Open Records and Records Retention Policy

(Updated 1/10/2022)

The Fleming County Public Library is subject to the Kentucky Open Records Act (KRS 61.870-61.884) and must adhere to specific requirements regarding records retention.

Retained Records

The Fleming County Public Library will maintain and retain its records in accordance with applicable laws and regulations. Unless otherwise provided by law, records may be retained or discarded according to the Records Retention Schedules adopted by the State Libraries, Archives, and Records Commission.

Public Records

All records of the Fleming County Public Library are considered public records. However, not all public records are open records under the Open Records Act.

"Public record" generally refers to all documentary materials, regardless of format or storage medium, that are prepared, owned, used, in the possession of, or retained by the Library. It does not include records owned by private individuals or corporations that are in the possession of the Library or its employees.

Requests for Records

The Fleming County Public Library Director (or designee) serves as the Custodian for all of the Library's public records. Any resident of the Commonwealth may request to inspect or receive copies of the Library’s non-exempt public records.

All requests to view or copy the Library’s public records under the Kentucky Open Records Act must:

1. Be made in writing.
2. Include the requester’s name and signature.
3. Specify the manner in which the applicant qualifies as a resident of the Commonwealth under KRS 61.870(10) (this is optional).
4. Provide a description of the documents being requested.

If requesting copies of non-exempt public records, the requester must provide a sufficiently precise description of the documents to allow the Records Custodian to easily identify them.

Submission of Open Records Requests

Open Records Requests must be submitted via one of the following methods:

• U.S. Mail
• Fax
• Email
• Hand delivery

Requests submitted through any other means will not be honored, and the requester will be directed to submit the request using an acceptable method.

Application forms for the inspection of public records will be provided upon request. The requester may use the "Request to Inspect Public Records" form provided by the Office of the Attorney General, but this form is not required. Library employees are available to assist with completing the application form if needed.

Contact Information for Open Records Requests

All Open Records Requests should be directed to the Library’s Records Custodian:

Director
Phone: 606-845-7851

Mailed Requests:
Fleming County Public Library
Director
202 Bypass Blvd.
Flemingsburg, KY 41041

In-Person Requests:
202 Bypass Blvd.
Flemingsburg, KY 41041

Faxed Requests:
606-845-7045

Email Requests:
fcpl@fleminglibrary.org