City of Tacoma proposes new public records policy to enhance request processing

The Tacoma Government Performance Finance Committee convened on May 20, 2025, to discuss an updated public records policy aimed at enhancing transparency and efficiency in handling public records requests. The meeting featured Alex Yoon from the management services office at Tacoma Public Utilities (TPU), who co-manages the public records office alongside Kyung Kim from the city manager's office.

The primary focus of the meeting was to present a draft of the proposed public records policy, which outlines the city's protocols and expectations for public records requests. The policy aims to clarify deadlines for requesters, implement a fee structure for certain requests, and establish consistent protocols for processing records. This initiative comes in response to a significant increase in the number and complexity of records requests, with over 4,000 requests made in 2024 and 1,600 already submitted in 2025.

The proposed policy emphasizes the use of an online request system, GovQA, to streamline the management of requests and maintain clear communication with requesters. While the policy encourages electronic submissions, it also allows for in-person requests and phone communications to ensure accessibility for all citizens.

A notable aspect of the policy is the introduction of a fee structure for processing requests, which has been legislatively adopted by the city council. This fee is intended to cover the costs associated with the production of records, particularly for large and complex requests. The policy also allows for flexibility, enabling staff to waive fees for straightforward requests and to manage larger requests in installments.

The committee discussed the challenges of balancing urgent requests against larger, more complex ones, with staff having the discretion to prioritize based on urgency. The policy aims to provide transparency to the public while also addressing potential abuses of the system by individuals making excessive or frivolous requests.

Next steps include the adoption of the policy by the city manager and utility director, along with plans for public notification and education regarding the new procedures. The committee expressed optimism that the updated policy would improve the efficiency of the public records process and enhance the city's commitment to transparency.