PUBLIC RECORDS SEARCH FORM
Public Records Specialist and/or Clallam County employee searching for records in response to public records
requests, please fill out the information below:
Name:
Department:
PRR #:
Requestor Name:
YES NO LOCATIONS SEARCHED
Local computer (C:/ drive, Desktop/Documents folders)
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All applicable file servers/department shared: (Home or mapped drives, such as H:/, J:/, K:/ etc.)
Former employee(s) files searched: List name(s) _____________________________________
Removable media: (external hard drives, USB flash drives, CD-DVD, SD Cards)
Email: (Outlook, archived email searches are now required to be completed by all individuals who
might reasonably have responsive emails.)
Handheld devices: (cell Phones, PDA’s like iPads, tablets, laptops, etc.
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Clallam County internet/database resources: (Website, SharePoint, PACS, etc.)
Name of areas searched: ________________________________________________
Hardcopy documents (paper documents, hardcopy files, etc.)
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Archives (basement, offsite, other)
Other locations (*home or remote office*, personal email, handheld devices, laptop) - please specify
Were Responsive Records Located?
☐ Yes (If yes, please complete the following)
How were records transmitted to the Public Records Office?
☐ Interoffice mail
☐ Delivered to Public Records Office
☐ Electronically: (choose one)
☐ GovQA ☐ K drive ☐ E-mail
☐ No By checking “No”, I verify that I have completed a thorough search for records, and report that I do
not have any records that are responsive to this request.
Does your department have any social media accounts?
☐ Yes (If yes, please complete the following)
☐ No
If yes, is it reasonable to perform a search on your social media accounts?
(The PRO will work directly with IT to search your department’s social media if you feel a search is reasonable.)
☐ Yes ☐ No
Do you know of any other Clallam County staff members or locations that should be consulted?
If so, please list department and/or staff names here:
Time Spent (including searching, compiling and review)
No. of Pages Scanned
Date Search Completed
This completed form will be preserved as part of the official public records file.
Updated 6/25/19