PUBLIC RECORDS REQUEST REPORT – 2022 AND 2023Presenter: Dina Manis, City ClerkDate: March 7, 2024 1 INTRODUCTION•Under Chapter 1-10 Open Government, Article 3 of the Santa Rosa City Code, “the Public Records Coordinator shall prepare a tally and report of all record requests brought before it. The report shall, at a minimum, identify the total number of requests, nature of the requests, number of requests fulfilled, number of requests unfilled, and the reason they were not filled.”2
PUBLIC RECORDS REQUEST PROCESS
PRR RECEIVED
1 CLARIFY AND ASSIGN
2 GATHER RECORDS
3 REVIEW
4 UPLOAD AND RELEASE
5 3
eDISCOVERY PROCESSPRR RECEIVEDCLARIFICATION AND REQUEST FOR SEARCH TERMSWRITE AND RUN QUERYGATHER AND REVIEWASSIGN FOR DEPARTMENT REVIEWCAO REVIEW OF EXEMPTIONSUPLOAD AND RELEASE4 2022 REPORTBREAKDOWNTotal Per Dept.Count of DuplicateCount of UnfilledCount of FulfilledDepartments (Nature of Request)11City Attorney's Office1225072City Clerk11City Manager's Office11Communications and Intergovernmental Relations4111327Finance160532123Fire844Housing & Community Services413Human Resources4112Information Technology3061270224Multiple50212119371PED142530107Police11Recreation & Parks15510Transportation & Public Works13310Water132136328957Grand Total5 2023 REPORTBREAKDOWN
6 UNFULFILLED REQUESTS
2022 UNFILLED REQUESTS
7 UNFULFILLED REQUESTS2023 UNFILLED REQUESTSAffidavits Not Received, 29, 7%Denied, 45, 11%No Records - County Assessor, 49, 12%No records: Does Not Exist, 149, 37%No Records: Other Agency, 21, 5%No Response from Requester, 96, 24%Records Withheld , 2, 0%Request Withdrawn, 17, 4%Unfilled Closure ReasonsAffidavits Not ReceivedDeniedNo Records - County AssessorNo records: Does Not ExistNo Records: Other AgencyNo Response from RequesterRecords WithheldRequest Withdrawn8 4-YEAR SNAPSHOT5 YEAR SNAPSHOT
970959151413211316020040060080010001200140016002019 2020 2021 2022 2023Total Requests Per Year632275636003263395650949957328368274085229020040060080010001200Requests Per Year9 •It is recommended by City Clerk’s Office that the Open Government Task Force Subcommittee provide direction and feedback on the 2022 and 2023 Annual Public Records Reports for future reports to City Council.RECOMMENDATION 10 QUESTIONS?11