Tracking Records Requests and Reporting PRA Metrics (JLARC Reporting)
This page provides guidance on how to comply with tracking records requests and reporting PRA metrics requirements for local governments in Washington State, including sample policy language.
It is part of MRSC's Public Records Act series and Electronic Records Model Policy Tool Kit.
Tracking Records Requests
RCW 40.14.026 requires all agencies to track and log the following information with regard to public records requests:
- Identity of requestor (if provided)
- Date and text of request
- Description of records produced in response to request
- Description of records redacted or withheld and the reasons for redaction/withholding
- Date of final disposition of the request.
Tracking Software
Although not required by the PRA, an increasing number of Washington agencies are using portal software to assist with PRA responses, such as GovQA, NextRequest, and Airlift Response (cloudPWR).
These public records portals allow for administration and tracking of PRA requests and agency responses from a central online location. All requests are processed through this system and requesters are able to set up a personal account through which they can submit requests and track the agency’s response to their request.
For more information, download our publication PRA & Records Management Technology Guide.
JLARC Reporting
Agencies with $100,000 or more in annual staff and legal costs associated with fulfilling public records requests during the prior fiscal year must track additional information related to records requests as set forth in RCW 40.14.026(5) and report the information to the Joint Legislative Audit and Review Committee (JLARC) annually by July 1.
The JLARC reporting requirements are quite detailed. The suggested policy language below is designed to call attention to the reporting requirements to agency personnel, assign responsibility for complying with the requirements to the agency public records officer, and authorize the agency to obtain technology and resources that will assist agency staff in meeting the requirements.
Agencies with less than $100,000 in costs associated with fulfilling public records requests during the prior fiscal year must still report on the JLARC system that they did not meet the $100,000 threshold, but they are not required to submit their calculations. Also, an agency may choose to voluntarily report the additional information even if it does not meet the $100,000 threshold.
For detailed reporting information, including instructions, agency guidance, and worksheets for determining the $100,000 threshold, see the JLARC Public Records Reporting Portal. JLARC will not audit the information; each agency is responsible for the accuracy of the data it submits.
Sample Policy Language - Drafted by MRSC
The public records officer for the Agency shall maintain a log of all public records requests submitted to and processed by the Agency, and, at a minimum, shall record the information required in RCW 40.14.026(4) as it now exists or may hereafter be modified.
In addition, the public records officer shall be responsible for meeting the Agency JLARC reporting requirements set forth in RCW 40.14.026(5), including the following:
- Determining whether actual staff and legal costs associated with fulfilling public records requests for the prior fiscal year were $100,000 or greater for the purposes of RCW 40.14.026(5) and reporting that information to JLARC;
- Tracking and reporting to JLARC the metrics set forth in RCW 40.14.026(5) if Agency staff and legal costs for the prior fiscal year are $100,000 or more;
- Reporting to the Agency governing body, or its designee, on staffing, technology and any additional needs for the purpose of fulfilling JLARC reporting requirements;
- Recommending to the Agency governing body, or its designee, whether the Agency should voluntarily report the metrics set forth in RCW 40.14.026(5) if the Agency’s staff and legal costs associated with fulfilling public records requests for the prior fiscal year were less than $100,000.
