redacted and the <br />unrestricted material released (N.C.G.S. § 132-1.4(j); N.C.G.S. § 132-6(c)). <br />1.A copy of the redacted release should be maintained in the case file for proof <br />of what was actually released and as a place to document the reasons for the <br />redactions. If the record is audio or video, a copy of the redacted audio/video <br />release should be maintained in the office-approved media storage system and <br />a notation should be made in the case file to document the release and the <br />reasons for the redacted portions. <br />(c)No person requesting to inspect and examine public records, or to obtain copies <br />thereof, shall be required to disclose the purpose or motive for the request (N.C.G.S. <br />§ 132-6(b)). <br />(d)Persons requesting copies of public records may elect to obtain them in any and all <br />media in which the Office is capable of providing them. No request for copies of public <br />records in a particular medium shall be denied on the grounds that the Office prefers <br />to make the public records available in another medium (N.C.G.S. § 132-6.2(a)). <br />803.4.2 DENIALS <br />A person whose records request is denied may be advised if they are unfamiliar with the request <br />process that they may apply to the appropriate court for an order compelling disclosure of the <br />records (N.C.G.S. § 132-9(a)). <br />803.4.3 CAMPUS POLICE AGENCY RECORDS <br />Upon request and subject to the Jeanne Clery Campus Security Act Policy and Campus Crime <br />Statistics Act (20 USC § 1092(f)), certain information maintained by the Orange County Sheriff's <br />Office may be inspected at reasonable times and under reasonable supervision, as detailed in <br />N.C.G.S. § 74G-5.1. <br />Additional detail regarding compliance with the Clery Act is addressed in the Jeanne Clery Campus <br />Security Act Policy (Policy 807). <br />803.5 RELEASE RESTRICTIONS <br />Examples of release restrictions include: <br />7