KBEMS Legal Services

Open Records Request Procedure

KCTCS OPEN RECORDS PROCEDURES

As a public agency, KCTCS records are public records subject to the Kentucky Open Records Act (KRS 61.870 et seq.)  The KCTCS General Counsel, Michael Murray, is the official records custodian and all open records requests should be directed to the Office of General Counsel. The General Counsel is responsible for analyzing the request and existing records to determine responsiveness under the law, and for providing an answer to each request.

Pursuant to KRS 61.872, KCTCS requires a written request for records. Please indicate with some specificity the records requested, and submit the request in writing, via delivery, U.S. mail, email or facsimile. The request may be submitted by email to openrecords@kctcs.edu or by fax to 859-256-3127. For U.S. mail, send your request to:

Official Records Custodian
Office of General Counsel
KCTCS
300 North Main Street
Versailles, KY 40383

Current KCTCS employees who wish to view their own personnel files are not required to submit a formal open records request through this process, but should contact their college or system office Human Resources staff.

KCTCS has three working days to respond to a request for records; however, additional time may be required to retrieve records that are in storage, are voluminous, or are otherwise hard to access.  The General Counsel’s office will communicate promptly with requestors when additional time is necessary.  In order to ensure that KCTCS makes a timely response as required by law, any KCTCS employee who receives an open records request must forward it immediately to the Office of General Counsel.

Requestors have the option of inspecting the records in the Office of General Counsel.  The Office maintains regular hours from 8:30 a.m. to 5:00 p.m. Monday through Friday, excluding KCTCS holidays and closings.

When possible KCTCS will email responsive records to requestor.  If hard copies are requested or electronic records are not feasible, the cost for standard 8 ½ x 11 copies is ten cents per page, with payment due in advance or at the time of copying.  If the cost of copying and postage is less than $2.00, KCTCS will waive the cost.

If you have questions regarding this procedure, application of the Open Records law, or particular types of records, please contact Terri DeAtley in the Office of General Counsel at 859-256-3294 or by email at terri.deatley@kctcs.edu or openrecords@kctcs.edu.