Featured Inquiry (11/17/09)

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Question:

Are city and county governments required to appoint a Public Records Officer?

Answer:

Yes. This requirement is contained in RCW 42.56.580:

(1) Each state and local agency shall appoint and publicly identify a public records officer whose responsibility is to serve as a point of contact for members of the public in requesting disclosure of public records and to oversee the agency's compliance with the public records disclosure requirements of this chapter. A state or local agency's public records officer may appoint an employee or official of another agency as its public records officer.

(2) For state agencies, the name and contact information of the agency's public records officer to whom members of the public may direct requests for disclosure of public records and who will oversee the agency's compliance with the public records disclosure requirements of this chapter shall be published in the state register at the time of designation and maintained thereafter on the code reviser web site for the duration of the designation.

(3) For local agencies, the name and contact information of the agency's public records officer to whom members of the public may direct requests for disclosure of public records and who will oversee the agency's compliance within the public records disclosure requirements of this chapter shall be made in a way reasonably calculated to provide notice to the public, including posting at the local agency's place of business, posting on its internet site, or including in its publications.

So your agency should appoint some person on the staff to serve permanently as public records officer. Of course, this person can and usually does have other responsibilities but they are a contact person for the public in regard to public records requests. This person also has responsibility to insure your agency is following the public records law requirements. The agency also should provide the name and contact information for this person to the public by posting on the agency website or some other place likely to serve as notice.