A. Authority: Section 42.56.070(1) of the Revised Code of Washington (RCW) requires the city to make available for inspection and copying nonexempt public records in accordance with published rules. The Public Records Act ("the Act") under RCW 42.56.010 defines "public record" to include 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."
B. Purpose Of Rules: The purpose of these Rules is to establish the procedures the City of Long Beach ("the City") will follow in order to provide full access to public records, fullest assistance to inquirers and the timeliest possible action as required by RCW 42.56.100, mindful of the further requirement that the Rules must also protect the records from damage or disorganization and prevent excessive interference with other essential functions of the City.
These Rules provide information to persons wishing to request access to public records of the City and establish processes for both requestors and City staff that are designed to best assist members of the public in obtaining such access.
C. Findings Regarding Index:
1. RCW 42.56.070(1) requires all cities and public agencies to maintain and make available a current index of various public records. RCW 42.56.070(4) provides that if maintaining such an index would be unduly burdensome, a city need not maintain such an index but it must issue and publish a formal order specifying the reasons why and the extent to which compliance would be unduly burdensome.
2. The City of Long Beach is comprised of many departments which maintain separate databases and/or record keeping systems. The City produces or receives many records each day. The records are diverse, complex and stored in multiple locations and multiple computer systems and databases. It would be extremely difficult, unduly burdensome, and would interfere with City operations to compile and maintain a central index of records.
3. The development and maintenance of a city index would be extremely costly and would provide little benefit to the public compared to the expense in maintaining the index. The City's operations do not allow for the addition, revision, or reassignment of duties of existing personnel so that an index may be developed and maintained. Anticipated city revenues do not allow for additional staff for the purpose of creating and maintaining such an index. (Ord. 1019, 6-5-2023)