Public Records Request

PUBLIC RECORDS REQUEST

Requesting Public Records

Request form available at the Port of Vancouver USA’s administrative office (3103 NW Lower River Road) or click here to fill out a public records request form.

For assistance, or to make requests by letter, email, or phone, contact
Matt Oftedahl
Public Records Officer

360-992-1126
Email: info@portvanusa.com

Public records requests must include:

• Name and address and contact information for requestor.
• Description of public records adequate to locate the records.
• Date of request.

You will receive a response within five business days.

NOTE: Many public records are currently available on the port’s web site at no cost. The designated public information officer will make records available for inspection and copying by appointment during normal business hours, excluding legal holidays. Requesters cannot remove documents from the viewing area or disassemble or alter any document.

The requestor will indicate which documents they wish the port to copy.

Cost for Public Records

• There is no fee for inspecting public records.
• Black and white copies -  $.15 per page
• Mailing actual cost of postage and shipping container
• Other media actual cost of reproduction
  (scanning to CD/DVD is $2.00 for cost of each disk))

Payments by cash, check, or money order payable to: Port of Vancouver USA.

Role of Public Records Officer

• Oversee compliance with the Public Records Act
• Provide the “fullest assistance” to requestors
• Coordinate response to requests with departments and offices
• Provide most timely possible & efficient action on requests
• Protect public records from damage or disorganization

Response to Records Requests

Whithin five business days of receiving a public record request the port must respond by either, (1) providing the record: (2) acknowledging that the port has received the request: or (3) denying the public record request.  Additional time required to respond to a request may be based upon the need to clarfy the intent of the request, to locate and assemble the information requested, to notify third persons or agencies affected by the request, or to determine whether any of the information requested is exempt and that a denial should be made as to all or part of the request.

Some Records Exempt from Disclosure

The Public Records Act [Title 42.56 RCW] lists types of documents exempt from public inspection and copying. Other laws also prohibit disclosure of certain records.

Special Considerations

If a requestor has not reviewed or claimed records within thirty (30) days of notice that records are available or fails to make payment, the public records officer may close the request.

If requested records contain information that may affect the rights of others, before providing the records, the public records officer or designee may give notice and allow time for action by the other parties.

Requesting Review of Denials

A requestor may send a written petition to the public records officer in order to have any disclosure denial reviewed.

RCW 42.56.530 states that: Whenever a state agency concludes that a public record is exempt from disclosure and denies a person opportunity to inspect or copy a public record for that reason the person may request the attorney general to review the matter. The attorney general shall provide the person with his or her written opinion on whether the record is exempt.

 A requester may also obtain a court review. See (RCW 42.56.550) for more information.