We received the following email at City Hall through our City Clerk’s office. We’ve been trained on most of the information before, but it is nice to have it all in one place on the web. Citizens may find it interesting to see how broadly public records are defined, and how much access you have to them. Page 6 of the website also provides a good reminder that “Public records include both records that an agency creates and records that an agency may receive or collect.” This is why we often remind people emailing city hall that their comments are part of the public record, and can be seen by others. (As an example, if you are a developer emailing a council member asking for support of a project, your email is a public record. Likewise, if you email a council member asking for a project application to be denied, this email is a public record.)
As a matter of courtesy, I’ve tried to use discretion over the years when sharing these records, often dropping citizens’ names unless they have told me using their name did not bother them. I’ve also passed on posting many items that have come across our email that did not have public policy value, or were just too personal (such as a thank-you to our emergency services for handling a family crisis).
I suspect that as more and more public controversies get played out on the internet, more of these public records will get posted in their entirety on “Pro” and “Con” websites. So, every citizen (including me) should: (1) strive to be really thoughtful about what we write to each other, (2) have a friend proof-read our writings whenever possible, (3) sleep on anything that we write that we feel emotional about, and (4) most importantly, remember that anything we write having to do with public policy could end up on the front page of the Seattle Times.
Here is the info on the new website:
___________________________________________
On Behalf Of Koziara, Leslie
Sent: Tuesday, January 25, 2011 1:47 PM
Subject: New online – “Public Records and Public Officials”
The Office of the Secretary of State and Washington State Archives are pleased to announce the addition of an interactive online resource titled “Public Officials and Public Records.” This new module is intended to introduce newly elected and newly appointed public officials to the new world of public records and their new responsibilities. It will be updated from time to time.
Secretary of State Sam Reed welcomes each participant and emphasizes his connection to public records and stresses the importance of public records in our democracy. State Archivist Jerry Handfield encouraged the development of this online resource to provide information on the ever changing world of electronic records and to provide easy access to the many resources available for the preservation of public records in Washington.
Also, this module reminds everyone of the importance of records management and that “All public records shall be and remain the property of the state of Washington. They shall be delivered by outgoing officials and employees to their successors….” (40.14.020 RCW)
Seasoned public officials may also find it useful as a reference guide.
Here is the link: http://www.sos.wa.gov/archives/RecordsManagement/PublicOfficialsandPublicRecords/index.html
Thank you,
Washington State Archives
































