2017 Legislature required public agencies to report public records information
Public agency defined in statute |
Agency means any public agency subject to the Public Records Act, including:
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RCW 40.14.026 requires agencies subject to the Public Records Act to report information about public records retention, management, and disclosure. Agencies that spend $100,000 or more fulfilling public records requests in a year must report information. Others may do so voluntarily. Each agency is responsible for determining whether they meet the reporting threshold. See Tab 1 for more detail about the reporting process.
JLARC staff directed to collect and report data from agencies
The same law directs the Joint Legislative Audit and Review Committee (JLARC) to standardize definitions for the metrics in statute and develop a process to collect information from agencies.
JLARC staff identified 2,310 agencies that may be subject to the reporting requirement, and used multiple communication channels to inform agencies about how to report information.
858 agencies responded to JLARC
Agencies reported data related to 18 performance metrics based on provisions in the law. Metrics include information about records request response time, costs, staff time, and how agencies respond to records. Summaries and agency-level detail for each metric are available in interactive dashboards.
JLARC staff provided guidance, definitions, and a reporting system to agencies but did not verify the accuracy of the data reported by agencies.
Reporting rates vary, likely because many agencies do not meet the reporting threshold
Agencies that spend $100,000 or more fulfilling public records requests in a year must report information. Others may do so voluntarily. Each agency is responsible for determining whether they meet the expenditure threshold. See Tab 2 for more detail about the agencies that reported information.
Most state, local, and higher education agencies reported information
Data quality likely inconsistent, but may improve in future as definitions and agency practices are refined
Agencies experienced challenges reporting information in the first year:
- Agencies collected data without standardized definitions and used different data collection approaches.
- Agencies reported averages for many metrics, which can be skewed by a small number of extreme events.
Data quality is expected to improve as agencies have time to develop more robust practices to address the new statutory data requirements. See Tab 3 for more detail about data quality.
There are opportunities to modify the metrics to provide improved information. Based on the experience of the first year of data collection, JLARC staff are incorporating two changes for the next year of data collection to better align metrics with agency practices. The Legislature could also make statutory changes to metrics after reflecting on the first year of data.
This report was updated on 1/22/2019 to correct for a software calculation error on metric 3.