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Public Records Request Form

Official Public Records Request Policy

Public Records Request Procedures

Public Records Request Fees

The Matanuska-Susitna Borough public records policy, procedures, and regulations ensure that citizens have access to public records and that the public right to remain informed is protected.  Public records are located in all divisions of the Borough. The production of public records is consistent with MSB /.50.030-1.50.060, and state and federal law. Access includes the right to inspect the requested records, to receive copies of the records, or both. Whenever possible and if the records are not confidential or privileged, the records should be provided immediately, reducing the amount of time and paperwork involved in processing the request.



PROCEDURES

  • Easily Located Records
  • Records Cannot Be Found
  • Records Requiring Research

  • The following procedure will be used for records that can be easily located and any determination of priviledge can be readily made:

    Implementation/Enforcement Step Responsible Office/Officer
    Provide a Public Records Request form for completion by the  requestor. Producing Department
    Date stamp the form and give a copy to the requestor. Producing Department
    Remove any records which are confidential or privileged.
    If documents are withheld:
    • Inform the requestor which documents were withheld and that it may be appealed to the Borough Manager within thirty (30) calendar days of the denial.
    • Maintain a record of which documents were withheld.
    • Prepare a memo to the Manager setting forth the date, the information requested, and specific provision of the applicable law exempting the requested information from disclosure, along with any other pertinent information. If/he withholding of the documents is appealed, the Borough Manager shall give a written reply within ten (10) business days either granting or denyingthe appeal.
    		 Producing Department
    Provide requested records.
    		 Producing Department
    If copies are requested:
    • Before making the copies, advise the requestor that there is no charge to view the records but that copy costs are listed on the bottom of the receipt form.
    • Determine the applicable charges and complete section 2 (A) under FOR OFFICE USE ONLY of the Public Records Request form.
    • Direct the requestor to the finance department with a receipt form to process payment for the copies.
    		 Producing Department

  • The following procedure will be used when requested records cannot be found:

    ImplementationlEnforcement Step Responsible Office/Officer
    Complete FOR OFFICE USE ONLY of the Public Record Request form. Producing Department
    Prepare a memo to the Borough Manager setting forth the date,  the item of information requested, and details of the search. Department Director
    Provide the requester a copy of the memo within 10 business  days of the initial request. Department Director

  • The following procedure will be used when records will require time to locate:

    Implementation/Enforcement Step Responsible Office/Officer
    Provide a Public Records Request form for completion by the requestor. Producing Department
    Date stamp the request fonn and give a copy to the requestor. Producing Department
    Advise the requestor that the requestor must pay the costs to complete the search and copy the records if it exceeds hours in one month. Producing Department
    Gather documents responsive to request, and keep track of the time it takes to complete the task. Producing Department

    Remove any records which are confidential or privileged. Producing DepartmentIf documents are withheld:

    • Inform the requestor which documents were withheld and that it may be appealed to the Borough Manager within thirty (30) calendar days of the denial.
    • Maintain a record of which documents were withheld.
    • Prepare a memo to the Manager setting forth the date, the information requested, and specific provision of the applicable law exempting the requested information from disclosure, along with any other pertinent information.

      If the withholding of the documents is appealed, the Borough Manager shall give a written reply within ten (10) business days either granting or denying the appeal. If there are any questions regarding whether any or all of the documents are privileged or confidential, send a copy of the request form to the Law Department for review. Do not distribute the documents until the Borough Manager has made a decision upon the advice of the Borough Attorney.

    		 Producing Department

    Provide requested records within ten (10) business days or send a written explanation to the requestor and the Manager's office on the status of the request.

    		 Producing Department

    If copies were requested:

    • Before making the copies, advise the requestor that there is no charge to view the records but that copy costs are listed on the bottom of the receipt form.
    • Determine the applicable charges and complete section 2 (A) under FOR OFFICE USE ONL Y of the Public Records Request form.
    • Direct the requestor to the finance department with a receipt form to process payment for the copies.
    		 Producing Department

    Forward the original request form, the receipt and a copy of the Producing Department records provided to the Manager's office for review and tracking purposes.

    		 Producing Department

 


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