A. The city recorder in conjunction with the legal department will review each written request for records form to determine if the record(s) requested are classified public, private, controlled or protected (see compliance with the government records and access management act policy for definitions and guidelines).
B. When a verbal request is received and the records officer determines that access is denied, the requestor must then complete a request for records form to provide documentation that the request was received and to begin the denial and appeal process.
C. Upon determination that a requested record, or portions of a record, is not public, a records request denial form will be completed. The original will be mailed to the requestor; a copy will be provided to the legal department; and a copy will be maintained by the city recorder as notification of a possible appeal. The requestor has thirty (30) days from the date of denial to file an appeal with the city recorder. (See policy 1870, "Appeal Process For Denial Of Request For Records", of this title.)
D. The city recorder will maintain a copy of the records request denial forms for one year following final action and then destroy it, unless an appeal is filed. If an appeal is filed within thirty (30) days, the copy of the denial form will be maintained with the appeal file in the city recorder's office for documentation to be given to the records appeal board. (Eff. 3-14-2007)