1. Receives
mail PRR
corrispondence
MailRoom
(HQ)
Filename: REEL_RecMgtPublicRecordRequestMap.vsd
To Page
2
Records Management
Public Records Request Map
Page 1 of 2
General
Public?
Records
Coordinators
Receives
Email PRR
corrispondence
RecordsOfficer
Records
DataStewart
SiteReceptionist
Delivers
mail PRR
correspondence
OCE:Officeof
Compliance&
Enforcement
Yes
No
Correct &
Completed
Forms?
No
Yes
Customer
Customer
submits Public
Records Request
via email or hard
copy
Phone call made
to customer if
phone number is
available
Accepts
completed PRR
hard-copy
Public Records Request Guidance's (PRR):
- Only accept completed official forms from DEQ web-site
- Record Managers and Records Data Stewarts back each other up
- Web-site PRR form is the official master copy (latest version)
- One stop shopping on Records Management Q-Net Site
- Public Records Requests metric tracking
- $30.00 PRR application fee
- Collected at every new request for covering processing overhead
- Non-refundable
- Non-exempt (excluding Federal / State Agencies)
Reply Email with
PRR Web-site
infomation
Receives
hard-copy PRR
Letter/email
sent with PRR
procedures,
website info, and
phone number
Information
received by
customer
(inaccurate req.)
References:
- Reporters/Media
- Advisory
Environmental
Groups
EasternRegion
DA
WesternRegion
DA
NWR,LEAD,HQ
(PortlandArea)
PRR Distribution
References: ER,
WR, NWR, LEAD,
HQ
Public Records
Request Guidance's
(PRR):
(See Reference)
DEQ Web-site:
- Public Records Request Form
- Fee Waver Form
- “How To” Information
- Common Questions
Scan information
and rename pdf
(if required)
Copied into
shared directory
Customer phone
call with PRR
request
scan
DirShare
Sends PRR via
email with
information and
directory link
Receives PRR
via email with
information and
directory link
end
Public Records Fee Waver Guidance:
- Equal to or greater then $200.00
- Does not tie up massive amounts of DEQ resources
- Public Interest
- Federal or State requesting agency is exempt
- Does not interfere with regular DEQ business operations
- Volume of requested information
- Exempt / Non-exempt qualifications (ORS)
Receives cost
estimate request
email with
information and
Shared Dir link
Receives cost
estimate request
email with
information and
Shared Dir link
Receives cost
estimate request
email with
information and
Shared Dir link
IFF
Selected
Provided form or
web-site info.
end
end
OCO:Officeof
Communication
&Outreach
PRR Time and
resources
estimate research
(via internal
process)
PRR Time and
resources
estimated
PRR Time and
resources
estimated emaled
Receives PRR
Time and
resources
estimate
Calculates PRR
customer costs
Time / Cost
Estimate
Guidelines:
PRR Time and
resources
estimate research
(via internal
process)
PRR Time and
resources
estimated
PRR Time and
resources
estimated emaled
PRR Time and
resources
estimate research
(via internal
process)
PRR Time and
resources
estimated
PRR Time and
resources
estimated emaled
Fee
Exemption
Requested?
Yes
References:
- Fee Exemption
Guidance
No
ICON Key:
Implement db capture immediately
Physical mail (i.e. post office)
Records Management Shared
Directory Structure
DirShare
2010-13 Database/Web option
Advisory
Environmental
Group?
Yes
No Media /
Reporters?
Yes
Public Records Fee
Waver Guidance:
(See Reference)
References: Law
firms, Reporters,
Advisory
Environmental
Groups
References:
- Current legal
actions alert list
- Law firms
References: Fee
Exemption
Guidance
References:
- Current legal
actions alert list
- Law firms
Law
Firm or Legal
Issues?
Yes
No
IFF
Selected
IFF
Selected
Sends PRR via
email with
information and
directory link
CC: notification of
packet/hardcopy
and an email with
information and
directory link
Other
Receives PRR
notification email
with information
and Dir link
Cc: Cc:
Customer
approves
quote?
Yes
No
Contacts PRR
customer via
phone call, email,
or via mail
Information
received by
customer
(PRR Cost)
PRR fill
notification
received
Narrow
scope request
assistance?
No
Yes
John L. Reel 9/21/2011
Oregon DEQ Records Management
Walk in
Provided form or
web-site info.
PRR form
complete?
No
Yes
Start
end
Creates Manager
email with cost
estimate
Evaluates PRR
information
Loop
Customer
determines to
resubmit?
end
No
Yes
Verify customer
waver, payment,
or invoice
Public Records
provide to
customer
Fill PRR Request
Customer
receives PRR
information
end
IFF
Selected
IFF
Selected
IFF
Selected
IFF
Selected
IFF
Selected
OCO Tracks
request and
determines DEQ
risk/impact
management
OCE fills or
denies request
(their jurisdiction)
PRR fill
notification
received
Verify customer
waver, payment,
or invoice
Public Records
provide to
customer
Fill PRR Request
PRR fill
notification
received
Verify customer
waver, payment,
or invoice
Public Records
provide to
customer
Fill PRR Request
Customer
completes new
PRR and Fee
Waver form
Provides
customer with
scoping support
and information
Loop
Provides
customer with
scoping support
and information
Loop
Provides
customer with
scoping support
and information
Loop
end
Note: Specifically…
how much detail and
itemize cost breakdown
should be used on the
more complex or “wild
scope” PRR for future
customer modified
requests
DRAFT
No
OCO recieves
CC: PRR update
end
end