Requesting Public Records - Continued

Who is the City’s designated Public Records Officer?

General City Requests

Mary Swan
Paralegal/Public Records Officer
9611 SE 36th Street
Mercer Island, WA 98040
206-275-7651
prr@mercerisland.gov

Police and Fire Department Requests

Shelby Pattajo
Mercer Island Police Evidence Technician/Public Records Officer
9611 SE 36th Street
Mercer Island, WA 98040
206-275-7610
206-275-7941 fax
prr@mercerisland.gov

What is the role of the Public Records Officer?

Oversee compliance with the Public Records Act
Administer program consistent with the City of Mercer Island Public Records Act Rules of Procedure
Provide the fullest assistance to requestors
Coordinate response to requests with departments and offices
Provide most timely possible & efficient action on requests
Protect public records from damage or disorganization

Can I look at the City’s index of records?

There is no single index of City records. The City of Mercer Island has determined by formal order that maintaining a central index of City records is unduly burdensome, costly, and would interfere with City operations due to the number and complexity of records generated as a result of the wide range of City activities.

What records are exempt from disclosure?

The Public Records Act, RCW 42.56, provides that a number of document types and information are prohibited from being disclosed or are exempt from public inspection and copying (see WA State Attorney General's exemption list). In addition, there are other statutes not listed in Chapter 42.56 RCW which may exempt or prohibit disclosure of certain documents [see exemption list outside RCW 42.56 (Appendix C to “Public Records Act for Washington Cities, Counties, and Special Purpose Districts,” Municipal Research and Services Center, March 2016, and as amended)].

The City of Mercer Island will not disclose lists of individuals for commercial purposes [RCW 42.56.070(9)].

If only a portion of a record is exempt from disclosure, the Public Records Officer or designee will redact the exempt portions before providing the document.

Special Considerations:

Local governments are not required to create documents to comply with a request for specific information. Rather, they must produce existing records for review and copying. Also, local governments are not obligated to compile information from various records so that information is in a form that is more useful to the requestor.

If a requestor has not reviewed or claimed records within thirty days of notice that records are available or fails to make payment, the Public Records Officer may close the request.

If requested records contain information that may affect rights of others, before providing the records, the Public Records Officer or designee may give notice and allow time for action by the other parties.

After a request has been filled and the Public Records Officer becomes aware of additional documents existing at the time of the request, these will be provided to the requestor on an expedited basis.