Guidelines for Custodians of Records
1. PRA request will be forwarded by the Public Records Office
2. Review Request
- Thoroughly review the request to determine whether responsive documents exist.
3. Conduct a Search and Collect Responsive Records
- Conduct a reasonable search and collect responsive documents.
- Do not dispose of documents after a request is made.
- Staff time spent in searching, collecting, reviewing documents cannot be charged to the requester.
4. Send Courtesy Notification (if applicable)
- Send courtesy notification to vendor(s) or individual(s) to inform them that their information has been requested under the PRA.
5. Submit Responsive Records
- Responsive records should be submitted in their entirety to the Public Records Office. When applicable, submit documents with proposed redactions for review. Prior arrangements may be made for the department to produce records directly to the requester.