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RESOLUTION Page 10 of 15 <br /> Records liaisons shall advise department record holders of the five-day response deadline when <br />forwarding records requests and consult with record holders when estimating the fulfillment <br />date. <br /> <br /> 4.8 Locating Responsive Records <br /> <br />Staff shall make a reasonable effort to identify and locate any and all responsive records. When <br />identifying records, the Records Liaison or Public Records Officer may ask the requestor for <br />clarification or refinement of the request. Such clarifications may be verbal or in writing. In the <br />case of verbal clarification, staff involved in the conversation shall document the clarification in <br />writing and include the information in the request file. Staff shall not conclude that a request is <br />overly broad or does not adequately identify the records requested without attempting to obtain <br />clarification from the requestor. <br /> <br />Records Liaisons and staff are not required to create new records in response to a request for <br />public records, but shall when deemed feasible, tailor existing informational databases or indexes <br />to provide a report responsive to a request that otherwise would not be produced in the normal <br />course of business. The determination of the feasibility of creating such reports shall take into <br />account the ability to redact or withhold exempt information. When the production of a tailored <br />report requires additional resources such as customized programming or fact-specific analysis, or <br />would otherwise interfere with other essential functions, the City is not required to produce such <br />tailored reports but should instead consult with the requestor. <br /> <br />The City is only required to provide records that exist at the time a request is made. The City <br />cannot fulfill “standing” requests or requests for records that may be created at a future date. <br /> <br />Fulfillment of requests shall be processed in the order that provides the timeliest response. <br />Requests may be fulfilled in the order of receipt as long as easily fulfilled requests are not <br />postponed behind larger or more complicated requests strictly because they were received later. <br /> <br />4.9 Immediate Provision or Inspection of Records “Over the Counter” <br /> <br />Staff may respond immediately to verbal requests for records without the need for completion of <br />a written request, entry into a request log, or a written response by the City when all of the <br />following conditions exist: <br /> <br />• The records requested are easily accessible to staff ; <br />• The requested records do not contain lists of individuals; <br />• The requestor is seeking only inspection of records and no copies are provided by the City; <br />• Staff can fulfill the request without referring it to Records Liaisons or the Public Records <br />Officer; and <br />• The request is not for records that are subject to withholding or redaction due to <br />disclosure exemptions or confidentiality considerations. <br /> <br />When a request is received in writing and the requested records are provided to the requestor in <br />person at the time of the request, a separate written response by staff is not required. In such