Records Request FAQ

What kind of records are exempt from disclosure?

  1. The City is not required to permit public inspection and copying of records for which public disclosure of the record is prohibited, restricted, or limited by state law or federal statute or regulation. The City is prohibited by statute from disclosing lists of individuals for commercial purposes. RCW 42.56.070(8)
  2. The Public Records Act provides that a number of types of documents are exempt from public inspection and copying. RCW 42.56.230 through 42.56.470 contain a large number of exemptions from public inspection and copying.
  3. Other statutes outside the Public Records Act may prohibit and exempt disclosure of certain documents or information RCW 42.56.070(1). The City's failure to list an exemption shall not affect the effectiveness of the exemption.

What happens if I request a record that is exempt from disclosure?

  1. You will still receive a response to your request. Any records or portion of records that are exempt from disclosure will be withheld or redacted. We will specify and briefly explain the statutory exemption that applies to any redactions or denials, either through an exemption log or by noting it on the document itself.

Who can submit a Public Records Request?

  1. Anyone can submit a Public Records Request

Are requests for records confidential?

  1. No. Once a request has been received, the request itself becomes a public record.

How do I request a public document?

  1. While there is no specific required format for a public records request, a requester must provide the City with reasonable notice that the request made is for public records.
  • The preferred method is to click on "MAKE REQUEST" on the top of this web portal and follow the prompts. All requests, regardless of form received, will be entered and tracked through this portal.
  • Paper record request forms are available at City Hall or the Police Department.
  • Requests may be submitted in person, by mail, fax, or email. Mail, email, and fax requests will be considered received on the date the form is received, not on the date sent.

What if I no longer need the requested document?

  1. If the requested document is no longer needed, simply notify the City, referencing the assigned record request number, and the request will be closed.

Is there a fee for submitting a Public Records Request?

  1. There is no fee to submit a request; however, nominal fees may be charged for paper or large format copies, body-worn camera footage where redaction is necessary, and requests in which information technology expertise is required. The requester will always be informed of a potential charge ahead of time, and is free to withdraw the request rather than incur the fees. If the requester accepts the fee estimate and wishes to proceed with the request, payment in full is required prior to release of the records.

Do I have to give a reason for my request?

  1. There are limited requests for which a requester may be asked to provide a reason, such as:
  • If the request is vague or too broad, knowing the reason for the request can assist staff in narrowing down the scope to provide the needed information.
  • The City cannot provide a list of individuals for commercial purposes. A requester may need to complete a "Commercial Purpose Declaration," stating that the information received will not be used for commercial purposes, in order to receive a list of individuals.

When will I receive a response to my request?

  1. The City must respond within five business days of receiving the request in one one of the following ways:
  • Provide the requested record(s)
  • Acknowledge that the request has been received and provide a reasonable time estimate needed to provide the requested record(s)
  • Deny the request, including an explanation of the statutory exemption
  • Request clarification for overly broad or vague requests

How do I access my request once it's been submitted?

  1. Requests can be accessed in one of two ways:
  • Notifications will be sent to the requester's email address (if it was provided when the request was submitted) with links to the requested record(s)
  • The requester can set up a login ID and password when submitting the request, and the request can be accessed through the portal at any time

What department do I submit my request to?

  1. Requests can be submitted directly to the Ferndale Police Department, Ferndale Municipal Court, Planning & Public Works, or Administration. If the requester is unsure of which department is appropriate for the request, or if it may involve more than one department, the request should be submitted to the Administration department, and it will be routed accordingly.