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Administrative Policies and Procedures <br />Policy and Procedures on Public Records Requests <br />Page 4 of 5 <br /> <br /> <br /> <br /> The need to search for, collect and examine a voluminous amount <br />of separate and distinct records demanded in a single request. <br /> The need for consultation with another agency. <br /> The need to compile data, write a programming language or a <br />computer program, or construct a computer report to extract data. <br />e) In some cases no responsive records are found. Refer to Sample <br />Letters 6. <br />5. An individual may ask to review the requested documents in order to <br />determine which, if any, documents are desired to be copied. The <br />inspection of public records is subject to a rule of reason as to time and <br />duration and must be consistent with the efficient functioning of the <br />Department. To this end, the operational functions of the Department <br />should not be suspended to permit inspection of records during periods in <br />which such records are reasonably required by department personnel in <br />the performance of their duties. The Department will contact the requester <br />to schedule an appointment for inspection of the records. Refer to Sample <br />Letter 7. <br /> The Department is responsible for ensuring that all records are <br />safeguarded during the inspection process. The Department should <br />consider on a case-by-case basis whether to have departmental <br />personnel present during the inspection of records in order to prevent <br />the loss or destruction of records. <br />6. When the requested documents are ready, the Department will notify the <br />requesting party that the documents are ready to be picked up or mailed <br />upon receipt of payment for the copies. <br />7. The Department provides copies of documents to the requesting party and <br />Request for Public Records <br />form, noting when the copies were reviewed or provided and the number <br />of copies provided. <br />8. Notify the Clerk of the Council Office when formal requests are completed. <br /> <br />C. Payment / Costs for Copies: The City can only charge fees covering the direct <br />costs of duplication in response to public records requests. A fee for research <br />may not be charged nor can the cost of research be incorporated into the per <br />copy charge. Refer to Sample Letter 8. <br /> 1. Following is a list of fees for duplication of public records as defined in the <br />Miscellaneous Fee Schedule: <br /> <br />