Policy on Access to Public Administrative Records

Access to administrative records in the custody of judicial branch agencies became governed by a new Supreme Court rule, GR 31.1.  Consistent with that rule, the following procedures describe the process for requesting administrative records from the Office of Civil Legal Aid (OCLA), including the charges OCLA will require be paid for researching and providing copies. A response from OCLA to the requester will be made within five business days of receiving the request. OCLA will respond by:

  1. Providing the administrative records requested;
  2. Informing the requester the administrative records will be provided upon receipt of the payment to cover costs;
  3. Informing the requester as to when the administrative records will be reproduced and mailed;
  4. Seeking clarification as to the specific administrative records requested; or
  5. Informing the requester the request for administrative records is denied and the reasons therefore.

The OCLA has determined it is not cost effective to charge for copying 50 pages or less, therefore the cost is waived. For copying a total of more than 50 pages contained in one or more documents, there will be a charge of 15¢ per page, plus postage or delivery charges. Payment must be made by personal check, bank check or money order.

MARCH 18, 2020:  COVID-19 CORONAVIRUS EMERGENCY PROCEDURES

Effective March 10, 2020, OCLA staff began working off-site in response to the COVID-19 Coronavirus Public Health Emergency.  While the requirements of GR 31.1 continue in force, OCLA advises that, until the emergency has ended, timing of responses to requests of administrative records may slip from those set forth in GR 31.1(c).  During this time, OCLA will review requests and attempt  to provide timely estimates of when  we will respond to them.  During , the Public Health Emergency, OCLA reserves the prerogative pursuant to GR 31.1(c)(6) to determine that extraordinary circumstances associated with the emergency authorize deviation from the normal GR 31.1(c) timelines.   

OCLA PROCEDURE FOR REQUESTING PUBLIC ADMINISTRATIVE RECORDS

OCLA ADMINISTRATIVE RECORDS REQUEST FORM

OCLA REQUEST FOR INTERNAL REVIEW

OCLA FEE SCHEDULE

When you have completely filled out the Public Records Request Form, please send to: Hope Hough, Administrative Records Officer, Office of Civil Legal Aid, P.O. Box 41183, Olympia, WA 98504-1183, (360) 704-5564.  E-mail to both: hope.hough@ocla.wa.gov and ocla@ocla.wa.gov or fax to (360) 704-4003