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1)COURTSAND JUDICIALAGENCIES TO ADOPTPROCEDURES. Each <br />court andjudicial agencymustadoptapolicyimplementingthis ruleandsetting <br />forthitsproceduresfor acceptingandresponding toadministrativerecords <br />requests. The policymust includethedesignation of apublic records officerand <br />shallrequire thatrequests fromtheidentified individual or, ifanentity, an <br />identifiedentity representative, besubmitted inwritingtothedesignatedpublic <br />recordsofficer. Bestpractices forhandling administrative recordsrequests shall <br />bedeveloped undertheauthorityoftheBoardforJudicial Administration. <br />COMMENT: Whenadopting policiesandprocedures, courtsandjudicialagencieswill <br />needtocarefully consider many issues, includingthe extenttowhichjudicialemployees <br />mayusepersonally ownedcomputers andothermedia devicestoconductofficial <br />businessandtheextenttowhich thecourtor agency willrelyontheindividual employee <br />tosearchhisorherpersonally ownedmediadevices fordocuments inresponsetoa <br />recordsrequest. Forjudicialofficersandtheirchambers staff, documents onpersonal <br />mediadevicesmay stillqualify aschambersrecords, seesection (m) ofthis rule. <br />2)PUBLICATION OFPROCEDURESFORREQUESTINGADMINISTRATIVE <br />RECORDS. Eachcourt andjudicial agency must prominently publishthe <br />procedures forrequestingaccessto itsadministrative records. Ifthecourtor <br />judicialagencyhasa website, theproceduresmustbeincluded there. The <br />telephone number, faxnumber, and e-mailaddress. <br />3)INITIALRESPONSE. Eachcourt andjudicialagency mustinitially respond toa <br />writtenrequestforaccessto anadministrative recordwithin fiveworkingdaysof <br />itsreceipt, butforcourtsthatconvene infrequentlynomorethan30calendar <br />days, from thedate ofitsreceipt. Theresponseshallacknowledgereceipt ofthe <br />requestandincludea good-faithestimateof thetimeneededto respond to the <br />request. Theestimate maybelater revised, ifnecessary. Forpurposes of this <br />rulecourt or judicialagency, including apart- <br />timemunicipal court, isopen. <br />4)COMMUNICATION WITHREQUESTER. Eachcourtandjudicial agencymust <br />communicate withtherequester asnecessary to clarifytherecordsbeing <br />requested. Thecourtorjudicial agencymay alsocommunicate withtherequester <br />dwith a <br />response otherthanthe oneactuallyrequested. <br />5)SUBSTANTIVERESPONSE. Eachcourt andjudicialagencymust respondto <br />thesubstance oftherecords request withinthetimeframe specified inthe