Responsible Recipient	Review Process	Reply DRAFT	FINAL review	Notes	
1.		Various	Port Attorney	Port Attorney or direction from attorney on creating DRAFT	Executive Director (ED)	Alert commissioners and staff if media attention anticipated; no formal policy	
2.		One staff member with expertise in handling PRA requests assigned task for port authority	With legal department if needed	Staff	Staff		
3.		PIO for Port ; required by state law (think of it as Public Records Officer – not a communications PIO)	Manages process –all PRA requests received by others in Port are forwarded to this person if PIO does not receive them directly	One staffer in every department is designated to assist with PRA requests; legal department also sent copy of each request; documents collected reviewed for possible exemptions/redactions 	Communications staffer reviews DRAFT so that they are on notice for any potential media interest;
PIO prepares final DRAFT with legal review for anything complex if needed	Feels process is effective; PRA policies and procedures posted on line; the PIO is a paralegal working in Executive Office	
4.		Records Center staff	Records Center	Records Center	Records Center		
5.		Director of Public Relations (media requests)
Legal services manager (all other PRA requests)	Schedules appt. with requestor to review the record and narrow the scope of the request 	Director of Public Relations or Legal Services	Legal	Fees waived for routine requests from city, county, or federal agencies; additional service charges possible if extensive use of staff time required to retrieve and review documents (extensive=longer than 30 minutes)	
6.		Corporate Communications	Corporate Communications	Corporate Communications	Corporate Communications		

7.		Port Attorney or  Records Department (Archives)	Port Attorney or  Records Department (Archives)	Directed to website if materials posted there; If request seems voluminous or confused, attorney will call requestor to clarify request	Copies made of documents and provided if the request is a small number of pages, but no letter is composed	Not required to compile a record; if existing materials in books, binders or boxes, they can come and look through the materials at the port offices; 72 hour response mandated by state law; however law permits taking more time if needed, but must notify requestor within 72 hours of that fact	
8.		Management Analyst in Government Affairs	Manages process (logs in item and ensures response); sends a letter immediately to advise that the request has been received; head of government affairs reviews all requests 	If cannot respond within 10 days a follow-up letter is sent indicating it will take more time 	Legal	About half to ¾ quarters of Management Analyst position	
9.		Deputy Executive Director (designated Custodian of Public Records)	ED and Port Attorney forwarded copies of request;
Deputy ED identifies and collects information	Deputy ED prepares response	General Counsel (legal) reviews	Occasionally share request with board depending on the matter and the information requested	
10.		Public Records Clerk in audit department	Manages most requests	Prepares response	Head of media relations reviews all responses before released	Public records clerk advises media chief if there is any unusual non-media request	
11.		Custodian of the Records (appointment required by law)	General Counsel (legal) appointed as Custodian	Prepares response in coordination with the various Port departments and the ED	General Counsel	Public records request can be signal for potential litigation	

12.		Public Records Specialist
(Formal requests are encouraged through specific public records request email box posted on website)	Public Records Specialist (if request is unclear, request clarification in writing from requestor; if no response to clarification request in 30 days, consider request “abandoned”)	All communications and corresponding files associated with a  request are shared in a designated electronic folder (If too large for the system, then they are kept on a DVD or CD; coordinate response with appropriate departments; estimate time it will take to produce documents; request for employee records requires consultation with HR 	Public Records Specialist confers with Public Records Attorney if request comes from law firm or has potential for future litigation; legal reviews documents for exemptions/redactions of confidential information; make records available for inspection or copying; (a port supervisor needs to be in attendance for on site inspection of documents); records may be provided in installments if the request is large	Acknowledges  request and gives estimate of time it will take to respond; notifies third parties or agencies if affected by request; routine weekly meetings with Public Disclosure Attorney and External Affairs to review all active requests and coordinate responses; if bid documents are requested, the submitters will be notified that their information has been requested since it may include proprietary information; they will be given the right to seek legal protection of the documents requested; the how to of making a request is readily available online	
13.		Public Records Manager	Coordinates with various appropriate departmental contacts
	Public Records Manager prepares DRAFT response and copies Communications Director	Public Records Manager meets with Communications Director if item is anticipated to generate media inquiries	Form on website that goes directly to Public Records Manager; close coordination between Public records Manager and Communications Director	

14.		Board Secretary	Secretary of the Board’s office logs in request	Legal prepares and coordinates response from appropriate staff	Legal; External Affairs if it’s a media generated request;  ED reviews if request related to high-level matter	Materials required to be kept (i.e. resolutions) are available for inspection at any time during the work day or are provided almost immediately without the legal department review; port contacts the requestor or provides materials within 10 days	
15.	
	Secretary of Port Authority (or Secretary’s designee)	Secretary of the Port Authority	Secretary of the Port Authority	Secretary of the Port Authority and/or ED	Formal resolution; requests must not be overly broad; respond in 5 days; Requests seeking "any and all records" regarding
a facility, project, contract, or other activity are overly broad.	
16.		Office of the District Clerk	Office of the District Clerk	Office of the District Clerk; Marketing and Communications receives regular updates and engages when appropriate	Office of the District Clerk		
17.		Public Information Officer	Public Information Officer clarifies request if needed	If request is  to be denied, the Port must seek an attorney general decision within 10 business days and state the exceptions to disclosure that may be applicable; a third party that is impacted by the request has the right to seek exception from the attorney general	Public Information Officer responds promptly in a reasonable amount of time based on what is being requested	May not ask why the requestor wants the info; details on how to request information and what to do if one does not get a response are posted on the port’s website; the request must be in writing (hand delivered, email, fax, letter); request must be for records already in existence