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procedure does not apply to responses to legal discovery requests governed by State or Federal <br /> Rules of Civil Procedure. <br /> 4.2 Public Records Officer <br /> The Public Records Officer shall oversee the City's compliance with the Public Records Act and <br /> shall serve as primary point of contact for public records access. The Public Records Officer <br /> shall have the following responsibilities: <br /> • Oversee compliance with disclosure laws; <br /> • Serve as primary point of contact for the public for access to public records; <br /> • Serve as a single point of contact to coordinate the City's response when a request involves <br /> multiple record holders, is broad in scope, or is otherwise complicated to fulfill; <br /> • Direct the public to appropriate Records Liaisons in possession of particular records; <br /> • Serve as a resource to staff on topics related to disclosure of public records; <br /> • Maintain a list of department Records Liaisons; <br /> • Consult with Records Liaisons and other staff about fulfillment of records requests; <br /> • Approve forms for use in processing records requests; <br /> • Disseminate legal updates and policy changes affecting records requests; <br /> • Collect and analyze relevant information related to the City's performance of public records <br /> disclosure; and <br /> • Maintain the City of Everett Public Records webpage. <br /> Current names and contact information for all Records Liaisons and backups shall be provided <br /> by City departments to the Public Records Officer. <br /> 4.3 Form of Request <br /> It is recommended that requests for public records be made in writing using the City's approved <br /> submittal form. Requests shall include, at a minimum,the following information: <br /> • An indication that the request is being made for access to a public record pursuant to the <br /> Public Records Act; <br /> • The requestor's name, address, and convenient means of contact such as email address, <br /> phone number, fax, etc.; <br /> • The date of the request; <br /> • A description of the records requested sufficient to identify the records; <br /> • Whether the requester wants to inspect records or wants copies. <br /> When paper copies are requested, the requestor should also indicate if they wish to be contacted <br /> by the City if copy costs will exceed twenty dollars ($20.00). <br /> 7 <br /> 12 <br />