Tacoma committee reviews proposed public records policy after public comment on online request system

A public commenter urged Tacoma officials to provide in-person help for people who cannot use the city's online public records portal during the Government Performance and Finance Committee meeting on May 20, 2025. The committee then received an informational briefing on a draft public records policy that would formalize use of the city's govQA request system, implement a fee schedule for large or complex requests and clarify staff authority to require deposits or close unpaid requests.

Sally Perkins, speaking during the public comment period, said she had trouble setting up an account after submitting a records request in October 2024 and that delays prevented her from using the information in the city's budget process. "People less tech capable than I am will be prevented from participating in the records request process, which would be inequitable and uninclusive," Perkins said. "The city needs a kiosk in city hall where a less savvy tech person can come in and get help with the records request." She asked that time-sensitive requests be prioritized so requesters can participate in city processes.

Martha Lance, deputy city attorney, and Alex Yoon of the Management Services Office briefed the committee. Lance said the Public Records Act and state law broadly require disclosure of city and Tacoma Public Utilities records and that the city received more than 4,000 requests in 2024 and had received about 1,600 so far in 2025. The draft policy directs requesters to the govQA system for efficiency and legal defensibility while preserving the ability to inspect records in person and to supplement system communications with phone calls.

Key elements of the proposed policy presented to the committee include: directing staff to manage requests through the govQA system; applying the council-adopted fee schedule for certain electronic productions (with police body-worn camera records handled under the separate existing program); authority to require deposits or produce records in installments for very large requests; discretion for staff to waive fees for small or routine requests; and the ability to close requests if required payments or installments are not made.

Committee members asked how the policy would handle prioritization when a requester needs time-sensitive records but staff are already working on a very large, complex request. Lance and Yoon said analysts have discretion to assess urgency and to work with requesters to narrow or chunk requests; they noted that initial assessment itself can require staff time. Council Member Walker and Deputy Mayor Daniels emphasized public rollout and website guidance, and both asked about in-person access and kiosks for people without internet access. Lance said staff already schedule inspections, can bring records on a laptop for appointments and will consider kiosk options while preserving the online system as the default for efficiency.

Lance said the policy will be adopted administratively by the city manager and the utility director and posted on the city's website; fees and other protocols would go into effect on the policy's adoption date. Staff said they will provide follow-up information on workload metrics and costs associated with public records processing when requested by committee members.

The briefing was informational only; the committee did not take action on the policy at the meeting.