PUBLIC DISCLOSURE POLICY AND PROCEDURE DRAFT AsOf12182017

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PUBLIC DISCLOSURE POLICY AND PROCEDURE The policy described herein shall be followed as the policy and procedure for the handling of requests for public records within all Offices/Departments of Kittitas County. It is the written policy of Kittitas County to handle public records requests as follows: RCW 42.56 (Public Records Act, or PRA) as amended shall be the controlling authority for responding to requests for public records. Kittitas County Code (KCC) 2.55 as amended describes the process for handling public records requests to any agency of the County. The Kittitas County website shall provide accurate and easily locatable information about the process for requesting Public Records, including forms, and contact information for the Public Records Officer (PRO) for each agency (Office or Department) of the County. A copy of KCC 2.55 and a screenshot of the relevant portion of the County website shall be posted with this Policy at the main office of each County agency. Requests for public records may be taken in person, by phone, or by email by any employee of the agency, but each agency should take reasonable steps to ensure that requesters are put in contact with employees who have appropriate knowledge to assist the requester. Requesters should be offered a form (in person, via email, or by being provided the county website link) for the requester to complete in order to obtain complete contact information and assist internal tracking. If the requestor refuses to complete a form, every effort should be made to obtain as much information as possible when taking a request by other means: requestor name, mailing address, email address, and telephone number, as well as clarity on what the requestor wants. To the extent possible, the employee assisting the requester should make every reasonable effort to ensure that the request is being made to the correct agency. When considering the request, it should be determined if the agency to which the request has been directed is the agency in possession of the records sought. If that agency is not, the request must be recorded as having been made, and then denied within the 5 business day response requirement because the agency does not have the records. If the employee is aware that another agency of the County, or any other entity outside of the County, is the proper source for the record(s) requested or any portion of those records, that employee should assist the requester by explaining that each agency of the County is separate for PRA purposes and assist the requester by referring them accordingly, at a minimum, in the written communication denying the request due to not having the records. Requests for public records shall be recorded in the County’s public disclosure tracking software. A calendar reminder should also be placed on the PRO’s calendar recognizing the initial due date of the public records request. A response to a public records request is due five business days