All records kept by the City of Dayton are public unless they are exempt from disclosure under Ohio law. All public records must be organized and maintained in such a way that they can be made available for inspection and copying. In accordance with the Ohio Revised Code, a record is defined to include the following: A document in any format - paper, electronic (including, but not limited to, business email) - that is created, received by, or comes under the jurisdiction of the City of Dayton that documents the organization, functions, policies, decisions, procedures, operations, or other activities of the City of Dayton, unless exempt from disclosure under Ohio law.
In addition, records in the form of email, text messaging, and instant messaging, including those sent and received via a hand-held communications device (iPhone, iPad, Android) are to be treated in the same fashion as records in other formats. Public record content transmitted to or from private accounts or personal devices is subject to disclosure. All employees or representatives of the City of Dayton are required to retain their email records and other electronic records in accordance with applicable records retention schedules.