Resolution 7026 - Laserfiche WebLink

• An initial response may propose fulfilling large or complicated requests on an installment basis and provide an estimated time frame for preparation of the first installment. • An initial response may be a written denial of the request based on exemptions under Washington State Law. Records Liaisons must respond to the Public Records Officer within two (2) business days as to whether the records can be provided within five (5) business days or provide an estimated date for fulfillment if to exceed five (5) business days. Records liaisons shall advise department record holders of the five-day response deadline when forwarding records requests and consult with record holders when estimating the fulfillment date. 4.8 Locating Responsive Records Staff shall make a reasonable effort to identify and locate any and all responsive records. When identifying records, the Records Liaison or Public Records Officer may ask the requestor for clarification or refinement of the request. Such clarifications may be verbal or in writing. In the case of verbal clarifications, staff involved in the conversation shall document the clarification in writing and include the information in the request file. Staff shall not conclude that a request is overly broad or does not adequately identify the records requested without attempting to obtain clarification from the requestor. Records Liaisons and staff are not required to create new records in response to a request for public records, but shall when deemed feasible, tailor existing informational databases or indexes to provide a report responsive to a request that otherwise would not be produced in the normal course of business. The determination of the feasibility of creating such reports shall take into account the ability to redact or withhold exempt information. When the production of a tailored report requires additional resources such as customized programming or fact-specific analysis, or would otherwise interfere with other essential functions, the City is not required to produce such tailored reports but should instead consult with the requestor. The City is only required to provide records that exist at the time a request is made — the City cannot fulfill "standing" requests or requests for records that may be created at a future date. Fulfillment of requests shall be processed in the order that provides the timeliest response. Requests may be fulfilled in the order of receipt as long as easily fulfilled requests are not postponed behind larger or more complicated requests strictly because they were received later. 4.9 Immediate Provision or Inspection of Records "Over the Counter" Staff may respond immediately to verbal requests for records without the need for completion of a written request, entry into a request log, or a written response by the City when all of the following conditions exist: • The records requested are easily accessible to staff; • The requested records do not contain lists of individuals; 10