Under the Public Records Act, RCW 42.56, et. seq., all citizens are entitled to inspect and copy all public records unless the record falls within a specific exemption listed or incorporated into the statute. See RCW 42.56.070(1). The following is a very basic overview of making a PRA request.
1
Determine whether the records you seek are actually public records
The PRA requires that state and local agencies provide public records when requested, absent a specific statutory exemption. Whether or not the records are "public records" is often a threshold determination in court actions under the PRA. The PRA defines "public record" in RCW 42.56.010(2), and courts have interpreted the statutory definition by adopting a 3 part test: a public record is a "writing," containing information "relating to the conduct of government or proprietary function, "prepared, owned, used, or retained" by an agency." As with all provisions favoring disclosure within the PRA, courts are mandated to construe this broadly. However, if the records sought by a requester fall outside the broad definition of "public record," a state or local agency has no duty to respond under the mandate of the PRA.
2
Make sure you request an "identifiable" public record
An agency's duty to respond to a PRA request is not triggered if the requester fails to make a request for an identifiable public record. This encompasses two facets: (1) the requester must sufficiently identify the record to the extent an agency employee would be reasonably expected to locate it; (2) the requester need not identify the exact name of the record. The first facet means that a requester cannot ask for mere information about a public record, nor can a requester ask that the agency create a record that does not already exist. However, an agency cannot refuse to respond to a valid public records request if it feels that the request is overbroad. The second part of the identifiable requirement is supported by the purpose and policy of the PRA, where agencies are prohibited from construing a PRA request narrowly to justify the silent withholding of records it should know are responsive to a less-than exact PRA request.
3
Indicate whether you want to inspect or pay for copies of the responsive records
Agencies can provide access to public records a variety of ways, including allowing inspection, providing copies, or by posting the records on its website and directing the requester to it. The requester should probably indicate which method of access they prefer in their initial request, or ask the agency to provide an estimate of the number of responsive records, and then decide. If the requester asks for copies of the records, the agency is permitted to charge a default copying charge of $.15 per page. However, an agency's ability to charge a requester is extremely limited, and charging a requester for the inspection, redaction, or preparation for inspection is expressly prohibited. If the requester chooses to actually inspect the records, the agency is required to allow for inspection or copying during the "customary officer hours of the agency." Agencies and requesters are encouraged to communicate and decide upon a mutually agreeable time to inspect or copy records.
4
Make your request in writing
There is no requirement under the PRA that a request be in a particular format. It can be either oral or in writing, and there are advantages to each. A request may be by mail, fax, email, etc. Agencies are also encouraged to include public records request forms on their websites, which might be the most convenient and effective avenue. Larger requests should generally be in writing, as this better memorializes the interaction with the agency in the event of litigation--and provides unambiguous notice to the agency that a PRA request has been made. With oral requests, often times the agency has been instructed to reduce the request into writing anyway and verify it with the requester. Whatever the format, it is in the requester's best interest to actually cite the PRA in their request, though it is not required. There is no requirement that the requester identify themselves or explain their purpose for the request--agencies are prohibited from asking (with limited exception).
5
Address the request to the Public Records Officer
Each agency is required to have a designated Public Records Officer under RCW 42.56.040(1)(a). A state agency must have that person's name and contact information provided in the state register. A local agency, however, must only publish the Public Records Officer's name and contact information in a way "reasonably calculated to provide notice to the public," such as by posting on the agency's website. A published Washington Administrative Code regulation provides constructive notice that a records request should be submitted to a designated Public Records Officer--the agency may not be required to respond if not.
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