Pursuant to SMC 3.01.820, the City Clerk acts as the City of Spokane Records Officer. It is the role of the Records Officer to provide public access to current, as well as historical, documents. The City of Spokane provides access to public records under the provisions of the Washington State Public Disclosure Act (RCW 42.56).

All records maintained by the City of Spokane are available for public inspection unless specifically exempted by law. You are entitled to access public records, under reasonable conditions, and copies of those records can be provided upon paying copying costs. In most cases, you do not have to explain why you want the records. However, specific information may be necessary to process your request. The City may require information necessary to establish if disclosure would violate certain provisions of law.

The more precisely you can identify the record(s) you seek, the more responsive the City can be. The City of Spokane provides access to existing public records in its possession but is not required to collect information or organize data to create a record not existing at the time of the request.

HOW TO SUBMIT A PUBLIC RECORDS REQUEST
The City needs your request in writing. You can obtain the Public Records Request form by:

• Downloading it here,
• Telephone: (509) 625-6350
• Fax: (509) 625-6217
• E-mail: City Clerk's Office
• In person or by mail at:
  City Clerk's Office
  5th Floor, City Hall
  808 W. Spokane Falls Blvd.
  Spokane, WA 99201
  

The City does not accept completed records requests via e-mail. You may submit your request to the City Clerk's Office (5th Floor, City Hall, 808 W. Spokane Falls Blvd., Spokane, WA 99201) via:

• Mail
• In person
• Fax (509) 625-6217

Records requests may also be submitted in another written format that contains the following information:

• Date of request
• Name
• Full address
• Telephone number
• E-mail address (if applicable)
• Complete description of requested record(s)
• Title and date of the requested record(s), if known
• Location (department) of requested record(s), if known
• Indicate if you intend to inspect the records and/or obtain a copy of the record(s)
• Contact information in the form of an address and/or telephone number
• If requesting any lists of individuals (natural persons), certify that the list will not be used in connection with a commercial business or profit-oriented venture (RCW 42.56.070(9))

HOW THE CITY WILL RESPOND TO YOUR PUBLIC RECORDS REQUEST
The City will respond to a request for public records within five business days of receipt (RCW 42.56.520).

The City will respond by either:

• Providing the record(s), or the disclosable portion(s) of the records, for inspection and/or copying of the record after payment of any applicable fees.
• Acknowledging receipt of the request and providing a reasonable estimate of the time necessary to respond based on the need to:
  • Request clarification of an unclear request
  • Locate and assemble the information requested
  • Notify persons or agencies affected by the request
  • Determine whether any of the information is exempt from disclosure
  • Request a deposit before duplication of records
• Denying the request. If a request is denied, a written statement is required of the specific exemption authorizing the withholding of the record (or part) and a brief explanation of how the exemption applies to the record withheld.

FEES
Cities are not allowed to charge for staff time spent in locating a public record, or for making a record available for inspection. A city can, however, charge for the actual costs connected with copying public records, including the staff time spent making the copies. A city cannot charge more than fifteen cents a page for photocopying unless the city has calculated its actual costs per page and determined that they are greater than fifteen cents. Actual costs for postage and delivery can be included, as well as the cost of any envelopes. If a city has to pay an outside source for making duplicates of records, such as photographs, blueprints or tape recordings, the city can also pass those costs on to the requestor. (RCW 42.56.120)