Milwaukee Neighborhood News Service invites community members to submit opinion pieces of 500-800 words on topics of interest to central city Milwaukee. To send a submission for consideration, please email info@milwaukeenns.org. The views expressed are solely those of the authors.

The two most common complaints I hear from people seeking public records are “Why is it taking so long?” and “Why does it cost so much?” Unfortunately, it’s often difficult to mount a successful legal challenge to delays or fees because of the way the state’s laws are worded.

Wisconsin’s Open Records Law imposes no deadline on producing records. All it says is they must be produced “as soon as practicable and without delay.” What does that actually mean? While the state Department of Justice recommends that simple requests receive a response within 10 business days, the DOJ itself doesn’t heed its own advice, often taking months — even years — to fulfill requests.

Courts haven’t given much guidance. They’ve essentially said it’s a reasonableness test that takes into account the size and complexity of the request, the resources of the government agency, and whether they are making a good faith effort to comply. But how long is too long? 

Ideally, we’d have a deadline in our law, as some other states do. This may require prioritizing resources properly, which should already be happening. Fulfilling record requests, the law says, is “an essential function of a representative government and an integral part of the routine duties” of public officials.” And yet I’ve seen agencies with budgets in the hundreds of millions of dollars who have one person doing this work.

The other common problem with the records law is it allows custodians to charge fees for complying with records requests. Here, I am especially concerned about “location” fees. The government can charge for the “actual, necessary and direct cost” of finding records, typically at the hourly rate of the lowest-paid employee capable of searching. But sometimes this is still a considerable amount, and some custodians even want to charge for employees’ benefits.

This amounts to, essentially, the government getting paid twice for the same work. Our taxes already pay the salary or wage of the employee searching for records. The requester pays them again.

Permitting location fees also incentivizes government agencies to be sloppy in their recordkeeping. The more disorganized their records are, the longer it will take them to find records, so the more money they can collect from requesters. Those high costs also discourage requesters from following through with requests.  

For example, I’ve run into police departments that still store their personnel records in paper boxes, so if somebody wants, say, disciplinary records, the department can quote an often prohibitively high price to search each box for disciplinary files. Even if records are stored electronically, they can be hard to retrieve if they are not sensibly organized.

How can we fix these twin problems? If I were in charge (and I’m not), I’d put a strict deadline in the law and eliminate location fees altogether. But realistically, we are unlikely to see either reform. 

Perhaps a more practical solution would be to tie the two problems together. Change the law so that custodians can charge location costs only if the records are produced within a strict deadline — perhaps 10 business days.  

That compromise would incentivize better, more organized record keeping. Government agencies would now want to keep their records — especially those people frequently request — arranged in ways easy to search and easy to find. It would also incentivize them to devote enough resources to fulfill record requests promptly.  

The result? Requesters will get records faster and cheaper, and government agencies might also see a net increase in revenue, as more requesters opt to pay for prompt service rather than walk away.

Pairing these two issues is an idea worth pursuing.

Your Right to Know is a monthly column distributed by the Wisconsin Freedom of Information Council (wisfoic.org), a group dedicated to open government. Tom Kamenick, a council member, is the president and founder of the Wisconsin Transparency Project.

The post Opinion: Your Right to Know: How to solve high record costs and long delays appeared first on Milwaukee Neighborhood News Service.

Milwaukee Neighborhood News Service invites community members to submit opinion pieces of 500-800 words on topics of interest to central city Milwaukee. To send a submission for consideration, please email info@milwaukeenns.org. The views expressed are solely those of the authors.

In a 2007 ruling known as Zellner v. Cedarburg School District, the Wisconsin Supreme Court declared that because public school teachers “are entrusted with the responsibility of teaching children,” the public has a clear right to know about allegations of misconduct against educators.

I wonder what the justices would think of a school district trying to charge $5,600 for this information. Or $40,000. Or $245,000.

Those were among the actual cost estimates that Wisconsin school districts provided when my paper, the Cap Times, asked for public records about teachers accused of sexual misconduct.

Such misconduct is a more pervasive problem in schools than you might think. An estimated one in 10 students experiences sexual harassment or assault from an educator during their K-12 schooling, according to one comprehensive case study in 2004. In Wisconsin, that rate would amount to more than 93,000 school children based on last year’s private and public school statewide enrollment.

But there is no statewide comprehensive data tracking of such allegations, so the Cap Times set out to determine how often educators are investigated for sexual misconduct toward students, and how allegations to this effect are handled.

For a report to be published later this month, the Cap Times sought employee investigation records, reprimands and resignation agreements over the last eight years from districts across Wisconsin.

The responses took the newspaper by surprise. I’m not referring to the actual records — which, when the Cap Times eventually received them, were shocking in other ways. What first stunned us were the amounts the districts demanded just to look for these documents.

The Middleton-Cross Plains Area School District outside of Madison put the upfront cost of locating these records at $40,000. Sheboygan wanted $18,000, Oshkosh wanted $6,600, Appleton wanted $5,600, and Madison wanted $4,500.

Leading the pack was the Janesville School District, which asked for $245,000. The district has 9,400 students and roughly 1,500 employees, making it the ninth largest district in the state. Milwaukee Public Schools, the largest school district in the state at 66,000 students, quoted the Cap Times about $1,100 for the exact same records request. MPS also has six times more employees, meaning more records to search.

After a Cap Times reporter spoke on the phone with Janesville assistant superintendent Scott Garner, this charge disappeared. For some of the districts, the newspaper had to identify names of specific teachers and narrow the scope of its requests to get a reasonable cost estimate. For others, including Madison, we still have not received records despite our attempts to make their searches easier.

The suspicion remains that the initial price tags from some of these districts were not based on the “actual, necessary and direct cost” of locating these records, as the Open Records Law allows, but on a desire to make these requests go away.

Then there were school districts, including Racine and Waukesha, where officials said they couldn’t fulfill the request at all because it would be too burdensome.

Refusing to provide this information, or charging prohibitive fees for such records, is antithetical to school districts’ legal duty — and moral obligation — of transparency. 

Educators have unique access to children and an enormous amount of responsibility for their safety at school. By far the majority can be trusted with those responsibilities. But in some cases that trust is violated — as in the state Supreme Court’s 2007 ruling, involving an educator who was viewing adult websites on his school computer.

As the court said in its decision, “The public has an interest in knowing about such allegations of teacher misconduct and how they are handled.”

And, I would add, members of the public shouldn’t have to take out a loan to get this information.

Your Right to Know is a monthly column distributed by the Wisconsin Freedom of Information Council (wisfoic.org), a nonprofit, nonpartisan group dedicated to open government. Council secretary Mark Treinen (mtreinen@captimes.com) is editor of the Cap Times in Madison.

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