OHS Open Records Policy
It is the policy of the Oklahoma Historical Society (OHS) to comply with the Oklahoma Open Records Act (the “ORA”), Title 51, Sections 24 A.1 and following of the Oklahoma Statutes. To comply with the ORA, the OHS will ensure public access to, review of, and copying or other mechanical reproduction of its records in accordance with reasonable procedures to protect the integrity and organization of OHS records; to avoid excessive disruption of essential OHS functions; and subject to reasonable fees to recover the direct costs of providing public access, review, and/or reproduction.
Procedure
Any person may request records from the OHS by mail, e-mail, telephone, or in person. The OHS requires the request to be made in writing on a form prescribed by the OHS. If the OHS cannot reasonably respond to a request the same day, the requester must provide a name, address, email address, and telephone number of a person or entity to take delivery of the records or information.
Requests for records of the OHS may be directed to:
Oklahoma Historical Society
Attn: Director of Communications
Oklahoma History Center
800 Nazih Zuhdi Drive
Oklahoma City, Oklahoma 73105-7917
Phone: 405-967-9487
Open records shall be made available during all customary office hours, which are 8 a.m. to 5 p.m., Monday through Friday, except legal holidays.
The OHS will endeavor to respond to all requests within a reasonable period of time that avoids disrupting other organizational responsibilities. If the OHS cannot respond within a reasonable period of time, it will notify the requester stating the reason(s) why and the time when the records will be available. Larger requests will require more time to process and review. This request should be as specific as possible. The OHS may deny a records request if it is not reasonably specific (51 O.S. § 24A.5(7)).
Certain records (e.g., privileged legal materials) are considered confidential and are not subject to the ORA. The OHS has the right to keep certain personnel records confidential (51 O.S. § 24A.7). Personal details (e.g., home addresses, phone numbers, and Social Security numbers) may be redacted if disclosure would constitute a clearly unwarranted invasion of personal privacy (51 O.S. § 24A.7(A)(2)).
Records Review Procedure to Protect the Integrity and Organization of Records:
All reviews will take place during regular business hours. Files must be reviewed on the premises.
The Executive Director or Deputy Executive Director will designate an OHS staff member to assist the requester and arrange an appointment to review any records.
Requesters may take notes and bring tape-recording devices, portable computers, scanners, or digital cameras. Outside photocopiers are not allowed.
Fees and Other Charges
The OHS will assess fees for document copying or mechanical reproduction and postage as provided below. Copies will be provided digitally unless requested otherwise.
A minimum search fee of $55 will be charged when the request is for commercial purposes or would clearly cause excessive disruption of the OHS’s essential functions. The OHS may charge the direct cost of a search incurred, such as from a third-party supplier. A quote will be provided. Fees, other than the direct cost of making the copies, will not be assessed for public interest requests from the news media, a scholar, an author, or a taxpayer seeking to determine whether the OHS and/or its staff are honestly, faithfully, and competently performing their duties, as defined by 51 O.S. § 24A.5.
The OHS may require advance payment of the estimated fees when the estimated cost exceeds $75 or if the requester has outstanding fees from previous requests.
| Copies | Fee (per page or item) |
|---|---|
|
Black and white (up to 8.5” x 14”) |
$0.25 |
|
Color (up to 8.5” x 14”) |
$0.50 |
|
Certified Copy (up to 8.5” x 14”) |
$1.00 |
|
Digital |
$0.15 |
|
Black and white or color (larger than 8.5” x 14”) |
Reasonable, direct costs |
|
Postage, boxes, other shipping supplies |
At Cost + $5.00 handling charge |
|
Outsourced/Contracted services |
At Cost + $5.00 handling charge |
The charge for personnel costs will be at the rate of $25 per hour. There will be no charge for the first hour of personnel time, and any additional time will be prorated to the nearest half hour. The requester may not be charged for the preparation of the billing form, memorandum, cover letters, or any other information not requested.
Personnel time may not be charged for any time spent by an attorney or any other person who reviews the requested information to determine whether the governmental body will raise any exceptions to disclosure of the requested information. If the charge for providing a copy of public information includes
personnel charges, the OHS will, upon request, provide a written statement of the time required by the department to produce and provide a copy. The statement must be signed by the staff member handling the response to the public information request. The staff person’s name must be typed or legibly printed below the signature. A charge may not be imposed for providing the written statement to the requester.
Research Records
Research Records of the OHS are available to the public and have a separate set of policies, procedures, and fees. More information on OHS Research Records can be accessed on the OHS website.
Effective date: October 28, 2026
