FAQ
What is a public record?
A “public record” refers to any record created or received in conducting Pender County business, in whatever format, including but not limited to paper, photographs, emails, or digital images, unless an exception applies under federal or state law. Public Record defined by law.
North Carolina law does not require Pender County to respond to a request for a public record by creating or compiling a record that does not exist. G.S 132-6.2
From the News Media
Media representatives may contact the Office of Communications with media inquiries.
Public records requests should be submitted at https://pendercountync.nextrequest.com/. Records requests should not be submitted to Pender County Communications.
Email:
Brandi Cobb at bcobb@pendercountync.gov
I’m an employee at Pender County. How should I respond to a public records request?
Pender County employees who receive a public records request from an individual should forward the request to the appropriate contact (see above) and respond to the requester with the appropriate contact information. Pender County employees who are unsure of the appropriate office or contact should contact the County Manager's Office.
Is Pender County permitted to withhold some records? Yes
What information about an employee is considered public?
Under state law, the following information about an employee may be released:
Privacy of employee personnel records
How long will it take for Pender County to respond to a records request?
Pender County will respond as promptly as possible based on factors including the availability of records, the complexity of the request, the volume of materials involved, the number of requests ahead in the queue, and the time required to review the materials for possible redaction to protect the privacy rights employees or other information deemed confidential under federal or state law.
Under North Carolina law, Pender County must produce the public records “as promptly as possible.” What is considered “as promptly as possible” will vary depending on the volume of documents sought by the requester. In certain cases, the records can be produced in fewer than 10 days. However, large or complex requests may take much longer to fulfill.
How does Pender County prioritize requests and responses?
Pender County processes public records requests on a first-in, first-out basis. Pender County reserves the right to make exceptions when deemed essential. Under Pender County's policy, we place the highest priority on requests from Pender County residents and news media outlets.
What fees may be charged for processing a public records request?
Under the North Carolina Public Records Act, public agencies are authorized to charge minimal fees to cover the actual cost of reproducing public records or public information.
Pender County may charge a fee for searching for, gathering, and copying documents that are public records. This includes but is not limited to the time spent identifying and gathering records or information from existing public records.
Requesters will be notified in advance of any service fees that will be assessed for cases involving extensive information technology resources or extensive clerical or supervisory assistance exceeding four hours. The county may not include the cost of redacting legally privileged or confidential information in calculating the service fee.
The Public Records staff will provide a requester with a written estimate with information on possible service fees. The requester may also choose to narrow the scope of the request.
Can I inspect a public record in person?
Pender County is required to provide an opportunity for inspection and examination of its public records during normal business hours (8 a.m. to 5 p.m., Monday through Friday, excluding holidays). The county may set parameters for inspections to protect those records and not disrupt county operations. Alternative arrangements will be necessary in cases in which original documents include protected or confidential information.