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Administrative Policies and Procedures Policy and Procedures on Public Records Requests Page 3 of 5 effective request by assisting the member of the public to identify records that are responsive to the request or send a letter requesting clarification. Refer to Sample Letter 2. c) Certain records are exempt from disclosure under the Public Records Act, as such a notice of denial must be sent within the statutory time line. Refer to Sample Letter 3. The most common sample of exemption documents are: The request does not seek reco The request would require the City to create new records not currently in existence. The request seeks records which are exempt from disclosure. Examples may include: preliminary drafts, notes, or interagency memoranda; litigation documents; personnel records; code enforcement and law enforcement complaints; personal identity information such as home addresses, phone numbers and social security numbers; business license tax and other personal financial records that is not otherwise authorized under SAMC § 21-181; proprietary information; appraisals, engineering, and feasibility studies pertaining to pending City real estate transactions; building records, architectural and engineering plans; and requests for d) calendar days to make the determination. If the City intends to use this additional time to respond, the City must provide written notification to the requestor that the additional time is required, the reason for the delay and the date on which a determination will be given. Refer to Sample Letters 4 (brief explanation) or 5 (detailed explanation). Unusual circumstances may include: The need to search for and collect records from field facilities or other locations separate from the office processing the request.