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RESOLUTION Page 11 of 15 <br />cases, a notation shall be made on or attached to the request listing the records produced, the <br />number of copies made, the fees charged, if any, the name of the staff person providing the <br />record, and the date of fulfillment. <br /> <br />4.10 Internal Review Prior to Public Inspection <br /> <br />Questions of Exemption <br />Record holders and/or departments are responsible for identifying potential exempt records or <br />records that contain potentially exempt information. When doubt arises as to whether records or <br />portions of records subject to a request are exempt from disclosure, the Records Liaison shall <br />consult the Public Records Officer and City Attorney, who may inspect the subject records before <br />authorizing the disclosure. Records Liaisons or record holders will be responsible for redacting <br />exempt information from departmental records. <br /> <br />Questions of Overly Broad Requests <br />If staff is not able to identify with confidence, the records sought by a requestor, or when a <br />request appears to be overly broad and unsuccessful attempts have been made to obtain <br />clarification from the requestor, staff shall consult with the Public Records Officer who shall <br />review the request and provide direction to staff regarding its fulfillment. Staff may also consult <br />with the City Attorney on such requests and shall do so in the absence of the Public Records <br />Officer. <br /> <br />4.11 Forms of Response <br /> <br />Final responses shall either include copies of the requested records or provide direction to the <br />requestor to arrange for inspection of the records (if wanted by the requestor). When the City is <br />not able to provide requested records within five (5) business days, the Public Records Officer <br />shall provide a written updated estimate to the requestor at the earliest possible opportunity. <br /> <br />Inspection of Responsive Records <br />Requestors may choose to inspect requested records prior to City staff making copies and should <br />be encouraged to do so, especially when the volume of records is large. Inspection prior to copying <br />may serve to narrow the scope of the request and can be useful for identifying and providing the <br />appropriate responsive records to requestors. Requestors may make arrangements with the <br />Public Records Officer to inspect records on City premises during normal business hours at a <br />mutually convenient time. Staff shall make every effort to accommodate reasonable requests for <br />appointment times while ensuring the security of public records during inspection. <br /> <br />The Records Liaison fulfilling the request shall provide for the security of records during <br />inspection, which shall be supervised by City staff as deemed appropriate. Requestors shall return <br />all records inspected to the Records Liaison in the condition and order they were provided. <br />Records shall not be altered in any way, rearranged, or removed from folders or removed from <br />City premises during inspection. A requestor may flag selected pages for copying but shall not <br />alter the original record. <br />