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RESOLUTION Page 7 of 15 <br />4.2 Public Records Officer <br /> <br />The Public Records Officer shall oversee the City's compliance with the Public Records Act and <br />shall serve as primary point of contact for public records access. The Public Records Officer shall <br />have the following responsibilities: <br /> <br />• Oversee compliance with disclosure laws; <br />• Serve as primary point of contact for the public for access to public records; <br />• Serve as a single point of contact to coordinate the City’s response when a request <br />involves multiple record holders, is broad in scope, or is otherwise complicated to fulfill; <br />• Direct the public to appropriate Records Liaisons in possession of particular records; <br />• Serve as a resource to staff on topics related to disclosure of public records; <br />• Maintain a list of department Records Liaisons; <br />• Consult with Records Liaisons and other staff about fulfillment of records requests; <br />• Approve forms for use in processing records requests; <br />• Disseminate legal updates and policy changes affecting records requests; <br />• Collect and analyze relevant information related to the City’s performance of public <br />records disclosure; and <br />• Maintain the City of Everett Public Records webpage. <br /> <br />Current names and contact information for all Records Liaisons and backups shall be provided by <br />City departments to the Public Records Officer. <br /> <br />4.3 Form of Request <br /> <br />It is recommended that public records requests be made in writing using the City’s approved <br />submittal form. Requests shall include, at a minimum, the following information: <br /> <br />• An indication that the request is being made for access to a public record pursuant to the <br />Public Records Act; <br />• The requestor’s name, address, and convenient means of contact such as email address, <br />phone number, fax, etc.; <br />• The date of the request; <br />• A description of the records requested sufficient to identify the records; <br />• Whether the requestor wants to inspect records or wants copies. <br /> <br />When paper copies are requested, the requestor should indicate if they wish to be contacted by <br />the City if copy costs will exceed twenty dollars ($20.00). <br /> <br />Written requests submitted by mail, email, fax, personal delivery, or other means should include <br />a completed request form. When a written request is received that does not include a completed <br />request form or the information listed above, staff may ask the requestor to complete and submit <br />a form to obtain information needed to identify records or respond effectively. In cases where a <br />requestor refuses to submit a request form, staff shall transcribe the request for the requestor, <br />ask the requestor to verify in writing that it correctly memorializes the request, and consult with <br />the Public Records Officer to ensure an appropriate response.