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not clarified. Any request for clarification must also include an estimate of the time <br />required to begin responding regardless of the clarification need, or <br />5. Denying the public record request with a proper explanation of the denial. <br />If the responsive materials are to be sent via email to the requester, a letter of explanation and an <br />exemption log if applicable should also be attached to the email. For large requests that require <br />installments, a letter should be drafted for each installment, explaining the estimated timelines or <br />next due date to the requestor. <br />Public disclosure dates in the County's public disclosure tracking software should be updated in <br />a timely manner to reflect date changes in accordance with communications with the requestor <br />and any installments on the public records request. <br />When a public records request is complete, the County's public disclosure tracking software case <br />shall be updated, with all documentation uploaded, all time logged from all involved employees, <br />and closed. The public disclosure case will be retained for two years and 60 days past the <br />closing date of the request. All paper records, electronic records, and the County's public <br />disclosure tracking software records should be retained for this period. When the retention <br />period has been met, all items from all systems should be destroyed, removed, purged and/or <br />deleted as is applicable. This action should be recorded on the County's destruction log <br />applicable to this category of records. Once approved, destruction may take place. <br />IMPORTANT: If a public disclosure request pertains to or is involved in a litigation matter, that <br />request and its materials will be stored with and retained for the life of the litigation matter (ten <br />years post disposition). The Prosecuting Attorney's Office shall be contacted for more <br />information regarding litigation holds involving public records requests ifthere is any indication <br />of such litigation. <br />P0 rma ll y adopted thl i Lo1h d ay of ~i(l . . 201.a.. at Ellensb~r g , W ash i'rlgton. <br />BOARD OF COUNTY COMMISSIONERS <br />~' WASHINGTON <br />~/~ <br />, Vice-Chair