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Quilcene School District

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Cost of Records

 

The Cost of Printed Copies and Mailing

The cost of providing photocopies or printed copies of electronic records in response to public records requests is fifteen (15) cents per page for all requests, if more than 25 pages are provided. Payment may be made by cash, check, credit/debit card, or money order payable to the district. The district will also charge actual costs of mailing, including the cost of the shipping container or envelope.

If requested, the district will provide a summary of the applicable charges before any copies are made. The requester will be allowed to revise the request in order to reduce the applicable charges. The Public Records Officer or designee will require the payment of the copying costs before providing requested records, or the payment of the costs of copying an installment before providing that installment.

Cost of Electronic Records

The charges for providing electronic records is as follows:

  1. Ten (10) cents per page for public records scanned into an electronic format or for the use of district equipment to scan the records;

  2. Five (5) cents per each four electronic files or attachment uploaded to email, cloud-based data storage service, or other means of electronic delivery; 

  3. Ten (10) cents per gigabyte for the transmission of public records in an electronic format or for the use of district equipment to send the records electronically; and

  4. The actual cost of any digital storage media or device provided by the district, the actual cost of any container or envelope used to mail the copies to the requester, and the actual postage or delivery charge. $30.00 per hour for actual staff time to copy and send the requested public records.

The District will take reasonable steps to provide the records in the most efficient manner available to the District in its normal operations; Alternatively, if the District determines and documents that the fees allowed under this procedure are clearly equal to, or more, than two dollars, the District may instead charge a flat fee of two dollars to provide the records. If the District charges a flat fee for the first installment, the District will not charge an additional flat fee for per page fee for any subsequent installments.

If requested, the district will provide a summary of the applicable charges before charges are imposed under this procedure. The requester will be allowed to revise the request in order to reduce the applicable charges. The Public Records Officer or designee will require the payment of costs before providing the requested records, or the payment of the costs of an installment before providing that installment.

The district will not impose scanning charges for access to or downloading of records that the district routinely posts on its website prior to the receipt of a request, unless the requester has specifically requested that the district provide copies of such records through other means.

Deposits

Before beginning to make copies, the Public Records Officer or designee may require a deposit of up to ten percent of the estimated costs of copying all the records selected by the requestor, including the cost of a customized service charge according to the provision above.

Waiver

The Public Records Officer may waive any charge assessed for a request. On behalf of the District, the Public Records Officer may also enter into any contract, memorandum of understanding, or other agreement with a requestor that provides and alternative fee arrangement to the charges authorized in this procedure, or in response to a voluminous or frequently occurring request.