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3 <br /> All requests for public records shall be afforded the same treatment and consideration, without <br /> distinction among persons, and without regard to the intent of the request. <br /> To reduce proliferation of paper copies and in the interest of efficiently and expeditiously <br /> responding to requests for disclosure of public records, the Public Records Officer and Records <br /> Liaisons are encouraged to use electronic means to respond to, fulfill, and track records requests. <br /> This policy shall not obligate staff to create electronic or other records, or to convert electronic <br /> records into a format or medium in which the records are not already maintained. When asked <br /> by a requestor to convert an electronic record into a different format, staff is encouraged to do so <br /> when reasonable and technologically feasible, provided such conversion is not unduly <br /> burdensome and does not interfere with other essential City functions. Requestors may request <br /> paper copies of electronic records subject to applicable copying charges adopted by the City. <br /> Responses to requests of public records, including responses by electronic mail, become public <br /> records in their own right, subject to the provisions of the Public Records Act and the retention <br /> requirements of the Office of the Secretary of State, and shall be maintained accordingly. <br /> 3.7 Exemption <br /> The Public Records Act and other statutes exempt from or prohibit disclosure of certain public <br /> records. It is the policy of the City of Everett to provide prompt and helpful access to all public <br /> records in the City's custody that State statutes do not exempt or prohibit from disclosure. <br /> Requested records may only be withheld or redacted consistent with statutory requirements, <br /> which shall be documented for the requestor in accordance with the requirements of RCW <br /> 42.56.210. <br /> Some public records that are otherwise subject to disclosure may contain specific content that is <br /> exempt from disclosure. The presence of exempt information does not necessarily exempt an <br /> entire record from disclosure. Exempt portions of an otherwise disclosable record shall be <br /> redacted prior to inspection or copying and such redactions shall be documented. The requestor <br /> shall be notified of the redaction in accordance with the requirements of RCW 42.56.210. <br /> The following are summaries of common exemptions relied upon by the City. Note, the City <br /> reserves the right to assert any exemptions permitted by law when the City determines non- <br /> disclosure serves the public interest and is not limited to the exemptions listed below: <br /> 3.7.1 Records that are protected by trade secrets law(RCW 19.108); <br /> 3.7.2 Valuable formulae, designs, drawings, computer source code or object code, and <br /> research data obtained by the City within five years of the request for disclosure <br /> when disclosure would produce private gain and public loss (RCW 42.56.270 (1); <br /> 3.7.3 Personal information in files maintained for council members and City employees <br /> to the extent that disclosure would violate their right to privacy, including but not <br /> limited to addresses, phone numbers, Social Security numbers, driver license <br /> numbers, voluntary deductions, marriage status, information about dependents, <br /> and any garnishment deductions (RCW 42.56.230(3) & .250(3)); <br /> 5 <br /> 10 <br />