Purpose and Governing Law

The Clearview Library District (“District”) is committed to transparency and public access to records in accordance with the Colorado Open Records Act, C.R.S. §§ 24-72-201 et seq. (“CORA”), and other applicable federal and state laws.

Public records of the District shall be available for inspection and copying as provided by law, except for records that are confidential, privileged, or otherwise exempt from disclosure.

Custodian of Records

The Library Director shall serve as the official custodian of records for the District. The Library Director may designate one or more employees to act as alternate custodians or to fulfill the responsibilities of the custodian of records, including during periods when the Director is unavailable.

Requests for Public Records

Requests for public records shall be handled in accordance with CORA, other applicable law, this Policy, and the District’s Open Records Access Procedure.

The District shall respond to requests for public records within the timeframes established by CORA and other applicable law.

Confidential and Exempt Records

Certain records may be confidential, privileged, or otherwise exempt from disclosure under C.R.S. §24-72-204 or other applicable federal or state law. Such records may include, but are not limited to:

  • Protected library user and borrowing records;
  • Certain personnel records;
  • Attorney-client privileged communications; and
  • Other records for which disclosure is prohibited or restricted by law.

Library user records shall be handled in accordance with C.R.S. § 24-90-119 and other applicable law.

When a requested record contains both information subject to disclosure and information that is confidential, privileged, or otherwise exempt from disclosure, the District shall provide access to the portion subject to disclosure when required by law.

Fees

The District may charge fees for copying, research, retrieval, data compilation, or other services associated with responding to a public records request as permitted by CORA and other applicable law.

Specific fees, fee schedules, payment requirements, and administrative processes related to such charges shall be established and maintained through the District’s Open Records Access Procedure.

Research by Requesting Parties

Independent research and inspection of public records may be permitted in accordance with CORA and the District’s Open Records Access Procedure, provided that:

  • Records made available for research or inspection do not include confidential, privileged, or other information not subject to public disclosure;
  • Appropriate measures may be taken to protect records from loss, alteration, or damage;
  • Research or inspection does not unduly disrupt the day-to-day operations of the District; and
  • Records are maintained or returned in their original order and condition.

Any costs associated with staff time necessary to facilitate research, retrieval, supervision, or inspection may be assessed as permitted by law and in accordance with the District’s Open Records Access Procedure.

Administrative Procedures

The Library Director is authorized to establish and maintain administrative procedures, forms, fee schedules, and other guidelines necessary to implement this Policy and to comply with CORA and other applicable law.

Administrative procedures may be revised by the Library Director as necessary to reflect changes in law, District operations, technology, fees, or administrative practices, provided that such procedures remain consistent with this Policy and applicable law.

Adopted August 27, 2020. Updated August 27, 2026.

Appendix A: Open Records Access Procedure

To submit a request, please complete the Request for Public Records form and deliver it to the Clearview Library District Administration Building (1194 W Ash Street, Windsor) or email it to the library director at director@clearviewlibrary.org.

Requests received after the close of business will be considered to be received on the next business day.

We’ll respond to requests within three (3) working days whenever possible. If extenuating circumstances apply, the Director (or designee) will notify you that delivery may be delayed up to seven (7) working days. We’ll also notify you if the requested documents are not available, reside with another agency, or if the records are not covered by CORA.

Responses to requests will include information currently in our possession. Responses to requests will not routinely include the restoration of our systems that may be available on backup tapes or other means of disaster recovery.

Additionally, responses to requests will not routinely include data that is automatically created, stored, or retained on an individual computer or on network equipment or servers, such as email metadata that is not otherwise imprinted or stored as part of the visible content of an email message, logs, web traffic statistics, browser cookies, browser cache, server logs, browser history, or firewall logs.

Fees

Data Compilation costs will be assessed at the hourly rate defined by the Colorado Open Records Act Maximum Hourly Research and Retrieval Fee ($41.37 as of 2024).

The fee for compiling requested information will be:

  • One hour or less — $0
  • More than an hour — Data Compilation Hourly Rate
  • Should physical copies need to be printed, actual printing costs, up to $0.25 per page, may apply. 
  • We will provide a cost estimate and may request that you pay all, or a portion, before compiling the information.
  • A summary of fee information can be found at: https://coloradofoic.org/open-government-guide/#Fees