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Clerk's Rules - PRA - Conversion Fees - 3/1/2018
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Clerk's Rules - PRA - Conversion Fees - 3/1/2018
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11/14/2023 1:21:32 PM
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Clerk's Rules
Title
PRA - Conversion Fees
Effective Date
3/1/2018
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City Clerk's Rule <br />Public Records Requests Fees <br />The City Clerk issues the following rule pursuant to RCW 42.56.120 (2)(b) and Section 5.0 of <br />the City of Everett's Public Records Act Compliance Policy Number 100-16-08. <br />When a requestor asks the City to convert an electronic record from a native <br />format to a different format (i.e. email messages from ".msg" into ".pdf"), and the <br />City has the ability to make this conversion, the City shall charge an hourly fee. <br />The fee schedule for converting public records requests will be maintained by the <br />City Clerk and updated administratively. <br />Conversion charge (changing format for <br />electronic documents) <br />$30 per hour (typically, the city can <br />convert 20 emails per hour with <br />attachments) <br />Explanation: <br />The PRA requires agencies to convert electronic files from native format to the <br />requester's preferred format when it is reasonable and practical to do so. The PRA also <br />allows agencies to charge actual copy costs, which includes the actual cost plus labor <br />for converting files from one format to another. <br />The conversion of emails from native format to PDF format is particularly time- <br />consuming because emails with attachments must be converted one at a time, and the <br />attachments must be renamed to ensure they remain associated with the email. <br />The City conducted a time/cost study for converting a large number of emails, many of <br />which had attachments, from native format to PDF format. The results of the study <br />showed that the City was able to convert 20 emails with attachments per hour, or 3 <br />minutes per email. <br />Therefore, the City adopts the following costs for conversion of public records in different <br />electronic formats pursuant to the authority under RCW 42.56.120 (2)(b) and Section 5.0 <br />of the City of Everett's Public Records Act Compliance Policy These charges shall go <br />into effect immediately and apply to all pending Public Records Act requests. To <br />determine the conversion fee, the employee making the conversion shall track the actual <br />time it takes to convert the records. <br />-11 <br />Finance irec r Aoval D to <br />(170679_0ff <br />City Clerk Approval Date <br />
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