Preliminary Examination

  1. Program area identifies the records and any issues associated with the records.
  2. Review the requested records to determine whether they are within the scope and timeframe of the request. The Act applies to all records in the custody or under the control of a public body except for the specific types of records listed in section 3.
  3. If no, respond to the applicant that the public body has no records within the scope and timeframe of the request. If yes, proceed to #4. If you are unsure, contact the program area.
  4. Examine the requested records to determine, at a general level, if there is any information that, if disclosed, may explicitly or implicitly reveal information that is subject to this exception.
  5. If the initial examination suggests that part or all of the records may fall within the parameters of this exception, a more detailed analysis is necessary before a recommendation can be made to the head of the public body. Go to Line by Line Review.
  6. If the initial examination indicates that this exception does not apply to the requested information, check to see if another exception applies.
  7. Examine the records to determine if the interests of a third party or another public body may be affected by release. If, on balance, a reasonable person would conclude that the interests of a third party or another public body will be affected, recommend to the head that consultations with that party be undertaken prior to release. See form letter for Third Party Notice.
  8. Confirm with the program area specialist whether or not the requested records are subject to exception.
  9. Recommend to the head that the record be released if no exceptions apply to the requested information and the interests of a third party or another public body will not be affected.