Highline Public School District – Request for a complete electronic copy of any emails sent to or received by the email address/email box “publicrecordsrequest@highlineschools.org” for the time period 1-1-2023 to 01-08-2025.
| Tracking # |
P000722-013025 |
| Submitted | Jan. 8, 2025 |
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Communications
From: PRA Audit
01-08-2025
Highline Public School District – Request for a complete electronic copy of any emails sent to or received by the email address/email box “publicrecordsrequest@highlineschools.org” for the time period 1-1-2023 to 01-08-2025.
Via email to: publicrecordsrequest@highlineschools.org
To Whom It May Concern:
Pursuant to the Washington Public Records Act [RCW 42.56] I hereby request the following records:
1. I Request for a complete electronic copy of any emails sent to or received by the email address/email box “publicrecordsrequest@highlineschools.org” for the time period 1-1-2023 to 01-08-2025. Please include any “read” receipts, “forward” or “cc” of these emails and any/all other records regarding or referencing the email address “publicrecordsrequest@highlineschools.org."
RECORDS INSTALLMENTS - ORDER OF PRODUCTION
If production of responsive records will be completed in multiple installments, please begin by producing records in REVERSE CHRONOLOGICAL FORMAT BY DATE. The most recent public records should be produced first and the oldest records produced last by date.
DEFINITION OF RECORDS AND WRITINGS
RECORDS AND WRITINGS as defined by RCW 42.56.010(4): any handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated.
PRODUCTION PROCESSING AND DELIVERY OF ELECTRONIC RECORDS
Please provide all records in their native electronic format. Please do not instead create new records by printing electronic files then scanning and printing the newly scanned prints.
Washington State Law is clear that the use of 3rd party “portals” (Such as GOVQA) for a public records request is optional for the requestor. Respectfully I decline. Please provide all records electronically via direct email attachment to this email address.
Please do not register this requestor for, nor direct this requestor to the use of any 3rd party commercial portal including but not limited to FOIAOnline, GovQA, NextRequest, FOIAExpress, JustFOIA FOIADirect, WebForm, or any other online service other than a direct NO PASSWORD REQUIRED, NO REGISTRATION REQUIRED, internet cloud-based download link, or electronic email.
Do not send any portion of this public records request to any 3rd party for-profit corporation such as GOVQA, a Grannicus Corporation or NEXT-REQUEST.
Do not register this request with any for profit portal or 3rd party organization such as GOVQA, a Grannicus Corporation, or NEXT-REQUEST.
PUBLIC RECORDS REQUESTS SUBMITTED VIA EMAIL
*** FORWARD THIS PUBLIC RECORDS REQUEST TO PUBLIC RECORDS OFFICER ***
RCW 42.56.080 - Identifiable records—Facilities for copying—Availability of public records.
"...Agencies shall honor requests received in person during an agency's normal office hours, or by mail or email, for identifiable public records unless exempted by provisions of this chapter. No official format is required for making a records request; however, agencies may recommend that requestors submit requests using an agency provided form or web page."
This public records request is being made via email. This public records request will be honored and fulfilled by your agency via email as requested or relief will be sought per statute.
NATIVE ELECTRONIC FORMAT
Please provide all identified public records in their NATIVE electronic format, either .pst file or .pdf PORTFOLIO file. Please provide all electronic records in the fewest number of individual files as per native format or use free .zip compression in each installment.
FEES
In the event that there are fees, please inform us of the total charges in advance of fulfilling the request in strict compliance with all provisions of the Washington State Public Records Act.
EXEMPTION LOGS
Please ensure all redactions or exemptions claimed by your agency in the production of responsive records are accompanied by a complete and detailed exemption log noting the valid legal reason for each exemption at each redaction location in the record produced, as well as the specific number of pages if any that your agency redacts or withholds in their entirety. Each redaction should be noted by footnote or by a clear reference to the specific justification for that redaction, and only the minimal exempt portion of any record may be withheld.
COMMERCIAL PURPOSE DECLARATION
The Washington State Public Records Act prohibits the disclosure of “lists of individuals” for a commercial purpose (RCW 42.56.070(8)). I declare this public records request is not being made for any commercial purpose whatsoever. Also, this public records request is not being made for a "list of individuals." This declaration satisfies all requirements of RCW 42.56 regarding prohibitions on lists and commercial purposes. No additional commercial purpose declaration will be completed for this public records request.
PRESERVATION OF PUBLIC RECORDS *** ANTICIPATE LITIGATION ***
WAC 44-14-03005 RETENTION OF PUBLIC RECORDS
The lawful destruction of public records is governed by retention schedules. The unlawful destruction of public records can be a crime. RCW 40.16.010 and 40.16.020. An agency is prohibited from destroying a public record, even if it is about to be lawfully destroyed under a retention schedule, if a public records request has been made for that record. RCW 42.56.100. Additional retention requirements might apply if the records may be relevant to actual or anticipated litigation. The agency is required to retain the record until the record request has been resolved.
Note: An agency can be found to violate the Public Records Act and be subject to the attorneys' fees and penalty provision if it prematurely destroys a requested record after a request is made. See Yacobellis v. City of Bellingham, 55 Wn. App. 706, 780 P.2d 272 (1989). However, it is not a violation of the Public Records Act if a record is destroyed prior to an agency's receipt of a public records request for that record. Bldg. Indus. Ass'n of Wash. v. McCarthy, 152 Wn. App. 720, 218 P.3d 196 (2009); West v. Dep't of
Nat. Res., 163 Wn. App. 238, 258 P.3d 78 (2011). The Public Records Act (chapter 42.56 RCW) and the records retention statutes (chapter 40.14 RCW) are two different laws.
COMMUNICATION VIA EMAIL
Please send all requests for clarification, status updates, and production of responsive electronic documents via direct email reply.
The requested documents will be made available to the general public.
Thank you in advance for your anticipated cooperation in this matter. We look forward to receiving your response to this request within 5 business days, as the statute requires.
Good Luck.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Washington Public Records Act request, copied below, and originally submitted on Jan. 8, 2025. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Washington Public Records Act request, copied below, and originally submitted on Jan. 8, 2025. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Highline Public Schools District
Dear requests@muckrock.com,
Thank you for registering with the Highline Public Schools Public Records Center. (https://highlineschool.mycusthelp.com/WEBAPP/_rs/SupportHome.aspx)
Please log in to the Records Center to update any contact or password information and to track the progress of your request.
Your Login ID is: requests@muckrock.com
If you have never used this system, your account has been created by a Highline Public Schools staff member. You may request a temporary password to track the status of your request, manage account information, and retrieve responsive records here: Request Temporary Password (https://highlineschool.mycusthelp.com/WEBAPP/_rs/ForgotPassword.aspx)
Thank you,
Highline Public Schools, WA. This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY
From: Highline Public Schools District
Dear requests@muckrock.com:
Thank you for your interest in public records of Highline Public Schools. Your request has been received and is being processed in accordance with the State of Washington Public Records Act, Chapter 42.56 RCW. Your request was received in this office on 1/30/2025 and given the reference number P000722-013025 for tracking purposes. NOTE: The day the request is received does not count as one of the five (5) days. Weekends and holidays observed by the agency are also excluded in the calculation. If your request has been submitted on the weekend, or on a holiday, the date received is the next business day. Records Requested: All Previously Submitted Requests from 2023 to 2025
Not all public documents are available in electronic format. If the document(s) requested are not available electronically, we will make them available for inspection or by paper copy in accordance with the Public Records Act, Chapter 42.56 RCW.
Your request will be forwarded to the relevant department(s) to locate the information you seek and to determine the volume and any costs associated with satisfying your request. You will be contacted about the availability and/or provided with copies of the records in question. PLEASE NOTE: The State of Washington Public Records Act, Chapter 42.56 RCW, does not require a governmental body to create new information, to do legal research, or to answer questions.
You can monitor the progress of your request at the link below and you'll receive an email when your request has been completed. Again, thank you for using the Records Center. Highline Public Schools
To monitor the progress or update this request please log into the Records Center (https://highlineschool.mycusthelp.com/WEBAPP/_rs/CustomerIssues.aspx)
From: Highline Public Schools District
--- Please respond above this line ---
RE: PUBLIC RECORDS REQUEST of January 30, 2025, Reference # P000722-013025 Five-Day Letter and Request for Clarification Dear requests@muckrock.com,
Highline Public Schools created a new public records request from you on January 30, 2025. The Public Records Officer received your request on that same day. Although you mentioned that you were following up on a request dated January 8, 2025, the Public Records Officer never received a request from you dated January 8, 2025.We are responding to a request that you sent to anemail box in our District that is not used to receive or respond to publicrecords requests. The email box is not monitored for new requests or requesterresponses. When you emailed your request, you should have received an automaticreply directing you to this portal or US Mail. We noticed that you did notcreate a new request, therefore, we created one for you. Please discontinuesending requests and responses to any email boxes in the District. We have setup several ways to receive and respond to public records requests. For moreinformation, login into our website at: http://https//www.highlineschools.org/departments/records/public-records. All requests are processed though this portal. You indicated that you do not wish to correspondwith us through this portal due to the need to create a login and password. Wewould like to inform you that we have 2 ways of communicating with requesters,though this portal and through U.S, Mail at: Highline Public Schools 15675Ambaum Blvd. SW, Burien, WA 98166, Attn: Public Records Officer. We willprepare all correspondence through the portal. All correspondencethat we prepare will be automatically emailed to you. If you do not wish to login to this portal to respond to us, please send all correspondence through USMail and provide your mailing address to us immediately. If we do not receive your mailing address by , we will assume that you will correspond with us and receive your responsive through this portal. This request will be expensive and time consuming tofulfill due to the large volume of records that you requested. All responsiverecords will be provided to you in installments, and you will be billed foreach installment as they are produced. You may be required to pay 10% of thetotal charge for the responsive records prior to the District releasing yourfirst installment. The District will provide an estimated cost to you only ifwill not delay processing this request. The District will only be able toprovide the records to you to the extent that the records are in the District'spossession. Previously submitted requests may contain a list of individuals. Priorto receiving the records, we will require you to complete a Commercial PurposeDeclaration for all lists of individuals. Responsive documents will be producedin Adobe PDF Format and will be available to you through this portal. If you donot wish to receive the records through this portal, you may pay for therecords to be loaded onto a cd and mailing costs. Please clarify your request We have a question about your request that we would like you to clarify; You asked for: " 1. I Request for a complete electronic copy of any emails sent to or received by the email address/email box “publicrecordsrequest@highlineschools.org” for the time period 1-1-2023 to 01-08-2025. Please include any “read” receipts, “forward” or “cc” of these emails and any/all other records regarding or referencing the email address “publicrecordsrequest@highlineschools.org." We are unsure of what you mean by "and any/all other records regarding or referencing the email address “publicrecordsrequest@highlineschools.org." We are unsure of the records that you are requesting. Will you please clarify your request? Please clarify your request by February 7, 2025. Highline Public Schools District Washington Public Records Act Office
15675 Ambaum Blvd. SW
Burien, WA 98166
January 30, 2025
This is a follow up to a previous request:
To Whom It May Concern:
I wanted to follow up on the following Washington Public Records Act request, copied below, and originally submitted on Jan. 8, 2025. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
••••••••
Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com
PLEASE NOTE OUR NEW ADDRESS
For mailed responses, please address (see note):
MuckRock News
DEPT MR 179393
263 Huntington Ave
Boston, MA 02115
PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.
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From: Highline Public Schools District
--- Please respond above this line ---
RE: PUBLIC RECORDS REQUEST of January 30, 2025., Reference # P000722-013025. Letter Requesting Consent to Fess and Invoice
Dear requests@muckrock.com,
We are writing to provide you with a preliminary estimated cost. This request will be fulfilled in installments. So far, we located over 2,950 records. The costs to upload the record into this portal is $36.80. If your wish to receive the records on a cd through US Mail, there is an additional fee of $3.00 for each cd. We estimate that we will need to produce the records in at least 8 installments which will cost an additional $24.00 for the cd's and mailing. The total preliminary estimated cost is S60.80. The cost is expected to rise as we process the request, and we many require additional installments, cd's and mailing costs. Here is our website for more information about our fees: https://www.highlineschools.org/departments/records/public-records.
Please consent to the charges and pay a down payment of 10%. Please pay $ 3.68 if you would like to receive your responsive records through the portal or $6.08 if you wish to pay for the records to be loaded onto a cd and mailing costs. This letter is your invoice. Please pay the down payment immediately.
Make your check payable to: Highline Public Schools. In the subject line add Public Records Request and the Reference Number. Mail to 15675 Ambaum Blvd. SW, Burien, WA 98166. If paying by bank card, please contact our Finance Technician at 206-631-3206. Prior arrangements should be made for all cash transactions. If you have questions, contact the Public Records Officer at 206-631-3170.
Please correspond with us through this portal or US Mail. Do not send correspondence to email boxes not set up to receive and respond to requests. We are not responsible for delayed, lost, or unanswered responses sent to email boxes throughout the District. Review our website for more information about how we respond to public records requests at: https://www.highlineschools.org/departments/records/public-records.
Let us know you have any questions.
Sincerely,
Michelle Terry
Certified Public Records Officer
Policy & Strategy
Let us know you have any questions.
From: Highline Public Schools District
--- Please respond above this line ---
RE: PUBLIC RECORDS REQUEST of January 30, 2025, Reference # P000722-013025, Closing Letter, Request Abandoned
Dear requests@muckrock.com,
The District sent an email to you on February 5, 2025, asking you to consent to the estimated fees associated with your request and pay a 10% deposit. To date we have not received a response from you. Because you have not consented to the fees and paid the deposit, we have discontinued performing all research to fulfill this request. The District is considering your request abandoned. Your Public Records Request P000722-013025 is closed.
RCW 42.46.550(6), "Actions under this section must be filled within one year of the agency's claim of exemption or the last production of a record on a partial or installment basis". The statute of limitations under this section begins on the date of this letter.
Let us know if you have any questions within 14 days of the date of this letter.
Sincerely,
Michelle Terry
Certified Public Records Officer
Policy & Strategy