Records request system modified, moved online

The Office of the Vice President and General Counsel has modified its procedure for open records requests.

Students and faculty can now request records through an online form. After submitting the form, the inquiring party receives a receipt acknowledging the request, said Jacqueline Simmons, vice president and general counsel.

“I wouldn’t describe it so much as a change, but a way to make it simpler,” Simmons said. “Now, a student can make a request from his or her dorm room at 11 on a Sunday night instead of waiting to talk with someone on the phone.”

Previously, inquiring parties had to call or come into the office to file a request, Simmons said.

Additional changes include efforts to collect qualitative information regarding the use of the open records system. The new system will measure how many requests are made, how much time each request requires and the specific kind of attention required for each request.

Journalism lecturer Bonnie Layton said she thinks the changes will benefit members of the press, as well.

“Especially with the web, reporters have to report so much quicker,” Layton said. “Reporters don’t have patience for record requests that may take up to four weeks to process.”

Journalism associate professor and Director of the Center for International Media Law and Policy Studies Tony Fargo, however, said he’s not sure the online form will make the process more efficient.

“On the positive side, it could shorten response times to requests and make them more routine,” he said. “On the negative side, offices that routinely complied with requests on the spot when someone visited the office could now feel compelled to have students go through the online process, so this could actually slow response times.”

Information not available for public use include litigation-related records, some research materials and deliberative records.

The open records request form is available on the OVPGC’s website, indiana.edu/~vpgc

Follow reporter Hannah Alani on Twitter @alohalanii.