Longview School District


Longview, WA, USA

Policy 4040


Public Access to District Records

Consistent with the Washington Public Records Act (PRA), Chapter 42.56 RCW, the Board is committed to providing the public full access to records concerning the administration and operations of the District. Such access promotes important public policy, maintains public confidence in the fairness of governmental processes, and protects the community’s interest in the control and operation of its common school district. At the same time, the Board desires to preserve the efficient administration of government and acknowledges the privacy rights of individuals whose records may be maintained by the District. This policy and the accompanying procedure are intended to facilitate access to District records without compromising operational efficiency or privacy rights.   

As used in this policy and the accompanying procedure, “public record” means any writing containing information relating to the conduct of the District or the performance of any District function prepared, owned, used, or retained by the District regardless of physical form or characteristics. A “writing” as used in this policy and procedure is likewise a broad term that includes any means of recording any form of communication or representation (e.g., handwritten, typewritten, printed, photostated, or photographed), including, but not limited to: letters, words, pictures, sounds, symbols, or combinations thereof; papers; maps; magnetic or paper tapes; photographic films and prints; motion picture, film, and video recordings; magnetic or punched cards; discs; drums; diskettes; sound recordings; and other documents including existing data compilations from which information may be obtained or translated.

Because of the tremendous volume and diversity of records continuously generated by the District, the Board has declared by formal resolution that maintaining a current index of all of the District’s records would be impracticable, unduly burdensome, and ultimately interfere with the operational work of the District.

The District has determined that calculating the actual per-page or other costs charged for providing photocopies of public records would be unduly burdensome. The Superintendent may establish charges for providing copies of requested records.

The Superintendent will develop—and the Board will periodically review—procedures consistent with state law that will facilitate this policy. The Superintendent will also appoint a Public Records Officer (PRO) who will serve as a point of contact for members of the public who request the disclosure of public records. The PRO will be trained in the laws and regulations governing the retention and disclosure of records and will oversee the District’s compliance with this policy and state law.

All elected officials of the District will complete a training course regarding the provisions of the PRA and Chapter 40.14 RCW regarding records retention as required by law.


Cross References:

4000 Public Information Program
3231 Student Records


Legal References:

Chapter 42.56 RCW Public Records Act
Chapter 44-14 WAC Public Records Act—Model Rules
Chapter 40.14 RCW Preservation and Destruction of Public Records


Management Resources:

2015 April Policy Issue
2012 April Issue
2010 February Issue
Policy News June 2006
Policy News October 2005
Washington State Office of the Attorney General Open Government Training


Initially Adopted: August 29, 1988

Adoption Date:    October 12, 2009
Revised Dates:    October 26, 2015