RES 17-001RESOLUTION NO. 17-001
A RESOLUTION DECLARING AN UNDUE BURDEN TO
MAINTAIN A COMPREHENSIVE INDEX OF PUBLIC
RECORDS
WHEREAS/ Revised Code of Washington {RCW) 42.56.070 {3) requires that local agencies
maintain and make available for public inspection and copying a current index of all public
records; and
WHEREAS/ RCW 42.56.070 {4) provides that if maintaining such an index would be
unduly burdensome/ or would interfere with the agency operation/ a city need not maintain
such an index/ but it must issue and publish a formal order specifying the reasons why and the
extent to which compliance would be unduly burdensome; and
WHEREAS/ the City of Camas/ business is not limited to a single function and all its
departments are indicative of the breadth of the City's official business; and
WHEREAS/ the City Council makes the following finding; public records to be indexed
are varied and maintained by individual departments at different worksites and databases
throughout the City and to inventory/ categorize/ and maintain a central index of each of the
records identified in the RCW would require the addition of staff and storage resources creating
an additional taxpayer expense and indexing each document at the department level would
place an undue burden on administrative staff and reduce the efficiency with which the public's
business is conducted; and
WHEREAS/ the City has begun such a public records index and has made it available on
theCitis website; the City will continue to work towards full compliance with all applicable
laws.
NOW THEREFORE/ be it resolved by the City Council of the City of Camas as follows:
1. The City of Camas is not required to maintain an all-inclusive index of public records
due to the findings that the requirement is unduly burdensome.
2. City departments are to maintain file maintenance systems that enable staff to
operate efficiently and effectively in providing service to the community and the
general public.
3. Pursuant to Chapter 42.56 RCW/ the City of Camas shall make available for public
inspection and/or copying all public records and any records management or file
database maintained by the City to the extent not exempt from inspection and/or
copying pursuant to Chapter 42.56 RCW or other applicable laws.
4. The City of Camas will continue to work towards full compliance of providing a
complete index of all its public records.
ADOPTED by the Council of the City of Camas and appr v d by ·he Mayor this 2Pt day
of February, 2017.
ayor
ATT ~vW_.:?ydJ5\\/
Clerk
City Attorney