Public Disclosure

What is Public Disclosure?

RCW 42.56 requires specific and identifiable public records be made available to the public for inspection and copying upon receipt of a public disclosure request. Only records exempt by law may be withheld from disclosure.

What is a Public Disclosure Request?

A valid public disclosure request is for a specific and identifiable public document. The document is identified so a staff person of the agency is able to locate responsive documents. Identification includes any combination of the following information; name of document, subject matter, date, location, persons involved, specific incident, etc. Reminder - A general question is not a public disclosure request.

How Do I Make a Public Disclosure Request?
What is a Statutory Exemption?

Exemptions are generally intended to prevent invasion of privacy and the use of public records for personal, commercial, or political gain. Further, exemptions are intended to restrict disclosure of some details within specific areas of the law, such as criminal non-conviction data and the protection of health care information. Some of the information that may be exempt includes:

  • Information regarding agency personnel and volunteers, such as home phone numbers, home addresses, and employment applications
  • Social security numbers
  • Examination test scores
  • Victim/Witness identification
  • Non conviction data
  • Health diagnosis
  • Certain investigative records
Does Public Disclosure Apply to Me?

Any person may make a valid public disclosure request for agency records.

What Types of Records Can I Get?

Many types of records are available from the department. The following chart describes some of the commonly requested documents. The chart provides links for more information on how to obtain those records. If you are interested in a record that does not appear in this chart, you may contact the public disclosure unit prior to submitting your request to verify that the department has the records you want.

TYPE OF RECORD TYPE OF INFORMATION HOW TO OBTAIN RECORDS
Administrative Records:
Directory of Staff and Offices Department organization chart, telephone rosters and contacts. See About Us
Forms Forms for recording various types of information used internally of the Department. See the Budget Resource Management Contracts Information
Policies Published guidelines for compliance with the overall goals of the Department. See DOC Policies
Publications Brochures, catalogs, guidebooks, handbooks, manuals, annual and biennial reports, special reports, newsletters, periodicals, pamphlets, and other printed material intended for general dissemination to the public or the Legislature. See DOC Budget Publications
Strategic Plan Published by the department before each biennium, creating the framework for agency activities and budget decisions. See DOC Strategic Plan (PDF)
Offender Records:
Central File Legal, movement, classification, progress, intake and release information maintained on offenders under the jurisdiction and committed to the custody of a department facility. Public Disclosure Request
Field File Supervision information for offenders under department supervision. Public Disclosure Request
Medical File Offender healthcare information, including physical, dental and mental health care records. CONFIDENTIAL -- unless offender approves release.
OBTS File Offender Based Tracking System - Electronic file of current and historical information on offenders under the jurisdiction of the department. Public Disclosure Request
Chemical Dependency File Chemical dependency diagnosis, treatment and discharge information. CONFIDENTIAL -- unless offender approves release.
OMNI File Project plans and documents relating to developing and testing the Offender Management Network Information project. Public Disclosure Request
Classification File Offender risk evaluation and management information. Public Disclosure Request
End of Sentence Review File Information relating to release of kidnap/sex offenders. Much of the information is CONFIDENTIAL -- See link below for Public Disclosure Unit.
Personnel Records:
Employee Handbook General employment information. Public Disclosure Request
Personnel FIles Employment-related information for department employees. Public Disclosure Request
Payroll Files Salary and benefits related information for department employees. Public Disclosure Request

What is the Copy Fee?

The public disclosure copy fee is 20 cents per page, plus postage, as established in RCW 42.56.120 and WAC 137-08-110(2). Payment must be received before records will be mailed to the requestor.

What Should Happen If I No Longer Need Requested Documents?

If you have made a public disclosure request and no longer need the documents, please notify the Department Public Disclosure Unit or the Public Disclosure Coordinator working on your request. When the agency is not notified, taxpayer money and staff time may be spent to complete a public disclosure request that the requestor no longer wants or needs.

What Happens if I Disagree with a Public Disclosure Decision?

Public Disclosure decisions may be appealed in writing to the Deparment's Public Disclosure Appeals Office. To appeal a decision, provide a detailed description of your reasons for appeal, which must reference the public disclosure log number you wish to appeal, to the Public Disclosure Appeals Office at PO Box 41103, Olympia, WA 98504-1103 or send your appeal electronically to blparry@DOC1.wa.gov. If you have general appeal questions you may call (360) 725-8586.

Questions?

If you have any questions regarding the public disclosure process, please contact the Department Public Disclosure Unit at:

Email: publicdisclosureunit@doc1.wa.gov
Phone: (360) 725-8852
Fax: (360) 664-4056
Address: Post Office Box 41118
Olympia, Washington 98504-1118

 

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