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RESOLUTION Page 9 of 15 <br />requests as required by this policy and procedure. Requests that encompass both Police <br />Department records and records in other departments shall be treated as separate requests. <br /> <br />4.6 Municipal Court Records <br /> <br />Although not covered under the Public Records Act or under this policy and procedure, any public <br />records request received by Everett Municipal Court for other City department records shall be <br />forwarded to the Public Records Officer immediately upon receipt. <br /> <br />4.7 Five (5) Day Response <br /> <br />The five-day (5) response period begins on the business day immediately following receipt of the <br />request. Business days do not include weekends or City holidays. <br /> <br />The initial response to the requestor will be made within five (5) business days of receipt of a <br />request, shall acknowledge receipt of the request, and may take one of the following forms: <br /> <br />• When possible, the initial response may include the requested records. <br />• If the records requested are available via the City website, staff may provide a direct link <br />to the requestor to the online documents. This option should not be used if the requestor <br />has requested a hard copy of the document, unless the requestor expressly agrees to <br />accept the link in lieu of a different format. Appropriate care shall be taken to ensure that <br />this option is not mistaken as a refusal to provide the requested record in paper or other <br />approved format. <br />• An initial response may ask for clarification or refinement of the request if needed to <br />identify the record requested. <br />• An initial response may indicate that the City does not have records responsive to the <br />request. <br />• If the City does not have records responsive to the request, the initial response may direct <br />the requestor to another agency believed to have the records requested. <br />• If the initial response does not include copies of the requested records, the City shall <br />provide a reasonable estimate of when the request can be fulfilled. When providing a <br />reasonable estimate of time required to fulfill a public records request, the Records <br />Liaison may take into account the time required to refine or clarify a request, locate or <br />retrieve requested records, redact or withhold exempt records and create associated <br />documentation, consult with appropriate staff regarding potential exemptions, and notify <br />third parties or other agencies of requests for information of a sensitive nature consistent <br />with the provisions of RCW 42.56.540. <br />• An initial response may propose fulfilling large or complicated requests on an installment <br />basis and provide an estimated time frame for preparation of the first installment. <br />• An initial response may be a written denial of the request based on exemptions under <br />Washington State Law. <br /> <br />Records Liaisons must respond to the Public Records Officer within two (2) business days as to <br />whether the records can be provided within five (5) business days or provide an estimated date <br />for fulfillment if to exceed five (5) business days.