Laserfiche WebLink
RESOLUTION Page 4 of 15 <br />3.3 Public Records Liaisons <br /> <br />There shall be a network of Records Liaisons with representatives in every department of the City <br />to assist the public in obtaining access to public records. Each department director shall designate <br />at least one Records Liaison and one backup Records Liaison. Each department will inform the <br />Public Records Officer of all Records Liaisons and designated backups. <br /> <br />Under the oversight of the Public Records Officer, Records Liaisons may accept requests for public <br />records in the possession of their respective departments and may respond to requestors in <br />accordance with the requirements of state statutes and this policy and procedure. <br /> <br />In consultation with the Public Records Officer, Record Liaisons may communicate directly with <br />requestors, forward requests to other City employees as necessary, compile requested records, <br />arrange for the supervised public inspection and copying of requested records, maintain files and <br />logs of official requests fulfilled by the department, and provide periodic statistical reporting of <br />disclosure activity to the Public Records Officer. <br /> <br />3.4 Police Records <br /> <br />The Police Department is responsible for the coordination, tracking, and fulfillment of requests <br />for police records. The Public Records Officer will serve as an advisor to the Police Records <br />Liaisons, but will not provide oversight of the fulfillment process. <br /> <br /> 3.5 Public Records Requests <br /> <br />Requests for public records should be made in writing. The City shall provide an official form for <br />submission of public records requests. Forms for the purpose of requesting public records shall <br />be approved by the Public Records Officer for general use by City staff. These forms shall not be <br />edited for distribution without the approval of the Public Records Officer. As needed, the Public <br />Records Officer may approve alternate request forms that are specialized for request of records <br />with unique statutory considerations, such as law enforcement records. <br /> <br />Acceptance of requests by means other than on official forms approved by the Public Records <br />Officer shall be in accordance with the procedures outlined in this policy and procedure. <br /> <br />3.6 City Response <br /> <br />Staff shall respond promptly to requests for public records in accordance with the requirements <br />of RCW 42.56.520 and this policy and procedure. The deadline for initial response to the records <br />request is five (5) business days after receipt of the request. Business days do not include <br />weekends and City holidays. <br /> <br />Initial and final responses from staff to official requests for public records shall be made in writing <br />and may be by fax, letter, notation on a request form, or email. Staff may ask for clarification of a <br />request in order to properly identify the records being requested. Clarification of requests may <br />be obtained in writing or verbally.