Code: KL
160-1-3-.05 ASSESSMENT OF COSTS.
(1) DEFINITIONS.
(a) Documents – any papers, letters, maps, books, tapes, photographs, computer based
or generated information, data, data fields, or similar material prepared and maintained or
received by the Georgia Department of Education or the State Board of Education.
(2) REQUIREMENTS.
(a) A party requesting that the Georgia Department of Education (GaDOE) transmit the
records of an administrative proceeding to a federal district court or state court shall be
charged a copying fee of $.25 per page and shall be charged for the actual mailing costs
to transmit the record to the appropriate court. The requesting party shall remit the total
fee to GaDOE within 30 days after receipt of an invoice. The requesting party may be
asked to provide the filing fee for the appropriate court to be transmitted along with the
record.
(b) A party requesting copies of documents pursuant to the Open Records Act
(O.C.G.A. § 50-18-70) shall be charged a copying fee of $.10 per page for letter or legal
size documents or, in the case of non-letter or legal size documents, the actual cost of
producing the copy. In the case of electronic records, GaDOE may charge the actual cost
of the media on which the documents are produced. The party making the request shall
remit the total fee to GaDOE within 30 days after receipt of an invoice.
(c) GaDOE may charge for the search, retrieval, redaction, and production costs for the
production of documents pursuant to the Open Records Act. The charge for search,
retrieval, or redaction of records shall not exceed the prorated hourly salary of the lowest
paid full-time employee who, at the discretion of GaDOE, has the necessary skill and
training to perform the request.
(d) In any instance in which the estimated costs for the production of documents
exceeds $500.00, GaDOE shall insist on prepayment of the costs prior to beginning the
search, retrieval, review, redaction, production, or copying of the documents.
(e) In lieu of providing separate printouts or copies of records or data, GaDOE may
provide access to documents through its website. If a person or entity specifically
requests data fields in the format in which they are kept, GaDOE shall provide the data in
the format requested provided the person or entity agrees to be responsible for any
administrative costs associated with the request.
(f) Whenever any person or entity has requested documents and does not pay the
administrative cost lawfully estimated and agreed upon, GaDOE shall be authorized to
collect such charges in any manner authorized by law. Further, whenever any person or
entity has requested to inspect or copy documents and has not paid the administrative cost
lawfully incurred, GaDOE shall require prepayment for compliance with all future
160-1-3-.05 (Continued)
2
requests for documents until the costs for the prior production of documents have been
paid or the dispute regarding payment is resolved.
Authority: O.C.G.A. § 20-2-240; 20-2-1160; 50-18-70.
Adopted: August 22, 2012 Effective: September 12, 2012