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Basics of responding to a CORA Request
Timing
Three working days are allowed to produce records. It is essential for the CORA team to receive all incoming CORA requests as quickly as possible to get them properly logged and assigned for response.
This time can be extended an additional seven working days if extenuating circumstances exist. The CORA Team will work with a division or section to identify if it is appropriate to extend the time to respond. *Extenuating circumstances can never be applied when a single document is being requested.
Costs
It is possible to charge a requestor (someone making a CORA request) if a request will take more than an hour to fulfill. The current maximum hourly rate set by state law is $41.37. If a division or unit believes it will be necessary to charge for a request, a cost estimate should be prepared as early in the process as possible. This helps ensure unnecessary work is not done and also reserves time to complete the request within the statutorily limited time frames.
It is important to be mindful that the amount being charged is reasonable and can be defended as being necessary and not just the result of records not being kept in a reasonably accessible manner.
CORA Team's initial steps
Refers any requests for records not held by DOR to the appropriate entity, if known.
Clarifies the records requested as specifically as possible, including relevant data ranges, where needed.
Forwards every DOR request to the CORA liaison(s) for the appropriate division(s). CORA liaisons are often the division's records custodian or subject matter experts. Divisions can identify multiple people or roles who should be included on incoming CORA requests.
The Communications Director is also copied on all CORA requests, and members of the Executive Director's Office and/or Executive Committee as necessary for awareness.
In September of 2024, the CORA team implemented a new Google Request Form for the submission of all CORA requests. Department policy requires all requests to be in writing, and use of the form is preferred. Through the form, the CORA team is working to help identify misrouted requests for other state agencies or government entities before they are submitted, as well as attempting to get more detailed information as part of the initial request.
Division's initial steps
The designated CORA liaison/point person follows any procedures established by their division as part of identifying responsive records/documents. If a division is interested in developing or refining their internal procedures, the CORA team is ready to help with that.
Responds to the CORA team within the initial three business days with one of the following:
Copies of the materials being requested. This is typically done electronically unless the records or information is kept in such a way that electronic files are not appropriate.
Notification to the CORA team if an extension of time is needed.
Notification to the CORA team if a cost estimate is needed because it will require more than one hour to compile materials, including providing an estimate of the time required by the division to complete the request.
Advising the division has no responsive materials.
The division's primary CORA liaison is the point person for managing the process of preparing any responsive materials. It is their responsibility to reach out to anyone within the division who may have records or materials that are covered by the request. If necessary, the division should engage the Attorney General's Office to assist and provide legal advice.
In the event copies of communications are included as part of a CORA request, the division liaison should also make sure division staff is aware of the request and makes appropriate searches of their own materials, including email, texts, letters, and other files and communications maintained in any form. If the division believes a search of email in Google Vault is also appropriate, the division liaison should notify the CORA team, who are Vault administrators and can initiate that search as well. Google Vault searches do not replace the need for staff to perform their own searches of their records and materials.
Roles of the CORA team
Primary liaison with the requestor; in most instances, all communication between DOR and the person making a CORA request will be managed directly by the CORA team.
Performing any necessary redactions on materials prior to their release.
Maintaining the record of all CORA requests for the required retention period, including documentation of each request, communications with the requestor, and materials provided in response.
Tracking all incoming CORA requests for DOR and maintaining statistics relating to significant measures associated with the CORA program.
Consulting with divisions as well as the Attorney General's Office on whether particular documents or information should be released as part of a CORA request, including determining any necessary redactions.
Preparing any required privilege logs with the input of the involved divisions when certain materials are withheld at the division's determination.
When a request is not for public records
There are times when requests are submitted to the CORA team by the public or by other DOR team members that are not actually requests for public records. In these instances, it is important for the CORA team to clearly identify the boundaries of the open records request process, and help divisions respond appropriately to requests outside of the CORA process when necessary.
Examples of these sorts of requests include:
Requests that are more of a customer service request than an open records request, such as when someone is looking for an answer to a specific question about departmental services, rather than a specific document or piece of information. CORA is not like a library's general reference desk - its purpose is to make specifically identified records and information accessible to the public.
Similarly, requests for explanations are not part of the CORA process. As part of responding to a CORA request, the CORA team cannot explain what certain information means or its significance. These are questions more appropriately handled directly by division staff outside of the CORA process.
Materials that are accessible through a different process should not be requested or released under CORA. One common example of this within DOR is someone making a request for their own driving record or tax filings. There are other specific processes available to the public to make these sorts of requests for materials that are not public records.
Requests for information in a specific format that is not already maintained should generally not be fulfilled under CORA. The CORA statute specifically indicates it is not necessary to create a record in order to respond to a request. There is a sometimes fuzzy line involved in some instances like this, however, when information is being requested that is generally public information, but that is within a system or other format that makes it hard to provide access to a member of the public. In these instances, it is key for divisions to work with the CORA team to try to identify what may be possible to provide.
Contact
Pat Harton, CORA Manager
Melissa Barkett-Long, CORA Administrator
Anissa Hollingshead, Director of Records Management
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