Public Records Requests

ATTENTION: For records related to the Resident Portal Challenge, please visit the Resident Portal Challenge Procurement site. If you cannot find the desired record(s) please submit a public records request using the instructions below.

Make a public records request

WaTech provides records as required by state law (RCW 42.56). Many public documents are available on our website and may be located by using the search function.

Submitting a Public Records Request 

You may submit a request electronically by emailing PublicRecords@watech.wa.gov. You may also submit a request via hard copy by filling out the Public Records Request form and submitting it by: 

1. Email: Publicrecords@watech.wa.gov
2. Mail: 
   • Attn: Public Records/Records Mgmt. Unit
   • WaTech
   • PO Box 41454
   • Olympia, WA 98501
3. In person: 1500 Jefferson Street SE, Olympia, WA 98501

Please be sure to include contact information, such as name, address and phone number.

Data exempt from public disclosure

The Public Records Act states that certain types of records and information are exempt from public disclosure. Where exempt information can be deleted from a record (redacted), the record will be provided without the exempt information. Whenever WaTech withholds all or part of a record, we will identify the applicable exemption and provide it to the requestor.

Fees

Under RCW 42.56.120:

• WaTech will charge for printed copies of records pursuant to the default fees in (2)(b) and (c).
• WaTech will charge for customized services pursuant to 42.56.120 (3).
• WaTech may enter into an alternative fee agreement with a requestor under RCW 42.56.120 (4).

Under RCW 42.56.130, WaTech may charge other copy fees authorized by statutes outside of chapter 42.56 RCW.

WaTech fee schedule

Currently, such fees shall be:

• Fifteen cents per page for photocopies of public records, printed copies of electronic public records when requested by the person requesting the records;
• Ten cents per page for public records scanned into an electronic format;
• Five cents per each four 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; and
• The actual cost of any digital storage media or device provided by the agency, the actual cost of any container or envelope used to mail the copies to the requestor, and the actual postage or delivery charge.

Note:

• Charges may be combined to the extent that more than one type of charge applies to copies produced in response to a particular request.
• The requestor is required to pay the fees in advance of receiving the records unless a fee waiver is granted.
• WaTech shall not charge for information that would be routinely posted on its publicly available website.
• WaTech will make a good faith effort to use the most reasonable cost-efficient method available to the agency as part of its normal operations.
• A requestor may ask WaTech to provide a summary of the applicable charges before any copies are made.
• The requestor may withdraw or revise the request to reduce the number of copies and the associated fees.

Customized Service Charges

WaTech may include a customized service charge for certain public records requests that require the use of information technology expertise to prepare data compilations or provide customized electronic access services when such services are not used by the agency. The customized service charge may reimburse up to the actual cost of providing these services.

Requestor Fees and Deposits

WaTech shall require an advance deposit of 10% of the estimated fees when the copying fees for an installment or an entire request, or customized service charge, exceeds $25. All required fees must be paid in advance of the release of the copies or an installment of copies, or in advance of when a deposit is required. WaTech will notify the requestor of when payment is due.

What to expect

Record requests are prioritized by the date they are received. As required by law, WaTech will respond within five (5) business days upon receipt of the request in one of the following ways:

• Acknowledge the request and provide a reasonable estimate of time needed to respond.
• Ask for clarification if the request is unclear.
• Deny the request.

Invoices, records or updates to the request are provided every 30-45 days until the request is fulfilled. 

Suggestions when drafting a request

When drafting your request, be specific and detailed. How you write your request makes the difference with the cost and time it takes to fulfill. 

When requesting “any and all” or “including but not limited to” it is interpreted as ALL records that contain the search terms determined to be the most optimal for the request. This can result in a voluminous number of records, of which only some are responsive to the request.

Example:

Any and all records pertaining to the shared tenant and the registration process = 21,857 records to be reviewed for responsiveness. 

Records regarding the shared tenant and how an agency joins the tenant for the period of 1/01/2019 – 12/31/2021 = 1,129 records. Please do not provide email or chat communications.

On average, WaTech Records Specialists review 500-1,000 records for each request per month. Each record must be reviewed in their entirety to determine if it is responsive to the request and if PRA exemptions are applicable. It is recommended to write a request with a narrowed scope to assist us in searching for the most responsive records, minimizing a large number of records that are not relevant to the request. Upon narrowing the scope, receiving and reviewing records, if there are records that prompt for further records, you can request to broaden the search or submit a second request.

Disclaimer: This is a suggestion only and not required when submitting a public records request.