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3 <br /> 3.3 Public Records Liaisons <br /> There shall be a network of Records Liaisons with representatives in every department of the <br /> City to assist the public in obtaining access to public records. Each department director shall <br /> designate at least one Records Liaison and one backup Records Liaison. Each department will <br /> inform the Public Records Officer of all Records Liaisons and designated backups. <br /> Under the oversight of the Public Records Officer, Records Liaisons may accept requests for <br /> public records in the possession of their respective departments and may respond to requestors in <br /> accordance with the requirements of state statutes and this policy and procedure. <br /> In consultation with the Public Records Officer, Record Liaisons may communicate directly with <br /> requestors, forward requests to other City employees as necessary, compile requested records, <br /> arrange for the supervised public inspection and copying of requested records, maintain files and <br /> logs of official requests fulfilled by them, and provide periodic statistical reporting of disclosure <br /> activity to the Public Records Officer. <br /> 3.4 Police Records Unit <br /> The coordination, tracking, and fulfillment of requests for police records are the responsibility of <br /> the Police Department. The Public Records Officer will serve as an advisor to the Police <br /> Records Liaisons, but will not provide oversight of the fulfillment process. <br /> 3.5 Public Records Requests <br /> Requests for public records should be made in'writing. The City shall provide an official form <br /> for submission of public records requests. Forms for the purpose of requesting public records <br /> shall be approved by the Public Records Officer for general use by City staff. These forms shall <br /> not be edited for distribution without the approval of the Public Records Officer. As needed, the <br /> Public Records Officer may approve alternate request forms that are specialized for request of <br /> records with unique statutory considerations, such as law-enforcement records. <br /> Acceptance of requests by means other than on official forms approved by the Public Records <br /> Officer shall be in accordance with the procedures outlined in this policy and procedure. <br /> 3.6 City Response <br /> Staff shall respond promptly to requests for public records in accordance with the requirements <br /> of RCW 42.56.520 and this policy and procedure. The deadline for initial response to the <br /> records request is five (5) business days after receipt of the request. Business days do not <br /> include weekends or City holidays. <br /> Initial and final responses from staff to official requests for public records shall be made in <br /> writing and may be by fax, letter, notation on a request form, or e-mail. Staff may ask for <br /> clarification of a request in order to properly identify the records being requested. Clarification <br /> of requests may be obtained in writing or verbally. <br /> 4 <br /> 9 <br />