Public Records Requests

 

The Point Roberts Public Hospital District (“District”) is committed to transparency and open government. This policy establishes procedures for responding to public records requests in compliance with the Washington State Public Records Act (PRA), Chapter 42.56 RCW.

 

How to Submit a Public Records Request: Requests may be submitted by email to: secretary@prphd.org

 

Requestors should be as specific and detailed as possible. The District may request clarifying information.

 

Response Timeline Within five (5) business days of receipt, the District will:

 

1. Provide the records;

2. Acknowledge the request and give a reasonable estimate of response time; or

3. Deny the request.

 

Electronic records will be provided in PDF format when possible.

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Redactions and Exemptions: If a record contains exempt material, the District will redact only the exempt portions and release the remainder. Denials will cite the specific exemption.

 

Inspection of Public Records: No fee is charged for inspecting public records. Inspection is available by appointment only. The District will typically provide records electronically for review. In-person inspection will be arranged at a mutually convenient time and location under District supervision.

 

Fees for Copies of Public Records: The District adopts the statutory default fees in RCW 42.56.120:

• 15 cents per page for photocopies or printed copies of electronic records

• 10 cents per page for scanning paper records into electronic format

• 5 cents for every four electronic files or attachments delivered electronically

• 10 cents per gigabyte for electronic transmission of records

 

Flat Fee Option: The District may charge a flat fee of up to $2.00 per request when estimated allowable costs are $2.00 or more. Only one $2 flat fee will be charged per request.

The District may also charge actual costs for postage, shipping containers, or digital media.

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Payment: Payment is required prior to release of copies. Checks or money orders must be made payable to “Point Roberts Public Hospital District” and mailed to: 1582 Gulf Road, #164 Point Roberts, WA 98281

 

Deposits and Waivers: A deposit of up to 10% may be required for large requests. Fees may be waived at the District’s discretion.

 

Additional Provisions:

• The District is not required to create new records or answer questions.

• Patient medical records are handled under RCW 70.02.

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