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3 <br /> Written requests submitted by mail, email, fax, personal delivery, or other means should include <br /> a completed request form. When a written request is received that does not include a completed <br /> request form or the information listed above, staff may ask the requestor to complete and submit <br /> a form to obtain information needed to identify records or respond effectively. In cases where a <br /> requestor refuses to submit a request form, staff shall transcribe the request for the requestor, ask <br /> the requestor to verify in writing that it correctly memorializes the request, and consult with the <br /> Public Records Officer to ensure an appropriate response. <br /> Receipt by Staff <br /> Records requests may be accepted by any department staff person under the general direction of <br /> the Public Records Officer. Such requests shall be receipt stamped or dated on the face of the <br /> request and forwarded to the Public Records Officer by electronic means. If the staff person does <br /> not have the immediate capability to forward the request to the Public Records Officer, the staff <br /> member shall inform and provide the supervisor or Records Liaison with the request for <br /> immediate transmittal to the Public Records Officer. <br /> Until the Public Records Officer provides confirmation, the request is the responsibility of the <br /> department supervisor or Records Liaison. <br /> Unnoticed Requests <br /> It is the requestor's obligation to provide the City with fair notice that a Public Records Act <br /> request has been made. When a requestor does not use an official request form, or makes a <br /> request to an employee who is not a Records Liaison or the Public Records Officer, or includes a <br /> request as part of other documents provided to the City for reasons other than making a Public <br /> Records Act request, the requestor may not be providing fair notice to the City. To ensure fair <br /> notice is provided, requestors are encouraged to use official forms, make the request through the <br /> Clerk's office, and/or take other steps to clearly identify their request. For example, when a <br /> request is submitted with other documents not related to disclosure of public records, it shall be <br /> the responsibility of the requestor to provide reasonable notice that a public record request is <br /> included. This notice may be in the form of an entry on a cover or transmittal sheet. <br /> Lists of Individuals <br /> Requests for disclosure of public records that include lists of individuals require a signed <br /> certification by the requestor that such lists shall not be used for commercial purposes. A <br /> certification provision is included on the City's official records request form. The Public Records <br /> Officer may do research to confirm that the request is not for commercial purposes. <br /> 4.4 Personnel and Employment Records <br /> All personnel and employment records must be reviewed by the Human Resources Department <br /> prior to release. <br /> 4.5 Police Records <br /> The Public Records Officer shall transfer all requests for police records received by the City <br /> Clerk's Office or other City departments to the Police Department and document the transfer. <br /> 8 <br /> 13 <br />