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Requests should be prepared carefully. Avoid vague or overly broad requests, as these can lead to confusion, delays and/or increased costs. Consider the following helpful tips: 

• Contact Information. Provide your name (and organization name, if applicable) and preferred contact information including email, phone number and mailing address. 
• Construct a Clear and Specific Request. Describe the record(s) you’re seeking, including identifying information such as date ranges, names or addresses. Describe the records as specifically as possible. Generally, best practice is to file separate, specific requests rather than including multiple, unrelated items in a single request. 
• State a Preferred Format. Indicate whether you would like to inspect the records in person or receive them in an electronic format or receive physical copies.
• Set a Cost Limit. In the request, specify the maximum amount you are willing to pay for searching, researching and copying of records. See below for the list of costs involved. 
• Request Example. The Missouri Attorney General’s office has provided a sample request to follow, accessible here. 

Public input (such as comments, concerns and/or questions about library procedures, policies and staff) is not the same as Sunshine Law requests. If you would like to provide feedback or voice an opinion, please email or speak with a library staff member. The Sunshine Law request process is for access to existing documents held by the library.   

Payment of any fees is required before fulfilling the request. A breakdown of the estimated fee will be provided for review. If the fee is not paid within ninety (90) days, or within one hundred fifty days if the requested fee exceeds one thousand dollars, the request shall be considered withdrawn. Costs are estimated by using the lowest-salaried employees capable.

• A fee of $13.75 per hour for activities performed by clerical staff, including locating, preparing and/or copying records. 
• A fee of $25.00 per hour for activities performed by Administrative staff, including searching and evaluating records. 
• A fee of $.10 per page (8.5” x 11”) for black and white photocopies of documents
• A fee of $5.00 for documents provided via portable flash drive

For most requests, the first hour of searching and review is waived. Acceptable payments include cash, check, money order or credit card. 

If the fulfillment of the request takes less time than estimated, a refund will be issued. If the fulfillment requires additional time, the requester will be notified and provided with an updated time and cost before continuing with retrieval.

Records may be furnished without charge or at a reduced charge if the requested information is likely to contribute to public understanding or benefit the general public and is not primarily for the commercial interest of the requester.

The custodian of records may ask for additional details and clarification of the request before fulfillment. Per Sunshine Law, governmental bodies are allowed to exceed the three days for production for reasonable cause, but are required to notify of the cause of the delay and the anticipated timeframe the records will be ready.

Searching, Researching and Production of Records
The library’s email archive search parameters include: date range, email addresses and/or keywords. Since the goal is to provide all possible records, it may require multiple search combinations to capture all relevant records. Once the search is completed, staff must then review all emails and records to ensure they first match the parameters of the request and qualify as an open record according to the Missouri Sunshine Law.

Typically, basic searches are completed by non-administrative staff. The review of records is completed by administrative staff since they have the security and personnel permissions, as well as the knowledge of what closed and open records are. In the event outside counsel is required, attorney fees are paid for by the library, not the requester.

Closed Records
While most records are open under the Sunshine Law, some exceptions exist, including (but not limited to) the following:

• Legal actions, causes of action or litigation (except that votes, minutes and settlement agreements must be opened to the public on final disposition, unless ordered closed by a court)
• Leasing, purchase or sale of real estate where public knowledge might adversely affect the amount paid in the transaction
• Hiring, firing, disciplining or promoting a particular employee
• Software codes for electronic data processing
• Individually identifiable personnel records
• Records related to existing or proposed security systems
• Records that are protected from disclosure by other laws

If a request for access is denied, the custodian shall provide, upon request, a written statement of the grounds for such denial. 

No Records Exist
A response of "no record exists" indicates that the public body does not have the requested record in its possession. The Sunshine Law requires that existing public records be accessible, but it does not require a public body to search for or create records that they do not already have.

The Sunshine Law does not require a public governmental body to explain any “public records” or “to create a new record upon request, but only to provide access to existing records held or maintained by the public governmental body.”  American Family Mut. Ins. Co. v. Missouri Department of Insurance, 169 S.W.3d 905, 914 (Mo. App. 2005) citing Jones v. Jackson County Circuit Court, 162 S.W.3d 53, 60 (Mo. App. 2005).