Policy 1104: Access to Public Records

YAKIMA COUNTY FIRE DISTRICT 12

10000 ZIER ROAD

YAKIMA, WA  98908

POLICY #                         1104       

COMMISSION CHAIR SIGNATURE  Jim Borst, Chair                        

EFFECTIVE DATE:

REVISED DATE:              4/8/2008    

REVISED DATE:              8/11/2009     

REVISED DATE:               6/9/2026                 

POLICY TITLE:                 ACCESS TO PUBLIC RECORDS

REFERENCES:                 RCW 42.56 PUBLIC RECORDS ACT

1.0     PURPOSE

          To provide direction and rules for providing public access to District public records.

2.0     DEFINITIONS        

          “Agency” includes all state agencies and all local agencies. “Local agency” includes every county, city, town, municipal corporation, quasi-municipal corporation, or special purpose district, or any office, department, division, bureau, board, commission, or agency thereof, or other local public agency.

          “Public Record” includes any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.

          “Writing” means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation, including, but not limited to, letters, words, pictures, sounds or symbols, or combination thereof, and all papers, maps magnetic or paper tapes, photographic films and prints, motion picture, film and video recording, magnetic or punched cards, discs, drums, diskettes, sound recording, and other documents including existing data compilation from which information may be obtained or translated.

3.0     PUBLIC RECORDS

          Public records of the Fire District include any “writing” containing information relating to the conduct or performance of any District function prepared, owned, used or retained by the District except record and information exempt from public inspection and copying under RCW 42.56.

4.0     PUBLIC RECORDS AVAILABILITY

          All public records of the District as defined above are available for public inspection and copying pursuant to established procedures, except as otherwise provided by RCW 42.56.

5.0     LOCATION OF RECORDS

          The District’s records shall be maintained at the District Administrative Office unless otherwise determined by the Board of Commissioners in the custody of the Fire Chief who will be responsible for the implementation of these rules.

6.0     HOURS FOR INSPECTION AND COPYING

          Public records shall be available for inspection and copying during the normal office hours of the District which are from 8:00am to noon and 2:00pm to 5:00pm. Monday through Friday, excluding legal holidays or other unforeseen exceptions.

7.0     REQUESTS FOR PUBLIC RECORDS

          7.1     Requests for public records may be made in person, by mail, or other written or verbal means to the District’s Public Records Officer. The District encourages use of its “Request for Public Records” form; however, use of the form is not required. A request should include sufficient information to enable the District to identify and locate the requested records, including:

                    a.       Description of the identifiable records requested (date, time, location, incident number and other details).

                    b.       Date and time of the request.

                    c.       A method of contact so the District can communicate with the requestor.

7.2           A request must be for identifiable records. A request for all or substantially all District records is not a valid request; however, a request for all records relating to a particular topic, keyword, or individual is valid.

7.3            Within five (5) business days, the District will:

a.               Provide the record(s).

b.               Provide the internet address and/or link to the specific record(s).

c.               Acknowledge receipt and provide a reasonable time estimate.

d.               Request clarification.

e.               Deny with a written explanation citing applicable exemptions.

7.4     The District may provide records in installments. If a requester fails to claim records, fails to respond to clarification, or fails to pay required deposits, the District may stop processing and close the request.

8.0     FEES

          The District adopts the default fee schedule authorized by RCW 42.56.120.

          No fee shall be charged for inspection of records.

          The District may charge for copies, electronic records, and delivery in accordance with statutory limits.

          A deposit of up to 10 percent (10%) may be required for large requests.

          The District may waive fees when it determines it is in the public interest.

9.0     EXEMPTION FROM PUBLIC INSPECTION

          Public records may be exempted from public inspection in accordance with RCW 42.56.

                    9.1     The District reserves the right to determine that a record requested is exempt in whole or in part from public inspection under RCW 42.56.

                    9.2     In accordance with RCW 42.56 the District reserves the right to delete identifying details when it makes available any public record in any case where there is reason to believe that disclosure of such detail should be an invasion of personal privacy protected by RCW 42.56. The deletions shall be fully justified in writing.

                    9.3     All denials of request for public records shall be accompanied by a written statement specifying the reason for the denial, including a statement of the specific exemption of authorizing the withholding or the record and a brief explanation of how the exemption applies to the record.

                    9.4     Records related to ongoing investigations may be withheld or redacted only to the extent permitted by applicable exemptions under RCW 42.56, including but not limited to law enforcement and investigative exemptions. Each exemption will be applied on a case-by-case basis and explained in writing.

10.0    REVIEW OF DENIALS

          Request for review of denials may be made by the public.

          10.1    Any person who objects to the denial of a request to inspect or copy a public record may petition for a prompt review of such decision by submitting a written request for review to the Fire Chief. 

          10.2    Any person may request the Attorney General to review the matter.  The Attorney General will provide a written opinion as to the request’s exemption.

11.0  RECORD INDEX

The District finds that maintaining a current index of all public records would be unduly burdensome and would interfere with District operations. Therefore, in accordance with RCW 42.56.070(4), the District does not maintain such an index.