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RESOLUTION Page 8 of 15 <br />Receipt by Staff <br />Records requests may be accepted by any department staff person under the general direction of <br />the Public Records Officer. Such requests shall be receipt stamped or dated on the face of the <br />request and forwarded to the Public Records Officer by electronic means. If the staff person does <br />not have the immediate capability to forward the request to the Public Records Officer, the staff <br />member shall inform and provide the supervisor or Records Liaison with the request for <br />immediate transmittal to the Public Records Officer. <br /> <br />Until the Public Records Officer provides confirmation, the request is the responsibility of the <br />department supervisor or Records Liaison. <br /> <br />Unnoticed Requests <br />It is the requestor’s obligation to provide the City with fair notice that a Public Records Act request <br />has been made. When a requestor does not use an official request form, or makes a request to <br />an employee who is not a Records Liaison or the Public Records Officer, or includes a request as <br />part of other documents provided to the City for reasons other than making a Public Records Act <br />request, the requestor may not be providing fair notice to the City. To ensure fair notice is <br />provided, requestors are encouraged to use official forms, make the request through the Clerk’s <br />office, and/or take other steps to clearly identify their request. For example, when a request is <br />submitted with other documents not related to disclosure of public records, it shall be the <br />responsibility of the requestor to provide reasonable notice that a public records request is <br />included. This notice may be in the form of an entry on a cover or transmittal sheet. <br /> <br />Lists of Individuals <br />Requests for public records that include lists of individuals require a signed certification by the <br />requestor that such lists shall not be used for commercial purposes. A certification provision is <br />included on the City’s official records request form. The Public Records Officer may do research <br />to confirm that the request is not for commercial purposes. <br /> <br />4.4 Personnel and Employment Records <br /> <br />All personnel and employment records must be reviewed by the Human Resources Department <br />prior to release. <br /> <br />4.5 Police Records <br /> <br />The Public Records Officer shall transfer all requests for police records received by the City Clerk’s <br />Office or other City departments to the Police Department and document the transfer. The Public <br />Records Officer will also provide the requestor with information confirming the transfer and <br />contact information. The Public Records Officer will log all transferred requests with notation and <br />date of transfer. <br /> <br />Once transferred, coordination, tracking, and fulfillment of the request becomes the <br />responsibility of the Police Department and no further oversight or action will be required of the <br />Public Records Officer. The Police Department shall maintain files and tracking logs for all Police