1. Scope:
a) This policy applies to all public records requests involving video records (e.g., body camera,
cruiser camera, or other video footage) maintained by the Port Clinton Police Department
(“the Department”) pursuant to R.C. 149.43(B)(1), as amended by House Bill 315.

2. Fees for Video Records:
a) The Department will charge all requesters the “actual cost” of preparing video records for
production to offset the considerable time and expenses incurred in retrieving, downloading,
reviewing, redacting, uploading, and producing such video records.
b) The statutory term “a video record,” for the purposes of this policy, means a video from one
source for one start and stop recording (essential the beginning and end of a distinct
incident). For example, three officers responding to an incident will each have “a video
record” of that incident from each of their respective body cameras. This will result in an
actual cost charge for each video record – in this example, three video records.
c) The amount charged for each video record will be based on the actual cost of the hourly
rate(s) of the employee(s) or contractor(s) involved in retrieving, downloading, reviewing,
redacting, uploading, and producing the video record requested, but will not exceed $75 per
hour of footage from a particular video record. Further, the total amount charged for
retrieving, downloading, reviewing, redacting, uploading, and producing a video record will
not exceed $750 for that particular video record.
d) “Actual cost” includes all employee or contractor time and materials expended in retrieving,
downloading, reviewing, redacting, uploading, and producing the video record, including
staff time, storage media, and a portion of necessary overhead expenses required to comply
with the request.

3. Critical Incident Exception:
a) For video records of critical incidents—defined as any instance where an officer from the
Department fires a deadly weapon at a person—the Department will redact and produce the
video at no cost to the requester within a reasonable period of time as defined in R.C.
149.43(B)(1).
b) This exception is intended to ensure transparency and public accountability in such
incidents.

4. Estimate Process and Advance Payment Requirement:
a) Within five business days of receiving a public records request for video records, the
Department will provide the requester with an estimate of the cost of fulfilling the request.
b) Except as provided in Section 3(a), the Department will not begin preparing a video record
for production until the requester pays the $75 deposit

5. Compliance Timeline:
a) Except as provided in Section 3(a), the Department’s obligation to make a video
record available for production begins only after the requester pays in full the
estimated cost.
b) The time required for retrieving, downloading, reviewing, redacting, uploading, and
producing (as well as seeking legal advice), will be considered in determining a
“reasonable period of time” under R.C. 149.43.

6. Contact Information:
For questions about this policy or to submit a public records request, contact the
department Monday-Friday 08:00am-4:00pm
Port Clinton Police Department
1868 East Perry Street
Port Clinton, Ohio 43452
419-734-3121
records@portclintonpd.org