Resolution 7026 - Laserfiche WebLink

The Public Records Officer will also provide the requestor with information confirming the transfer and contact information. The Public Records Officer will log all transferred requests with notation and date of transfer. Once transferred, coordination, tracking, and fulfillment of the request becomes the responsibility of the Police Department and no further oversight or action will be required of the Public Records Officer. The Police Department shall maintain files and tracking logs for all Police requests as required by this policy and procedure. Requests that encompass both Police Department records and records in other departments shall be treated as separate requests. 4.6 Municipal Court Records Although not covered under the Public Records Act or under this policy and procedure, any records request received by Everett Municipal Court for other City department records shall be forwarded to the Public Records Officer immediately upon receipt. 4.7 Five (5) Day Response The five-day (5) response period begins on the business day immediately following receipt of the request. Business days do not include weekends or City holidays. The initial response to the requestor will be made within five (5) business days of receipt of a request, shall acknowledge receipt of the request, and may take one of the following forms: • When possible, the initial response may include the requested records. • If the record requested is available via the City website, staff may provide a direct link to the requestor to the online document. This option should not be used if the requestor has requested a hard copy of the document, unless the requestor expressly agrees to accept the link in lieu of a different format. Appropriate care shall be taken to ensure that this option is not mistaken as a refusal to provide the requested record in paper or other approved format. • An initial response may ask for clarification or refinement of the request if needed to identify the record requested. • An initial response may indicate that the City does not have records responsive to the request. • If the City does not have records responsive to the request, the initial response may direct the requestor to another agency believed to have the records requested. • If the initial response does not include copies of the requested records, the City shall provide a reasonable estimate of when the request can be fulfilled. When providing a reasonable estimate of time required to fulfill a disclosure request, the Records Liaison may take into account the time required to refine or clarify a request, locate or retrieve requested records, redact or withhold exempt records and create associated documentation, consult with appropriate staff regarding potential exemptions, and notify third parties or other agencies of requests for information of a sensitive nature consistent with the provisions of RCW 42.56.540. 9