Resolution 7026 - Laserfiche WebLink

• The requestor is seeking only inspection of the record and no copies are provided by the City; • Staff can fulfill the request without referring it to Records Liaisons or the Public Records Officer; and • The request is not for records that are subject to withholding or redaction due to disclosure exemptions or confidentiality considerations. When a request is received in writing and the requested records are provided to the requestor in person at the time of the request, a separate written response by staff is not required. In such cases, a notation shall be made on or attached to the request listing the records produced, the number of copies made, the fees charged, if any, the name of the staff person providing the record, and the date of fulfillment. 4.10 Internal Review Prior to Public Inspection Questions of Exemption Record holders and/or departments are responsible for identifying potential exempt records or records that contain potentially exempt information. When doubt arises as to whether records or portions of records subject to a request are exempt from disclosure, the Records Liaison shall consult the Public Records Officer and City Attorney, who may inspect the subject records before authorizing the disclosure. Records Liaisons or record holders will be responsible for redacting exempt information from departmental records. Questions of Overly Broad Requests If staff isn't able to identify with confidence, the records sought by a requestor, or when a request appears to be overly broad and unsuccessful attempts have been made to obtain clarification from the requestor, staff shall consult with the Public Records Officer who shall review the request and provide direction to staff regarding its fulfillment. Staff may also consult with the City Attorney on such requests and shall do so in the absence of the Public Records Officer. 4.11 Forms of Response Final responses shall either include copies of the requested records or provide direction to the requestor to arrange for inspection of the records (if wanted by the requestor). When the City is not able to provide requested records within five (5) business days, the Public Records Officer shall provide a written updated estimate to the requestor at the earliest possible opportunity. Inspection of Responsive Records Requestors may choose to inspect requested records prior to City staff making copies and should be encouraged to do so, especially when the volume of records is large. Inspection prior to copying may serve to narrow the scope of the request and can be useful for identifying and providing the appropriate responsive records to requestors. Requestors may make arrangements with the Public Records Officer to inspect records on City premises during normal business hours at a mutually convenient time. Staff shall make every effort to accommodate reasonable requests for appointment times while ensuring the security of public records during inspection. 11