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A separately elected referral is needed when the request requires records from a separately elected agency/municipality.","https://schema.org",{"og:url":32,"og:type":75,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":77,"canonical":32},"index,follow",{"doc_id":79,"site_id":7},353284,1791359375,{"code":4,"msg":82,"data":83},"success",[84,89,94,99,104,109,113,118,122],{"id":85,"doc_module":22,"doc_module_name":25,"category_name":86,"show_sort_weight":87,"slug":88},11,"Presentations",90,"presentations",{"id":90,"doc_module":22,"doc_module_name":25,"category_name":91,"show_sort_weight":92,"slug":93},12,"Resumes",80,"resumes",{"id":95,"doc_module":22,"doc_module_name":25,"category_name":96,"show_sort_weight":97,"slug":98},14,"Invoices",70,"invoices",{"id":100,"doc_module":22,"doc_module_name":25,"category_name":101,"show_sort_weight":102,"slug":103},15,"Posters",60,"posters",{"id":105,"doc_module":22,"doc_module_name":25,"category_name":106,"show_sort_weight":107,"slug":108},16,"Social Media",50,"social-media",{"id":110,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":111,"slug":112},17,40,"forms",{"id":114,"doc_module":22,"doc_module_name":25,"category_name":115,"show_sort_weight":116,"slug":117},18,"Letters",30,"letters",{"id":119,"doc_module":22,"doc_module_name":25,"category_name":120,"show_sort_weight":55,"slug":121},21,"Paper Templates","papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":82,"data":127},{"doc_id":79,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":110,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":55,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":135,"language":136,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":12,"update_tm":140,"read_time":141},962088006270,"https://ap-avatar.wpscdn.com/davatar_085a072bc5b1113ac321206ff7593b45","PUBLIC RECORDS OFFICER TOOLKIT  \n\"We seek a free flow of information... we are not afraid to entrust the American people with unpleasant facts, foreign ideas, alien philosophies, and competitive values. For a nation that is afraid to let its people judge the truth and falsehood inan open market is a nation that is afraid of its people.\"~ President John F. Kennedy  \nJANUARY 2020  \nDepartment of Executive Services Office of Risk Management Services Public Records Program  \n|  |\n| --- |\n|  |\n\nSearch and Collect  \n|  |  |\n| --- | --- |\n|  |  |\n|  |  |\n|  |  |\n|  |  |\n|  |  |\n|  |  |\n| General Resources |  |\n\nChecklists  \n• 01 Process Map Checklist 001  \nTemplates  \nIntake  \n• 02 Matter Files Template (zip file) *See Reference Guide See SharePoint  \n• 03 5 Day Notice Template 004  \n• 04 5 Day Notice Template Clarifying Entire Request 005  \n• 05 5-Day Notice Template Clarifying Portions of Request 006  \n• 06 3rd Party Notice Template Requestor 007  \n• 07 3rd Party Notice Template Employee 008  \n• 08 3rd Party Notice Template Non-Employee 009  \n• 09 3rd Party Notice Template Business 010  \n• 10 Employee Notice Template Employment Investigation 011  \n• 11 Installment Letter Template 012  \n• 12 Closure Letter Template 013  \n• 13 Referral to Separately Elected Agencies Template *See Reference Guide 014  \n• 14 Referral to King County Archives and Recorders Office Template 015  \n• 15 Basic Project Plan Template 018  \n• 16 Comprehensive Project Plan Template 019  \nSearch and Collect  \n• 17 Custodian Search Request Template 1 032  \n• 18 Custodian Search Request Template 2 033  \n• 19 Custodian Search Request Template 3 035  \n• 20 Custodian Interview Scheduling Template *See Reference Guide 037  \n• 21 ERMS Search Request Instructions Template 038  \nRecords Review Phase  \n• 22 Coded Exemption Key Template 040  \n• 23 Withholding Log Template 041  \n• 24 Commonly Used Exemption Book 042  \n• 25 WA PRA Coded Redactions (xml codes) See SharePoint  \nReference Guides  \nIntake  \n• 26 Matter Files Reference Guide 052  \n• 27 Referral to Separately Elected Agencies Reference Guide 054  \n• 28 Stakeholder Meeting Reference Guide 058  \n• 29 PRR Roles and Responsibilities Reference Guide 059  \nSearch and Collect  \n• 30 General Search-Components of a Records Search Reference Guide 061  \n• 31 Basic Outlook Search Syntax Reference Guide 062  \n• 32 Searching Your Outlook Reference Guide 063  \n• 33 Custodian Interviews Reference Guide 066  \nGeneral Resources  \n• 34 Sharing Records via OneDrive Reference Guide 068  \n• 35 Links to Helpful Training and Resources Reference Guide 075  \n• 36 When to Contact Your Attorney Reference Guide 077  \n• 37 What is a PST Reference Guide 078  \n• 38 Metadata Reference Guide 081  \n• 39 Glossary 085  \nForms  \n• 40 Custodian Search Form 087  \n• 41 Mobile and/or Personal Device Search Documentation Form 090  \n• 42 Chain of Custody Tracking Form 092  \n• 43 Commercial Purposes Affidavit Form 094  \nIntake  \n 1. Is this a true PRA records request for the King County Executive Branch?  \na. Is this only a request for information?  \nb. Is this only a collective bargaining request (RCW 41.56)?  \nc. Is this only a request for records from a separately elected agency/municipality?  \n 2. If all (or a portion) is a PRA records request for the King County Executive Branch, enter it into Dynamics 365.  \n 3. Begin tracking your time, complete the “Follow Up By” date field, and other pertinent fields in Dynamics 365, per legislation.  \n 4. Interpret the request (WHO, WHAT, WHEN, WHERE, WHY, HOW) .  \na. Is a timeframe specified?  \nb. Who has records?  \ni. Department(s)?  \nii. Custodian(s)?  \nc. What are the search terms?  \n 5. Does this need clarification with the requestor?  \n 6. Set up matter files (file organization for shared network and/or Outlook) .  \n 7. Send 5-day response.  \na. Include time estimate, follow up date, and estimated next installment date.  \n 8. Does this need 3rd party notice?  \na. Before releasing documents related to a current ","cbCaicstGa9msDNx","https://ap.wps.com/l/cbCaicstGa9msDNx","pdf",2879245,98,"English","# Search and Collect\n## Checklists\n## Templates\n### Intake\n### Records Review Phase\n## Reference Guides\n### Intake\n### Search and Collect\n## General Resources\n## Forms\n# Process Steps (Intake and Collection)\n## Intake decision flow\n## Notify custodians and conduct collection","[{\"question\":\"What initial questions should be asked to confirm whether a PRA request applies to the King County Executive Branch?\",\"answer\":\"Confirm it is a true PRA records request for the King County Executive Branch and determine whether it is only information, only a collective bargaining request, or only from a separately elected agency/municipality.\"},{\"question\":\"What actions are required after entering a valid PRA records request into Dynamics 365?\",\"answer\":\"Track time, complete the “Follow Up By” date and other required fields in Dynamics 365, interpret the request by WHO/WHAT/WHEN/WHERE/WHY/HOW, and assess whether clarification is needed with the requestor.\"},{\"question\":\"When is third-party notice or a separately elected referral required?\",\"answer\":\"Third-party notice is required before releasing documents related to an employee’s personnel, payroll, supervisor, training, safety, and/or medical file, and the Union may need notification for the entire membership. A separately elected referral is needed when the request requires records from a separately elected agency/municipality.\"}]","Public Records Officer Toolkit - January 2020 | PDF",1790104236,34]