A. Upon receipt of a verbal request for a record by an individual, the city recorder or department receiving the request can provide the documentation. Notation of the records request and response should be documented in a GRAMA log maintained for said purpose.
B. If the city recorder or department records officer determines the requested record is not readily available or in case of question as to appropriate classification of the record, the requestor must fill out a request for records form. If the request is made through a department, the requestor should either be directed or documentation should be provided to the city recorder's office for official filing. Upon receipt of a request for records, the city recorder's office will note the date and time the request is received on the form. The date of receipt determines the deadline date for providing the requested record.
C. The city recorder and legal department will determine whether the requested record is classified public, private, controlled or protected. (See policy 1850, "Compliance With Government Records Access And Management Act (GRAMA)", of this title for definitions and guidelines.)
D. Upon identification of the record classification, the city recorder and legal department determine whether the request can be granted. The city recorder completes and signs the request for records and provides the appropriate notification to the requestor. (See also policy 1810, "Denial Of Requests For Records" and policy 1830, "Notice Of Extended Time For Response To Records Requests", of this title.) The city recorder maintains the original request form. A copy of the request is returned to the requestor with the requested records.
If a request is denied, a records request denial form (see policy 1810, "Denial Of Requests For Records", of this title) is completed and a copy of the request for records form is returned to the requestor.
F. The city recorder will maintain the original request for records form for one year following final action, after which time it may be destroyed. (Eff. 3-14-2007)