JLARC Public Records Reporting Deadline 7/1
Since 2017, RCW 40.14.026 has required public agencies to report data about performance metrics related to public records requests, including cost, staff time, and response time. Any public agency with at least $100,000 in staff and legal costs associated with fulfilling the public records requests in the previous calendar year is required to report data via the Public Records Reporting System. Agencies with public records management costs under $100,000 annually may also report data but are not required to do so.
Every year, the data is compiled into an interactive briefing report, presented to the JLARC, and distributed to the state legislature. The 2021 report is available on JLARC’s website.
2021 JLARC Report Findings
In 2021, 215 public agencies reported data to JLARC. Public agencies reporting having:
- Received 357,075 requests,
- Closed 185,196 requests within five days,
- Averaged 20 days from request receipt to closure, and
- Spent $100 million responding to requests.
In addition to the 215 agencies that reported data, 520 agencies notified JLARC in 2021 that they did not meet the $100,000 expenditure threshold. JLARC estimates that 2,452 Washington agencies — including cities, towns, counties, special purpose districts, higher education institutions, the Washington State Legislature, and state agencies, boards, or commissions — were subject to the Public Records Act in 2021, meaning 30% of agencies either reported data or reported not meeting the threshold to submit data.
The 2021 report offers information about the number and types of requests, groups that are making records requests, the costs of records management programs, performance metrics, and more.
JLARC encourages all agencies to log into the Public Records Reporting System and do one of the following:
- Report public records request data (required for agencies spending more than $100,000 on public records management in 2022).
- Report public records request data (optional for agencies spending less than $100,000).
- Indicate that reporting is not required (for agencies spending less than $100,000).
The deadline to submit agency data is July 1, 2023. If you make any changes to your data, please remember to save and resubmit the report. JLARC staff do not receive updates unless the report is resubmitted.
Frequently Asked Questions
I’m new to this role, can I use my predecessors account to report?
Yes, if you have access to their email account. The reporting system uses email addresses to verify accounts and reset passwords.
You can also create a new account with your email address. Please follow the reporting instructions.
How do I reset my password?
You can reset your using the forgot password link on the login page.
I can’t access the system this year even though I could access it last year. What happened?
Has your email address changed from last year? The reporting system uses email domains to grant access to each agency. Please let us know if your email domain has changed and we can grant access to the new email domain.
Where can I see all the data I need to report?
Please refer to our agency guidance document for an in-depth description of all the data elements and the definitions. The reporting instructions provide an overview of the reporting system, including screenshots of each screen in the reporting system.
I don’t see my agency’s data in the JLARC report. I have my confirmation right here. What happened?
The Public Records Reporting System allows you to make changes to your data until it closes on the July 1st reporting deadline. Once you start editing your data (and even if you don’t make a change) the reporting system automatically removes your agency’s data from our database until you resubmit the report. To ensure your agency’s data is submitted, please save your data and resubmit it.
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