Cost Rules Tamara Strain Assistant Attorney General Open Records Division Views expressed are those of the presenter, do not constitute legal advice and are not official opinions of the Office of the Texas Attorney General

 Section The charge for providing a copy of public information shall be an amount that reasonably includes all costs related to reproducing the public information, including costs of materials, labor, and overhead. General Rule

 Less than 50 pages of paper records  Copies are not requested Inspection Viewing the records Exceptions

 $0.10 per page for paper copies  $1.00 per CD  $3.00 per DVD  $15.00 per hour for labor For time to locate, compile, reproduce, and manipulate data  Twenty percent of the labor as overhead  Note: Pursuant to section , a non-state agency may charge up to 25% more than these established rules. What are the allowable charges for copies?

Labor Charges (1 of 3)  1 Texas Administrative Code 70.3(d)  $15.00 per hour for the time spent to: Locate Compile Manipulate data Reproduce information

Labor Charges (2 of 3)  Locate Time spent finding the records that are responsive to the request  Compile Time spent gathering and pulling together the responsive information  Manipulate data Section (4) of the Government Code Time spent modifying, reordering, or decoding information with human intervention Example: Redacting information  Reproduce information Time spent copying the responsive records

Labor Charges (3 of 3)  1 Texas Administrative Code 70.3(d)(3) May not charge labor for the time spent to:  Determine whether exceptions apply  Research or prepare a request for ruling  Note: You cannot charge for the time spent looking for responsive information if none is found.  Remember: You do not need to create any new information, conduct legal research, or answer questions. Open Records Decision Nos. 563, 555

 “I would like copies of every police report for the last ten days”  Responsive Information: There are 200 responsive police reports. Each report is an average of four pages. Each report takes three minutes to locate and copy. Half of the reports have confidential information that must be redacted, this takes an additional five minutes per report. Request #1

 800 total pages at $0.10 per page: $80.00 [800 x $0.10]  Labor 600 minutes to locate and reproduce 500 minutes to manipulate data $ [1100 x $0.25] What are the allowable charges?

 Total allowable charges: $80.00 for paper copies $ for labor $55.00 for overhead [$ x 20%] $410.00

 “I would like to also receive the calls for each report”  Responsive information 150 of the reports have calls. Each call is an average of three minutes. It will take an average of five minutes to locate each call and for an employee to initiate the process of burning it to a CD. 75 of the calls contain confidential information. It will take the department ten minutes to redact each of these 75 calls. The department can fit fifteen calls on each CD. Request #2

 10 CDs at $1.00 per CD $10.00 [10 x $1.00]  Labor 750 minutes to locate and reproduce 750 minutes to manipulate data $ [1500 x $0.25] What are the additional charges?

 Total allowable charges: $80.00 for paper copies $10.00 for CDs $ for labor $ for overhead [$ x 20%] $870.00

 “Please provide every police report for the last ten days, as well as the corresponding calls”  Requested information The department does maintain these reports electronically. It will take an additional two CD’s to provide a copy of the reports. The department is not capable of redacting the reports electronically and must print 200 pages to redact. The time to redact and scan the reports remains the same as the estimate to copy. Request #3

 The department may charge only for the pages it must print in order to redact: 200 pages at $0.10 per page:  $20.00 [200 x $0.10]  12 CDs at $1.00 per CD $12.00 [12 x $1.00] What charges change>

 Total allowable charges: $20.00 for paper copies $12.00 for CDs $ for labor $ for overhead $812.00

 Section If information exists electronically, the requestor may ask for a copy in an electronic medium, and the governmental body shall provide it:  If the governmental body has the technological ability to produce an electronic copy, and  The governmental body is not required to purchase any new software or hardware What if the department did not maintain the reports electronically?

 The IT Department has informed the PIC the city now has the capability to redact electronically.  It will take the city the same amount of time to redact the confidential information electronically as it did to redact this information manually on paper. Request #4

 Total allowable charges: [- $20.00 for unnecessary paper copies] $12.00 for CDs $ for labor $ for overhead $792.00

 “I don’t want all of those CDs, I just want to come look at the information” Request #5

 Section of the Government Code Generally, a charge may not be imposed when making records available for inspection.  Section (b) of the Government Code You may charge the cost of a photocopy for a page where confidential information must be redacted because it is mixed with public information on the same page.  Section (c)-(d) of the Government Code You may charge labor in limited circumstances where volume or age of the records meets certain statutory guidelines. Inspection of Paper Records

 Section of the Government Code You may not impose a charge for records that exist in an electronic medium unless complying with the request will require programming or manipulation of data. Inspection of Electronic Records

 The city may not charge for any CDs because none are being provided.  The only labor the city may charge is for manipulation of data: 500 minutes to redact reports electronically 750 minutes to redact calls  The city may not charge for overhead. What charges change?

 Total allowable charges: $ for labor [( ) x $0.25] $312.50

 < $40.00 Invoice or bill the requestor upon completion of work.  > $40.00 and < $ Must provide a cost estimate prior to the work being completed  > $ May request a deposit. I have figured out what I can charge— now what?

 Section (a) of the Government Code, the statement of estimated charges must contain certain notices You must inform the requestor that inspection is available if it is a less costly option. You must inform a requestor that they must respond within 10 business days and the manners in which they may respond.  Note: You cannot withdraw a request by operation of law unless the written itemized statement contains the proper notices. What needs to be in a cost estimate? (1 of 2)

 Section (b) Ways in which the requestor may properly respond  Accept the estimated charges  Modify the request in response to the itemized statement  Notify you that a complaint has been sent to the Attorney General’s Office alleging the requestor has been overcharged What needs to be in a cost estimate? (2 of 2)

Public Information Cost Estimate Model

Example of Cost Estimate Letter

 Section (a) of the Government Code Governmental body may require a deposit or bond if:  You have provided a proper written itemized statement as required by section , and  The charge for providing the requested information exceeds $100 if you have more than 15 full-time employees, or $50 if you have fewer than 16 full-time employees Deposits and Bonds

 Section (g) of the Government Code Sending a cost estimate does not affect a governmental body’s deadlines to request a ruling.  Section of the Government Code A governmental body is considered to receive a request on the date it receives the deposit or bond. If a requestor modifies, a governmental body is considered to receive a request on the date it receives the modification. Do the ruling deadlines change?

Cost Complaints  Section (a) of the Government Code A requestor may file a written complaint with the Office of the Attorney General if the requestor believes that he/she has been overcharged.  Generally, as part of its investigation the OAG will send written questions in order to determine if the charges are appropriate. Note: Governmental body must respond to these questions within 10 business days of receiving them. The burden is on the governmental body to explain how it determined the charges.

Additional Resources  Cost Rules: Page 267 of the 2014 Public Information Handbook at: pdf pdf  Public Information Cost Estimate Model Letter cost-estimate-model cost-estimate-model  Open Government Hotline: (877) OPEN TEX  Cost Hotline: (888) OR COSTS