SECTION 515:1-3-2. Availability of records

(a)   Availability. Records of the Pardon and Parole Board, not otherwise confidential or privileged from disclosure by law, shall be available to the public for inspection and copying at the Pardon and Parole Board's principal office or other offices during normal business hours. The Pardon and Parole Board may take reasonable precautions in order to ensure the safety and integrity of records under its care.

(b)   Removal. Records may not be removed from the Pardon and Parole Board's offices without written permission from the Executive Director.

(c)   Reproduction.

(1)   By the Pardon and Parole Board. The Pardon and Parole Board may limit the number of copies made and the time and personnel available for reproduction of open records requested by a member of the public or refer the requester to the provisions of paragraphs two (2) and three (3) of this subsection.

(2)   Commercial reproduction. With written permission from the Executive Director, persons may arrange for the pick-up, reproduction and return of open records by a commercial copying service at their expense.

(3)   Other. With written permission from the Executive Director and if suitable floor space is available, a requester may bring in and use his own copy machine for the reproduction of open records.

(d)   Confidentiality. Any person submitting information, data or materials to the Pardon and Parole Board may assert and substantiate a claim of confidentiality upon submission. Absent such assertion and substantiation, information or materials submitted to the Pardon and Parole Board shall be recognized and treated as being available for disclosure. Provided that the following information is considered confidential:

(1)   Victim protest letters (including information about the presence of such correspondence)

(2)   Correspondence from a person exercising their rights under the State Constitution

(3)   Criminal history information not resulting in conviction

(4)   Juvenile records

(5)   Medical and mental health information, including substance abuse treatment

(6)   References to Department of Corrections internal investigations

(7)   Pre-sentence investigations

(8)   Other information deemed confidential by the Executive Director or General Counsel pursuant to Oklahoma law.

(e)   Certification. Copies of official records of the Pardon and Parole Board may be certified by the Executive Director or designee.

[Source: Added at 20 Ok Reg 612, eff 1-31-03 (emergency); Added at 20 Ok Reg 1744, eff 6-12-03]