Public Records Request Procedure
How to Make a Request
- Public Records Request Form
- Request addressed to public records officer
- Orally, whether by phone or in person
Within five business days of receiving a public records request, the public records officer will either:
- Provide the record.
- Acknowledge the request and give an estimated reasonable time the district will need to provide the record.
- Request further information to clarify the request or deny the request.
No fee will be charged for the inspection of public records. Examination of public records will occur by appointment at the office of the public records officer during normal business hours.
Pierce College Public Records Fee Schedule
- All required fees must be paid in advance of the release of the copies or an installment of copies, or in advance of when a deposit is required.
- No refunds will be issued for abandoned or withdrawn requests.
- Requesters may ask for a fee estimate prior to processing the request.
Inspection
| Fee | Service Required |
|---|---|
| No Fee | Inspection by requestor |
| No Fee | Requestor accessing or downloading records the office routinely posts on its website |
Copies
| Fee | Service Required |
|---|---|
| 15 cents per page | Photocopy of paper records, or printed paper copies of electronic records (when requested) |
| 10 cents per page | Records scanned into electronic format (applies if paper copies must be scanned in order to produce in electric format) |
| 5 cents for each 4 electronic files or attachments | Electronic files uploaded to an email, cloud storage service, or other electronic delivery system |
| 10 cents per gigabyte | Transmitting records electronically |
| Actual cost | Records on any digital storage media or device provided by the agency (CD, DVD, USB drive, portable hard drive)- includes cost of device, container envelope postage, and delivery fees. |
| Actual cost-Amount dependent on size of container or envelope | Container or envelope used to mail paper or other types of copies |
| Actual cost- Amount dependent upon weight & USPS or other delivery services rates | Postage or delivery charges |
- Copy charges above may be combined to the extent more than one type of charge applies to copies responsive to a particular request
- Copy charges are assessed for each installment of records provided to the requestor
- Copy charges above may be waived in limited circumstances as set forth in WAC 44-06-092
Copy Charges - Other Records
| Fee | Service Required |
|---|---|
| Costs varies-Per other statutes | Records for which other costs are authorized pursuant to laws outside RCW 42.56. (RCW 42.56.130) |
| Cost varies - Actual cost (based upon vendor cost to office) | Records sent to an outside vendor due to their unusual size or format, or other factors making copying by office unfeasible. Mailing/delivery and container costs also apply. |
Customized Service
| Fee | Service Required |
|---|---|
| Costs varies - Actual cost (based upon request) | Data compilations prepared or accessed as a customized service. The cost is in addition to the above fees for copies, including mailing delivery and container costs. (RCW 42.56.120(3)) |
Deposits
| Fee | Service Required |
|---|---|
| 10 percent of estimated cost to fulfill request | Percentage of the estimated cost of providing records for a request including a customized service charge. (RCW 42.56.12(4)) |
Lists of Individuals For Commercial Purposes
State agencies and institutions are not permitted to provide lists of individuals for commercial purposes. A request for lists of individuals must be accompanied by the requestor's signed declaration that the list will not be used for commercial purposes. The public records officer may inquire as to the requestor's intended use of the list and may deny the request if it is evident from the request that the list will be used for a commercial purpose.
Brief List of Exemptions
- RCW 5.60.060 - Privileged communications;
- 20 U.S.C. 1232g - Family Education Rights and Privacy Act(FERPA)
- 42 U.S.C. 405 (c)(2)(vii)(1) - Social Security numbers;
- Applications for public employment (other than for vacancies in elective office), including names and resumes RCW 42.56.250(2)
- 45 C.F.R. Parts 106 and 164 - Health Insurance Portability and Accountability Act of 1996 (HIPAA); and
- Chapter 10.97 RCW - Regarding criminal history information.
- The college is prohibited by statute from providing lists of individuals for commercial purposes.
This is not an exhaustive list as numerous exemptions exist outside the act. The college's failure to list an exemption here does not affect the efficacy of any exemption.
Request Denials
If a public records request is denied, the requester may petition the public records officer in writing for an internal review, including a copy or reference to the denial. The officer must forward the petition to a supervisor or designee, who must respond within three business days or a mutually agreed timeframe. If the denial is upheld, the requester may seek further review by the attorney general’s office or pursue judicial review after two business days from the initial denial.