1. The Officer and, when necessary, the Public Disclosure Coordinating Team (“the Coordinating Team”) shall gauge the size of each public records request, and thereafter categorize the request into categories, each of increasing scope and complexity.

2. The methods for making this assessment shall be set forth in the Rules.

1. Each department shall maintain a separate electronic Public Records Request Log (“the Log”) to catalogue all public records requests that department receives.

2. The Officer shall maintain a regularly updated Citywide records request log and shall have access to each department’s log.

1. Public records requests shall be maintained and tracked in Public Records Request Queues (“the queue”).

2. The queues shall identify the status of public records requests as “pending,” “active,” or “completed.”

3. Responding to public records is not always a sequential process. Public records requests will initially be entered in the respective queues in the chronological order in which they are received by the City. Thereafter, the Officer and the Coordinating Team will manage the active queues by responding to requests in accordance with the Rules.

1. The City will make reasonable efforts to provide requestors with accurate and reasonable estimates of how long it will take to provide records that are responsive to a public records request.

2. If the City learns that additional time is needed to respond to the request, the City will promptly communicate the need for additional time to the requestor, inform the requestor of the reason additional time is required, and provide a revised timeframe for records delivery. (Ord. M-4083 §2, 0201)