SCOPE

This policy applies to all public records requests involving video records maintained by
the Port Clinton Police Department pursuant to R.C. 143.43(B)(1), as amended by
House Bill 315.

PURPOSE

The purpose of this policy is to establish rules and guidelines for the Port Clinton Police
Department when preparing video records for inspection or production.
PRODUCTION OR INSPECTION COSTS
House Bill 315 allows the Port Clinton Police Department to charge a requester for the
“actual cost” associated with preparing a “video record” for inspection or production, not
to exceed seventy-five dollars per hour of video produced, nor seven hundred fifty
dollars total.
“Estimated Actual Cost” includes the estimated cost associated with preparing a video
record for inspection or production.
“Actual Cost” includes all costs incurred by the Port Clinton Police Department when
reviewing, blurring or otherwise obscuring, redacting, uploading, or producing video
records, including but not limited to the storage medium on which the record is
produced, staff time, and any other relevant overhead necessary to comply with the
request.
“Video Record” is a single video from a single source which captures a distinct incident
from beginning to end.
“Per Hour of Video Produced” is the cost incurred by the Port Clinton Police Department
to review, blur, or otherwise obscure, redact, upload, or produce a video record,
including but not limited to the storage medium on which the record is produced, staff
time, and any other relevant overhead necessary to comply with the request. The cost
shall not to exceed seventy-five dollars per hour of video produced, nor seven hundred
fifty dollars total.

PREPAYMENT

The Port Clinton Police Department shall provide the requester with an “Estimated
Actual Cost” associated with preparing a video record for inspection or production,
within five business days of receiving the video record request. All video request
forms shall be filled out correctly or they will be returned to the requester.
A requester shall pay the “Estimated Actual Cost” associated with preparing a video
record for inspection or production to the Port Clinton Police Department, before the
Department begins to prepare the video record for inspection or production.
The Port Clinton Police Department will notify the requester if the final “actual cost” is
more than the “estimated actual cost” and the requester will be required to pay the
difference between the final “actual cost” and the “estimated actual cost” if (1) the
requester is notified in advance that the final “actual cost” is more than the “estimated
actual cost”; and (2) the final “actual cost” is less than twenty per cent more than the
“estimated actual cost”. The requester will not be required to pay the difference in the
final “actual cost” and the “estimated actual cost” if the difference in the final “actual
cost” and the “estimated actual cost” if the difference is more than twenty per cent.

WAIVER OF COSTS

The Port Clinton Police Department will waive or reduce payment of the actual cost if
either of the following apply:
1. The video or a portion of the video shows, communicates, or discloses any of the
following:
a. The death of a person, or a deceased person’s body, if the death was caused
by a correctional employee, youth services employee, or peace officer;
b. Grievous bodily harm to a person if caused by a correctional employee, youth
services employee, or peace officer; or
c. An act of severe violence against a person that results in serious physical
harm to the person if caused by a correctional employee, youth services
employee, or peace officer.
2. If, in the judgment of the Port Clinton Police Department, the video or a portion of the
video shows, communicates, or discloses information that is of great interest or
importance to the general public.

RESPONSE TIME

Copies of video records must be produced within a reasonable period of time. Video
records must be made for inspection promptly. “Prompt” and “Reasonable” take into
account the time it takes the Port Clinton Police Department to retrieve, download,
review, redact, seek legal advice regarding, and produce the video record, as well as
other facts and circumstances of the records request.
Since the Port Clinton Police Department requires the requester to pay in advance the
“estimated actual cost” of preparing a video record for production or inspection, the
Department’s obligation to produce a video record within a reasonable period of time, or
make it available for inspection promptly, does not start until the requester pays the
“estimated actual cost” in full.
Video records will only be available for inspection during regular business hours from
8:00 am to 2:00 pm, Monday through Friday.

MANAGING VIDEO RECORDS  

The Port Clinton Police Department’s video records are subject to records retention
schedules. The Department’s current schedules are available at City Hall during regular
business hours from 8:00 am to 2:00 pm, Monday through Friday, a location readily
available to the public as required by Ohio Revised Code Section 149.43(B)(2).