Request for digital copies of all internet video call recordings in the District's care, custody, or control recorded between the dates 01-01-20 through 4-22-21. (Auburn School District)

Public Records Receipt Confirmation

April 27, 2021

Dear Anon Request,

The purpose of this email is to acknowledge Auburn School District's receipt of your public records request dated April 25, 2021. Specifically, you requested:

Digital copies of all video recordings of internet-based video calls, meetings, training sessions, town halls, school board meetings, and google classroom sessions in the District's care, custody, or control recorded between the dates 01-01-20 through 4-22-21.

To clarify, if the District is in possession of any digital recordings of Zoom meeting calls, Skype Sessions, Google Duo calls, Slack, Gotomeeting, etc. (any recorded internet-based video communication/presentation/instruction product) for the period of time 01-01-20 through 4-22-21 I am requesting a digital copy to be produced via internet web link.

The District search for these digitally recorded videos should include all computers and digital storage devices owned, operated, or controlled by the District.

The District search for these digitally recorded videos should also include a search of all computers and digital storage devices owned, operated, or controlled by District employees if the digital video was recorded on equipment provided to the employee by the District, or if the digital video recording contains content relating to District agency related matters.

Pursuant to RCW 42.56.520, the District estimates that it needs sixty (60) business days from the above date to determine the need to clarify the intent of the request, to locate and assemble the information requested, to notify third persons or agencies affected by the request, and/or to determine whether any of the information contained in such documents is exempt from public disclosure. The district will produce the records requested as installments.

To view the procedure and costs associated with Public Records click Board Policy 4040P<https://drive.google.com/open?id=1q0g-_-8x8bM__8Wuj8NkR1x7R5XMUMDU> . Below is a brief summary of potential fees:

* Photocopies or printed copies .15 cents per page
* Actual cost of mailing or delivery charge, including cost of the shipping container or envelope
* Electronic records .10 cents per page for records scanned to an electronic format
* Five cents per every 4 electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery
* Ten cents per gigabyte for the transmission of public records in an electronic format or for the use of District equipment to send the records electronically
* Actual cost of any digital storage media or device provided by the District
* A customized service charge may be imposed if the District estimates that the request would require the use of information technology expertise to prepare data compilations, or to provide customized electronic access services when such compilations and customized access services are not used by the District for other District purposes. The customized service charge may reimburse the District up to the actual cost of providing the services.
If requested, the District will provide a summary of the applicable charges before fulfilling the request. The requestor will be allowed to revise the request in order to reduce the applicable charges, A deposit of up to ten percent of the estimated costs may be required before processing the request.

The above timeframes are simply estimates and processing your request may take longer than predicted. If you have not received notice from us regarding your request within the above timelines, or if you have questions or concerns, feel free to call me at (253) 931-4932.

Sincerely,
Daman Hunter, Assistant Superintendent
Human Resources
dhunter@auburn.wednet.edu<mailto:dhunter@auburn.wednet.edu>

[Auburn School District]

May 17, 2021

Good afternoon,

Please see the attached Procedure – Public Access to District Records that outlines how the district processes and charges for public records. The amounts listed in the confirmation receipt where a summary of possible charges. There was also a link to the attached documents which provides detailed information.

Below is the information that pertains to the costs of providing records. After reviewing the information, please let me know if you have any additional questions.

COSTS OF PROVIDING RECORDS, WAIVER OF COSTS, AND AGREEMENTS REGARDING COSTS

Cost of Printed Copies and Mailing

The cost of providing photocopies or printed copies of electronic records is 15 cents per page. Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more than, two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee or a per page fee for any subsequent installments. Payment may be made by cash, check, or money order payable to the District.

The District may also charge actual costs of mailing, including the cost of the shipping container or envelope.

The Public Records Officer or designee may require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.

If requested, the District will provide a summary of the applicable charges before any copies are made. The requestor will be allowed to revise the request in order to reduce the applicable charges.

Customized Service Charge

A customized service charge may be imposed if the District estimates that the request would require the use of information technology expertise to prepare data compilations, or to provide customized electronic access services when such compilations and customized access services are not used by the District for

Policy: 4040P Community Relations Page 7 of 8

other District purposes. The customized service charge may reimburse the District up to the actual cost of providing the services in this paragraph.

The District will not assess a customized service charge unless it has notified the requestor of the customized service charge to be applied to the request, including an explanation of why the customized service charge applies, a description of the specific expertise, and a reasonable estimate cost of the charge. The notice will also provide the requestor the opportunity to amend his or her request in order to avoid or reduce the cost of a customized service charge.

Cost for Electronic Records

The cost for providing electronic records is as follows:

1. Ten cents per page for public records scanned into an electronic format or for the use of District equipment to scan the records;

2. Five cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery;

3. Ten cents per gigabyte for the transmission of public records in an electronic format or for the use of District equipment to send the records electronically; and

4. The actual cost of any digital storage media or device provided by the District, the actual cost of any container or envelope used to mail the copies to the requestor, and the actual postage or delivery charge.

The District will take reasonable steps to provide the records in the most efficient manner available to the District in its normal operations;

The Public Records Officer or designee may also require the payment of the remainder of the copying costs before providing all the records, or the payment of the costs of copying an installment before providing that installment.

If requested, the District will provide a summary of the applicable charges before charges are imposed under this procedure. The requestor will be allowed to revise the request in order to reduce the applicable charges.

The District will not impose copying charges for access to or downloading of records that the District routinely posts on its website prior to the receipt of a request, unless the requestor has specifically requested that the District provide copies of such records through other means.

Deposits

Before beginning to make the copies, the Public Records Officer or designee may require a deposit of up to ten percent of the estimated costs of copying all the records selected by the requestor, including the cost of a customized service charge according to the provision above.

Waiver
The Public Records Officer may waive any charge assessed for a request. On behalf of the District, the Public Records Officer may also enter into any contract, memorandum of understanding, or other agreement with a requestor that provides an alternative fee arrangement to the charges authorized in this Procedure, or in response to a voluminous or frequently occurring request.

Sincerely,

Daman Hunter, Assistant Superintendent
Human Resources
dhunter@auburn.wednet.edu<mailto:dhunter@auburn.wednet.edu>

[Auburn School District]

Public Records Extension Notice

July 20, 2021

The purpose of this email is to provide you with an update to your public records request dated April 25, 2021. . Specifically, you requested:

Digital copies of all video recordings of internet-based video calls, meetings, training sessions, town halls, school board meetings, and google classroom sessions in the District's care, custody, or control recorded between the dates 01-01-20 through 4-22-21.

To clarify, if the District is in possession of any digital recordings of Zoom meeting calls, Skype Sessions, Google Duo calls, Slack, Gotomeeting, etc. (any recorded internet-based video communication/presentation/instruction product) for the period of time 01-01-20 through 4-22-21 I am requesting a digital copy to be produced via internet web link.

The District search for these digitally recorded videos should include all computers and digital storage devices owned, operated, or controlled by the District.

The District search for these digitally recorded videos should also include a search of all computers and digital storage devices owned, operated, or controlled by District employees if the digital video was recorded on equipment provided to the employee by the District, or if the digital video recording contains content relating to District agency related matters.

The district is experiencing a high volume of public records requests that vary in scope and size and needs more time to process your public records request. The district has devoted extra resources in an effort to fulfill these requests and has prioritized its responses in an effort to be efficient to all requestors.

In accordance with the Public Records Act, the district will provide the fullest assistance to your request for these records.

The district will provide you with an update to your request on or before September 17, 2021.

Sincerely,

Daman Hunter, Assistant Superintendent Human Resources

dhunter@auburn.wednet.edu<mailto:dhunter@auburn.wednet.edu>

[Auburn School District]

August 16, 2021

Good morning.
This email is to provide you with an update to your original request dated April 25, 2021.

Good morning,

I'm sorry for the error. Please reply to this email by August 30, 2021, to explain/define the records that you are seeking. The district cannot move forward with your request until we hear back from you.

August 16, 2021

Good morning.
This email is to provide you with an update to your original request dated April 25, 2021.

Good afternoon,

August 30, 2021

Please see the email below dated August 16, 2021, where we requested clarification on your public records request.

Digital copies of all video recordings of internet-based video calls, meetings, training sessions, town halls, school board meetings, and google classroom sessions in the District's care, custody, or control recorded between the dates 01-01-20 through 4-22-21.
To clarify, if the District is in possession of any digital recordings of Zoom meeting calls, Skype Sessions, Google Duo calls, Slack, Gotomeeting, etc. (any recorded internet-based video communication/presentation/instruction product) for the period of time 01-01-20 through 4-22-21 I am requesting a digital copy to be produced via internet web link.
The District search for these digitally recorded videos should include all computers and digital storage devices owned, operated, or controlled by the District.
The District search for these digitally recorded videos should also include a search of all computers and digital storage devices owned, operated, or controlled by District employees if the digital video was recorded on equipment provided to the employee by the District, or if the digital video recording contains content relating to District agency related matters.

We requested a clarification response by today, August 30, 2021. We have not received a response from you.

*Please respond to this email with clarification within thirty (30) days. If we do not hear from you on or before October 8, 2021, the District will close this request.

Sincerely,

Lisa Connors
Public Records Officer
253-931-4900

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Good morning,

October 8, 2021

Please see the emails below dated August 16th & August 30th, 2021, where we requested clarification on your public records request.

Digital copies of all video recordings of internet-based video calls, meetings, training sessions, town halls, school board meetings, and google classroom sessions in the District's care, custody, or control recorded between the dates 01-01-20 through 4-22-21.
To clarify, if the District is in possession of any digital recordings of Zoom meeting calls, Skype Sessions, Google Duo calls, Slack, Gotomeeting, etc. (any recorded internet-based video communication/presentation/instruction product) for the period of time 01-01-20 through 4-22-21 I am requesting a digital copy to be produced via internet web link.
The District search for these digitally recorded videos should include all computers and digital storage devices owned, operated, or controlled by the District.
The District search for these digitally recorded videos should also include a search of all computers and digital storage devices owned, operated, or controlled by District employees if the digital video was recorded on equipment provided to the employee by the District, or if the digital video recording contains content relating to District agency related matters.

We have not received a response from you. Therefore, we assume you no longer want the requested records.

With this email, the district considers your request abandoned and this request is now closed.

Please let me know if you have additional questions.

Sincerely,

Lisa Connors
Public Records Officer
253-931-4900

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