Common use of Public Records Requirements Clause in Contracts

Public Records Requirements. 18.1 Notwithstanding any provision in this agreement to the contrary, the following public records requirements shall apply: 1. Keep and maintain public records required by the public agency (City/Organization) to perform the service. 2. Upon request from the public agency’s custodian of public records (City Clerk), provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119, F.S. or as otherwise provided by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. If the Contractor has questions regarding the application of Chapter 119 Florida Statues, for their duties to provide public records relating to this contract then contact the City’s custodian of Public Records City Clerk Xxxx Xxxx at (000) 000-0000 X 0000, or e-mail xxxxx@xxxxxxxxxxxxxxxx.xxx, 000 Xxxxxx Xx. Xxxxx Xxxx Xxxxxx XX 00000.