ADMINISTRATIVE PUBLIC RECORDS - ADMINISTRATIVE OFFICE OF THE COURTS

An AOC administrative public record is any writing or other recorded information, regardless of physical form, media, or characteristics, which the AOC maintains related to the management of the AOC, its transaction of public business, or the performance of its administrative governmental functions. An AOC administrative public record includes copies of records made by, used by, or received by the AOC in connection with the transaction and performance of its administrative governmental functions.

• If you believe you need an Administrative Record from the Administrative Office of the Courts (AOC), please read carefully:

• The AOC is not able to answer general requests for information as part of a public records request, answer questions involving general research or compiling of information, or perform legal research. The AOC cannot create a record if a record does not currently exist as requested.

• Please DO NOT complete this form if you need court case files. If you need court case files, please see the section at the top of this page and follow the instructions for contacting the court in which the cases were filed.

To request the records described as administrative public records above, download the Request for Administrative Public Records Form. Complete an electronic version for E-mailing, or complete a hard copy version for mailing, sending to:

Charles Bates
Public Records Officer
Washington State Administrative Office of the Courts
P.O. Box 41170
Olympia, WA 98504-1170
PublicRecordsOfficer@courts.wa.gov

A response from the AOC Public Records Officer to the requester will be made, generally within three to five business days, to provide the records requested; to seek clarification of the records requested from the requester; to inform the requester that the request is denied, explaining the reason for the denial; to inform the requester of the anticipated date the record(s) will be provided; or to inform the requester that, based upon the expected cost, that payment of the invoice by the requester will be required prior to furnishing the requested records.

Costs for Administrative Public Records

The AOC must attempt to defray some of the costs of providing records to the public when specific individual requests are of significant expense.

Type of Activity	Charge for Activity
Photocopying	15 cents per page
Scanning	15 cents per page
Staff Charge	$20.00 per hour*
Materials (CD’s, USB units, etc.)	At cost
Mailing	At cost

*For time spent photocopying, scanning, packaging, mailing, and otherwise preparing the records/documents; time spent locating and accumulating the records/documents or communicating with the requester is not charged.

The AOC will invoice the charge to the requester for the costs of fulfilling a particular request if the costs are greater than $100.00. Payment must be made by personal check, bank/cashier’s check, or money order.

Disclosure

The AOC supports transparency in government and access to public records. The AOC generally considers all administrative records of the organization to be public and subject to disclosure unless a specifically identified exemption applies.

Exemptions

Certain administrative records maintained by the AOC may be exempt from disclosure in their entirety or exempt in part (i.e. providing the requested records, but with redactions) to protect a personal privacy, security, or vital governmental interest, or to comply with other legal requirements, policies, rules, or regulations.

Personal privacy interest: Exists if disclosure of information about the person would be highly offensive to a reasonable person and is not of legitimate concern to the public.

Security interest: Exists if disclosure of information would put a person or the organization in danger or at risk.

Vital governmental interest: Exists if disclosure of information would put the organization at risk, would significantly disrupt the conduct of government/the AOC, or would undermine the discharge of a constitutional or statutory responsibility of the AOC.

Questions

If you have any questions, please contact Charles Bates, AOC Public Records Officer, at 360-705-5305 or PublicRecordsOfficer@courts.wa.gov