Bellingham School District – Request for a complete electronic copy of all Public Records Requests received by the District including District Responses for the years 2010 - 2021

PRA Audit filed this request with the Bellingham Public Schools District of Bellingham, WA.

It is a clone of this request.

Est. Completion March 17, 2022
Status
Partially Completed

Communications

From: PRA Audit

To Whom It May Concern:

Pursuant to the Washington Public Records Act [RCW 42.56] I hereby request the following records:

I request a complete electronic copy of all Public Records Requests received by Bellingham School District and a complete electronic copy of the District's Responses to these Public Records Requests for the time period January 1, 2010 through November 4, 2021.

In the event the District chooses to provide these records in installments over time I request the records to be produced in reverse chronological order - from the most recent records to the earliest.

If this request is denied in whole or part, I ask that you justify all deletions by reference to specific exemptions of the PRA. I also request a detailed contemporaneous log to be provided for any document withheld or redacted.

For each responsive record the District contends is exempt from public disclosure, in whole or in part, please specifically identify the record by subject, title, author, custodian and date, and state how a specific statutory exemption applies to each record as required by RCW 42.56.210(3) and Rental Housing Ass'n v. Des Moines, 165 Wn.2d 525, 199 P.3d 393 (2009).

I request electronic production of all electronic records in the original NATIVE electronic format for each record.

I request for these public records to be produced by public (no password) e-mail attachment or link. If electronic attachment or link is not possible, an alternative would be to produce responsive records via USB DRIVE or DATA CD-ROM.

THIS REQUEST IS NOT BEING MADE FOR COMMERCIAL PURPOSES.

The requested documents will be made available to the general public.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 5 business days, as the statute requires.

Sincerely,

PRA Audit

From: Bellingham Public Schools District

Nov. 10, 2021

MuckRock News

DEP MR 120963

411A Highland Ave

Somerville, MA 02144-2516

requests@muckrock.com<mailto:requests@muckrock.com>

Dear PRA Audit,

Bellingham Public Schools received your public records request on November 5, 2021. Your request seeks all public records requests received by the district from January 1, 2010 through November 4, 2021, as well as a complete electronic copy of the district’s responses to those requests.

You have requested “electronic production of all electronic records in the original NATIVE format for each record.” The vast majority of records the district has disclosed in response to public records requests since 2010 have not been produced in native format, and instead were produced in formats such as .pdf or hard-copy. And as noted earlier, you have requested “a complete electronic copy of the district’s Responses” to public records requests during the time period in question, and such responses typically did not contain native format records. In light of this conflict, the district interprets your request as seeking the district’s previous disclosure communications in their native format when they were sent electronically, recognizing that those disclosure communications will often contain non-native files. For example, the district would produce to you the native format email of its response to a given public records request, which may include attached responsive records in pdf format that were actually produced to a requestor. Please let me know if you disagree with this interpretation of your request.

Next, please be aware that the district may no longer possess copies of older public records requests and/or district responses. In that event, the district would be unable to disclose copies of such requests and responses.

Per Procedure 4040P and RCW 42.56.120, the district charges the following fees for copies of records:

1. Fifteen cents per page for photocopies of public records, printed copies of electronic public records when requested by the person requesting records, or for the use of agency equipment to photocopy public records;
2. Ten cents per page for public records scanned into an electronic format or for the use of district equipment to scan the records;
3. Five cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery;
4. 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
5. 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.

Any applicable copying costs must be received by the district before the district discloses records. Additionally, Procedure 4040P and RCW 42.56.120 authorizes the district to require a deposit of up to ten percent of the total estimated costs of providing copies for a request. The district has not yet had an opportunity to determine how many responsive records there will be, or what the total estimated cost of fulfilling the request will be.

Prior to providing a first installment of records for this request, we will contact you to let you know the total estimated cost and the deposit amount due. Following receipt of the deposit, the district will require payment of any applicable copying costs before producing installments.

At this time, we estimate that we will be able to disclose an initial installment of records by December 31, 2021.

Please let me know if you have any questions at this time. I can be reached at Dana.Smith@bellinghamschools.org<mailto:Dana.Smith@bellinghamschools.org> or 360-676-6520.

Sincerely,

Ms. Dana Smith, she/her/hers
Communications Manager | Records Officer
Communications and Community Relations
Bellingham Public Schools

Dana.Smith@bellinghamschools.org<mailto:Dana.Smith@bellinghamschools.org> | 360-676-6520

From: PRA Audit

Hello,

Thank you for your response.

This public records request is seeking previous public records requests as received by the District for the time period January 1, 2010 through November 4, 2021 as well as complete District responses to these records requests.

If the original records request and/or District response was electronic in format I request the NATIVE format to be retained and produced.

If the original records request and/or District response was paper in format I would request Adobe .pdf format to be electronically produced.

If any potentially responsive records have been destroyed and/or transferred to offsite location(s), I request copies of any destruction or transfer records as well as any other documentation relating to, mentioning or describing said transfer or destruction.

Thank you.

From: Bellingham Public Schools District

Jan. 20, 2022

MuckRock News

DEP MR 120963

411A Highland Ave

Somerville, Ma 02144-2516

Dear Requestor,

This letter is a follow-up to your Nov. 5, 2021 email request for records under the Public Records Act.

You requested:

“electronic production of all electronic records in the original NATIVE format for each record.”

Per my Nov. 10 correspondence, this letter is an estimate of applicable costs for the first installment of records responsive to this request and instructions for payment. We have determined and documented that the fees allowed under RCW 42.56.120 and procedure 4040 are clearly equal to, or more than, two dollars (please see table below).

Documentation of estimated charges:

We have completed our initial reviews of records for our first installment that may be responsive to this request. The estimated costs for records retrieved thus far are $18.10, which exceeds the $2 flat fee threshold.

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

1,403 files

Applicable fee

$17.54

- 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

5.64 GB

$ .56

Total estimated costs

$ 18.10

Payment of at least 10% of the initial installment cost is required by Feb. 17, 2022, to receive a first installment of responsive records and can be made in the following ways:

- By check via U. S. Mail to Bellingham Public Schools: attention, Records Officer, 1306 Dupont St, Bellingham, WA 98226. Receipt for said payment will be returned via U.S. Mail.
- By cash, check or credit card payment in person at the district office during business hours (8
a.m. – 5 p.m. Monday-Friday).

We continue to compile responsive records. We anticipate being able to respond with a first installment, pending payment, via electronic file transfer and/or hard copy by March 17, 2022, if not sooner.

Please feel free to contact me at Dana.Smith@bellinghamschools.org <mailto:Dana.Smith@bellinghamschools.org> or 360-676-6520 if you have any questions.

Sincerely,

[Shape Description automatically generated with medium confidence]

Dana Smith
Communications Manager | Public Records Officer | Bellingham Public Schools

From: PRA Audit

To Whom It May Concern:

Please find enclosed a check for $18.10 to satisfy the fee associated with the attached public records request.

Thank you.

Check sent by Muckrock Staff

Pay to the order of:

Bellingham Public Schools
Records Officer
1306 Dupont Street
Bellingham, WA 98226

#10300
Amount of: $18.10
  • Created — 02/01/2022
  • In Transit — 02/08/2022
  • In Local Area
  • Processed For Delivery — 02/10/2022
  • Deposited — 02/14/2022

From: PRA Audit

Hello,

Payment was submitted for the 1st installment of responsive records in this public records request over 30 days ago. When do you anticipate producing the records?

Thank you.

From: Bellingham Public Schools District

Dear Requestor,

As per our January 20 correspondence, we anticipate being able to respond with a first installment via electronic file transfer and/or hard copy by March 17, 2022, if not sooner.

We have received your payment of $18.10.

Sincerely,
Dana Smith

Ms. Dana Smith, she/her/hers
Public Records Officer
Assistant Director, Communications and Community Relations
Bellingham Public Schools

Dana.Smith@bellinghamschools.org<mailto:Dana.Smith@bellinghamschools.org> | 360-676-6520

From: Bellingham Public Schools District

March 17, 2022

MuckRock News

DEP MR 120963

411A Highland Ave

Somerville, MA 02144-2516

requests@muckrock.com<mailto:requests@muckrock.com>

Dear PRA Audit,

This correspondence is a follow up to your public records request received by Bellingham Public Schools on November 5, 2021. Your request seeks:

* all public records requests received by the district from January 1, 2010 through November 4, 2021, as well as a complete electronic copy of the district’s responses to those requests.

We received your records fee of $18.10 via U.S. Mail.

You may now access an initial installment of responsive records through our secure file sharing service, Citrix ShareFile.<https://bellinghampublicschools.sharefile.com/> You may access records as electronic files by activating an account I have set up for you. You will receive a separate email from sender “ShareFile Support” with an activation link in it to set up a ShareFile account and view and/or download records. If you don’t receive this activation link within 24 hours of this correspondence, please inform me right away, after checking any junk folders where the email may have been misdelivered.

We continue to collect, review and process records responsive to your Nov. 5 request, and you can expect an estimate of fees for a next installment of records by April 30, 2022.

Please feel free to contact me at (360) 676-6520 or Dana.Smith@bellinghamschools.org<mailto:Dana.Smith@bellinghamschools.org> if you have any questions.

Sincerely,

[Shape Description automatically generated with medium confidence]
Ms. Dana K. Smith | she/her/hers
Public Records Officer | Assistant Director, Department of Communications and Community Relations

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