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RESOLUTION Page 14 of 15 <br />Records Liaisons shall maintain logs of public records requests received for their departments that <br />shall include at a minimum: <br /> <br />• The request tracking number from the Public Records Officer; <br />• Name and convenient contact information for the requestor; <br />• Date of receipt; <br />• Due date of request; <br />• A brief description of the requested records; <br />• Search efforts performed to acquire records; <br />• Description of any clarifications of the request; and <br />• A dated notation of the closure of the request. <br /> <br />Requests logs are a public record subject to disclosure and retention in accordance with the <br />requirements of the official Washington State records retention schedules and this policy and <br />procedure. On a quarterly basis, Records Liaisons shall provide tracking reports to the Public <br />Records Officer. <br /> <br />Retention <br />Public records requests and associated logs are considered a public record subject to disclosure <br />and retention in accordance with the requirements of the Washington State Local Government <br />Common Records Retention Schedule. <br /> <br />5.0 Fees <br /> <br />Fees for the provision of responsive records totaling more than ten (10) pages records will be <br />based on cost in accordance with RCW 42.56.120. A current fee schedule is available on the City’s <br />website and posted in the City Clerk’s Office. The fee schedule will be maintained by the City Clerk <br />and updated administratively as costs change. <br /> <br />There is no charge for inspection of records. Fees will be waived if a request is made by a state or <br />local agency. Fees will be waived when the number of responsive records totals fewer than ten <br />(10) pages of records or ten electronic records emails that do not contain attachments. Such costs <br />will not be waived, however, when it appears that the request has been tailored to take advantage <br />of this waiver. The City reserves the right to use an outside vendor for large-scale requests and <br />odd-sized or larger color copies, and to charge the requestor for those costs. <br /> <br />Copy charges may be remitted by cash, check, money order, MasterCard, or Visa payment. The <br />City Clerk’s office shall provide for collection of copy fees if a department is not able to do so. A <br />deposit of up to ten percent of the estimated total cost may be required for large requests before <br />records are copied. When requested records are provided on an installment basis, fees shall be <br />collected for copies prior to provision of the next installment. Failure to pay for an installment <br />shall place compilation of subsequent installments on hold or deem the request abandoned and <br />closed. <br /> <br />If payment arrangements are not made within 30 calendar days of notice that records are <br />available, the entire request may be deemed abandoned and closed. An reasonable attempt shall