Washington Administrative Code
Title 458 - Revenue, Department of
Chapter 458-276 - Access to public records
Section 458-276-030 - Availability of public records- Centralized administration-Public records requests and processing-Contact information and hours-Index Costs
Current through Register Vol. 24-06, March 15, 2024
(1) Availability. All public records of the department of revenue (department) are deemed to be available for public inspection and copying pursuant to these rules in this chapter, except as otherwise provided by WAC 458-276-045 regarding exemptions and other limitations on disclosure of records.
(2) Centralized administration. All communications with the department regarding administration or enforcement of chapter 42.56 RCW and these rules in this chapter, and written requests for copies of the department's public records, decisions, and other matters, are handled by the information governance office.
(3) Written and dated requests. Requestors are encouraged to view the documents available on the web site prior to submitting a records request. The department recommends a written and dated request for public records to protect against unauthorized disclosure of confidential taxpayer information, unauthorized disclosure of licensing information, unauthorized disclosure of confidential property tax information, invasion of privacy, and to enhance the accuracy of the department's response to the request. A written request minimizes confusion or misunderstanding as to what is being requested and establishes a contact for clarifications and questions.
(4) Request for records. The written request is most effective if it contains the following information:
(5) Web site public records email request available. The department has developed an "email request form" to assist requestors in obtaining public records. This email request form is located on the department's web site atwww.dor.wa.gov (searching: "public records").
(6) Department's contact information. Any person requesting access to public records of the department or seeking assistance in making such a request should contact the information governance office. Written requests for identifiable public records may be submitted to the information governance office by mail, email message, through the department's web site, facsimile transmission, or delivered in person to the following addresses and physical location:
In-person delivery to physical address:
Department of Revenue
Information Governance Office
6400 Linderson Way S.W., Suite 288
Tumwater, WA 98501-6516
Mail delivery:
Department of Revenue
Information Governance Office
P. O. Box 47456
Olympia, WA 98504-7478
Email message: dorpublicrecords@dor.wa.gov
Department's web site: dor.wa.gov
Facsimile transmission (fax): 360-705-6655
(7) Response. Within five business days of the receipt of the initial public records request by the information governance office, the department will:
*Provide the record;
* Acknowledge that the department has received the request and provide a reasonable estimate of the time it will take to fully respond;
*Seek a clarification of the request; or
*Deny the request.
(8) Electronic format. When a person requests public records in an electronic format, the information governance office will provide the nonexempt records or portions of such records that are reasonably locatable in an electronic format that is used by the department and is generally commercially available, or in a format that is reasonably translatable from the format in which the department keeps the records.
(9) Public records index. The department maintains and makes available for public inspection and copying an appropriate index or indices in accordance with RCW 42.56.070. Such index or indices are located on the department's web site (searching: "public records index").
(10) Hours for inspection and copying. Public records maintained by the department will be available for inspection and copying at the information governance office during the office hours of 9:00 a.m. to noon and 1:30 p.m. to 4:00 p.m., Monday through Friday, excluding legal holidays.
(11) Fees.
Therefore, the department will charge for copies of records pursuant to the default fees in RCW 42.56.120(2)(b) and (c). The copy fees in (c) of this subsection apply to requests to the department under chapter 42.56 RCW and received on or after the effective date of this rule.
(12) Fee exception. The department may not impose the copying fee under subsection (11) of this rule for access to or downloading of records the department routinely posts on dor.wa.gov prior to receipt of a request unless the requestor has specifically requested that the department provide copies of the records through other means.
(13) Customized service charge. In addition to the fees imposed under subsection (11) of this rule, the department may also impose a customized service charge. The amount of the customized service charge may:
(14) Deposit. In addition to the fees and charges in subsections (11) and (13) of this rule, the department may also require a deposit not to exceed ten percent of the estimated cost of providing copies for a request. If the department makes a request available on a partial or installment basis, the agency may charge for each part of the request as it is provided. If an installment of a records request is not claimed or reviewed, the department is not obligated to fulfill the balance of the request.
(15) Waiver or alteration of fees. The department may waive any fee assessed for a public records request pursuant to department rules and regulations. The department may 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 rule, or in response to a voluminous or frequently occurring request.