Resolution 8057 - Laserfiche WebLink

RESOLUTION Page 12 of 15 The City reserves the right to make copies of records for inspection rather than provide the original records for inspection. The requestor will not be responsible for copy costs if the requestor only inspects records. Electronic Copies Records available in electronic form that do not require redaction may be provided to a requestor in native format unless the requestor specifically asks that they be provided in paper or other form. When requested and deemed feasible, electronic records may be converted from one format to another provided such conversion is not unduly burdensome to staff. Should conversion be unduly burdensome, conversions fees may be assessed. Installments If appropriate, records requests may be fulfilled in partial installments to provide the fullest assistance to requestors. Installments are subject to the same deadlines for claiming and inspecting records described in this section. If an installment is not claimed, accessed, reviewed, or if arrangements for inspection of an installment are not made prior to 30 calendar days from notification of availability, the City may discontinue compiling subsequent installments of the same disclosure request. The Public Records Officer may attempt to contact the requestor prior to deeming an installment request abandoned, but is not required to make such contact when a requestor has been previously warned of this consequence. Requestor Responsibility Requestors shall arrange to inspect, review, access, or claim copies requested records within 30 calendar days following notification by the City that responsive records are available. The 30 calendar days begins on the business day immediately following the City’s notice that the records are available for inspection or copying and includes weekends and City holidays. The Public Records Officer may extend this time period as appropriate to ensure fullest assistance to requestors. Requestors must respond to requests for clarification within 30 calendar days of being contacted or a request will be deemed abandoned and closed. If a requestor fails to claim, review, access or arrange for inspection of requested records after the expiration of the 30 calendar days, the request shall be deemed abandoned and closed. Prior to closing the request, the Public Records Officer may attempt to confirm whether the requestor still wants the requested records, but is not required to do so. Multiple Requests by Same Party When the same requestor simultaneously submits multiple, separate requests or makes one or more additional requests when previous requests are open, staff may queue the requests in the order in which they were received. Staff is not required to work on an additional request until the initial requests are completed and closed. Requestors are responsible for informing the Public Records Officer if they want to reprioritize the fulfillment of their requests.