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STATE OF WASHINGTON
County of Jefferson
In the Matter of Amending and
Re-Adopting the Jefferson County
Records Access Policy Indentified
as Attachment A to this Resolution
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RESOLUTION NO. 24-01
WHEREAS, RCW 42.17, The Washington State Public Disclosure Act requires that public
agencies publish rules in order to make available for public inspection and copying all public
records, unless the record falls within a specific exemption; and
WHEREAS, the Jefferson County Commissioners adopted Resolution No. 117-97 on
October 27, 1997 and Attachment A to that Resolution which is the Jefferson County Records
Access Policy, to govern the response to requests for public records in all Jefferson County
Departments and Offices; and,
WHEREAS, RCW 42.17.250 requires local agencies to maintain a current, all inclusive,
index providing identifying information for public records created after January 1, 1973 unless
maintaining such an index would be unduly burdensome or interfere with agency operations.
NOW, THEREFORE, BE IT RESOL VED that the Jefferson County Board of
Commissioners have reviewed this policy and hereby find that:
A) Jefferson County is comprised of 15 separate departments, their divisions and
subdivisions, many of which are located in facilities in various locations around the
County.
B) County Departments and their divisions maintain separate record-keeping systems.
C) Because the County has records which are diverse, complex and stored in multiple
locations and identified on various record keeping systems, some computerized and
some on paper, it is physically impossible to maintain a central index of records.
D) Maintaining an all inclusive index of public records is unduly burdensome, and
would interfere with agency operations.
BE IT FURTHER RESOL VED by the Board of County Commissioners that pursuant to
these findings and the provisions ofRCW 42.17.260(4)(a), Jefferson County need not maintain an
all inclusive index of public records as provided in this RCW.
Resolution No. 24."..Q]Amending the Jefferson County Records Access Policy
BE IT FINALL Y RESOLVED that the JEFFERSON COUNTY RECORDS
ACCESS POLICY (known as Attachment A to Resolution No. 117-97) is hereby amended to
reflect these findings and re-adopted by the Board of Jefferson County Commissioners as
provided in Attachment A to this resolution.
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ÁP.'P..~~¥, {JPTED this JJ- day of}/7/1aA (í /VL 2001.
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SEAL: "t ", . ¡ '. ~.' ! JEFFERSON COUNTY
.' , ¡ ¡.: " BOARD OF COMMISSIONERS
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ATTEST:-- ", \' .
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Clerk of the Board
an TItterness, Member
(f.x éu SeA Âb5c "ct:-C)
Richard W ojt, Member
APPROVED AS TO FORM:
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Jefferson ~o~cuting Attor y
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ATTACHMENT A to Resolution No. 24...01
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JEFFERSON COUNTY RECORDS ACCESS POLICY
as Amended and Re-Adopted
SECTION 1.0 - Subject
1.1 Jefferson County department, divisions, and agencies, create and receive a wide variety of
public documents, State law identifies what documents are accessible to the public. This
policy identifies and defines how the public can access the public records held by
Jefferson County Department.
SECTION 2.0 - Purpose
2,1 To establish a uniform countywide policy for responding to requests for public records
under the provisions of the Washington State Public Disclosure Act (RCW 42,17).
SECTION 3.0 - Affected Parties
3.1 All Jefferson County Offices and Departments, as that term is defined below.
SECTION 4.0 - References
4.1 Revised Code of Washington (RCW) 42.17.250 to 42.17.348
SECTION 5.0 - Definitions
5.1 Indexes (Indices): A listing on paper, or in a computer database, of the public documents
in an office or department.
5.2 Offices and Departments: For the purposes of this policy this shall mean all Jefferson
County Departments, their divisions, subdivisions, ancillary offices, and employees.
5.3 Public Records: This shall include any paper, correspondence, completed form, bound
record book, photograph, film, sound recording, map drawing, machine-readable
material, or other document, regardless of physical form or characteristics, and including
such copies thereof, that have been made by, or received by, any office or department of
Jefferson County in connection with the transaction of public business.
SECTION 6.0 - Policy
6,1 Posting of Rules and Procedures: Each County office and department shall prominently
display and make available for inspection and copying for the guidance of the public, the
policies, procedures and standard process for requesting records.
6,2 Indexes (Indices) Available to Public: Pursuant to RCW 42.17.260(4)(a), Jefferson
County is not required to maintain an all inclusive index of public records as provided in
this RCW based on the following findings:
A) Maintaining an all inclusive index of public records is unduly burdensome, and
would interfere with agency operations.
B) Jefferson County is comprised of 15 separate departments, their divisions and
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Jefferson County Records Access Policy
subdivisions, many of which are located in facilities in various locations around
the County,
C) Departments and their divisions maintain separate record-keeping systems.
D) Because County has records which are diverse, complex and stored in multiple
locations and identified on various record keeping systems, some communized
and some on paper, it is unduly burdensome, and physically impossible to
maintain a central index of records.
6.3 If such indices exist, then the County offices and departments shall make available for
public inspection and copying any indices to public records maintained for departmental
use.
6.4 Exempt Records: Offices and departments will exempt from public inspection and
copying those records listed in Chapter 42.17.310 of the Revised Code of Washington as
it currently exists and as amended hereafter.
6.4,1 The exemptions of RCW 42.17.310 shall not apply if the disclosure of
information which would violate a personal privacy or vital government interest
can be deleted from the specific records sought. No exemption shall be construed
to permit the non-disclosure of statistical information not descriptive of any
readily identifiable person or persons.
6.4.2 Responses refusing, in whole or in part, inspection of any public record shall
include a statement of the specific exemption authorizing the withholding of the
record (or part) and a brief explanation of how the exemption applies to the
records withheld.
6.5 Disclosure Prohibited by Other Statutes: Offices and departments shall not be required to
permit public inspection and copying of any record to the extent public disclosure of the
record is prohibited, restricted or limited by state or federal statute or regulation, other
than RCW. 42.17.310. Offices and departments will be responsible for identifying such
statutes or regulations as apply to the records in their possession.
6.6 Digital Data Not to be Released: Digital data which could be altered or manipulated after
release shall not be released under the provisions of this policy. Disclosure of digital data
shall be addressed in a separate policy. This does not preclude the data being printed and
provided in a paper copy.
6.7 Procedure for Inspection or Copying: Offices and departments shall make public records
available for public inspection and copying during customary office hours,
6.7.1 Facilities shall be made available for the copying of public records except when
this would unreasonably disrupt normal department or office operations.
6.8 Requests in Writing: In order to efficiently comply with requests and to assure a record of
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Jefferson County Records Access Policy
compliance, the County requires that requests be made in writing. If the requester does
not know in which office such records are maintained, the request shall be made at the
office of the Board of County Commissioners.
6,8.1 Requests received by mail for identifiable public records shall be honored, subject
to the provisions of this policy.
6.8,2 No distinction shall be made among persons requesting records, and such persons
shall not be required to provide information as to the purpose of the request except
to establish:
a) Whether inspection and copying would violate the provisions of RCW
42.17 prohibiting agencies from giving, selling or providing access to lists
of individuals requested for commercial purposes; or
b) Whether the request would violate any other statute which exempts or
prohibits disclosure of specific information or records to certain persons.
6.8.3 In compliance with RCW 42.17.260 (9) offices and departments shall not give,
sell or provide access to lists of individuals for commercial purposes unless
specifically authorized or directed by law.
6,9 Protection of Public Records: Offices and departments shall adoptand enforce
reasonable rules to protect public records from damage and disorganization, and to
prevent excessive interference with their other essential functions. Such rules and
regulations shall provide for the fullest assistance to inquirers. Questions regarding such
rules should be directed to the Prosecuting Attorney.
6.10 Responses to Requests:
6,10.1 Time limits: Within five (5) business days of receiving a request for a public
record, a response must be made by either -
a) Providing the record;
b) Acknowledging that the request has been received and providing a
reasonable estimate of the time required to respond to the request; or
c) Denying the request.
6.10.2 Additional Time Needed: Additional time required to respond to a request may be
based on the need to clarify the intent of the request, to locate and assemble the
information requested, to notify third persons or agencies affected by the request,
or to determine whether any of the information requested is exempt and that a
denial should be made as to all or part of the request,
6.10.3 Clarification of Requests: In the case of a public record request that is unclear,
the requester may be asked to clarify what information is being sought. If the
requester fails to clarify the request, a response need not be made.
6.10.4 Notification of affected parties: Offices and departments have the option of
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Jefferson County Records Access Policy
notifying affected persons or agencies of requests to whom a requested record
specifically pertains and, in some instances, may be required by law to provide
such notice.
6.11 Denials:
6,11.1 Written Statement: Denials of requests for public records must be accompanied by
a written statement of the specific reasons therefor.
6.11.2 Review of Denials: Should a request for inspection or copying of public records
be denied, the written request and the written statement of the reasons for the
denial may be forwarded to the Jefferson County Prosecuting Attorney for
review. The prosecutor's review shall be completed within two (2) business days
following the denial and shall constitute the County's final action for the purposes
of judicial review pursuant to RCW 42,17.320.
6.12 Fees: No fee shall be charged for the inspection of public records. Charges for providing
copies of records shall not exceed the amount necessary to recoup the actual costs
incident to such copying. Offices not computing actual copy costs may charge up to 15
cents per copy. Some public records have copy charges established by State law and said
records are exempt from the fee provisions of this policy.
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