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respect to the state public records laws and the policies and procedwes in this Order. Each <br />department that develops special publications such as budget documents or neighborhood plans shall <br />maintain copies of each document within the respective department. Tn addition the department PRC <br />shall forward two copies to the reference desk of the Eugene Public Library and one copy to the City <br />Manager's office. A PRC shall be responsible for responding to public record requests submitted to <br />his/her department or division and such other duties as contained herein. <br />4. Catetories of Public Record Requests. Although all written documents in <br />possession of the City are public records, there are different factors to be considered in responding to <br />requests. For example, many documents are generated by the City such as public information <br />brochures, agendas, permit applications, job applications, election-related petitions, or public <br />comment solicitations, with the express intent that they be disseminated to the public, and an official <br />"public records request" is not necessary. Requests for documents shall be classified as a Level 1, 2 <br />or 3 request, and responded to as follows: <br />4.1 Leve13 Requests. A request for the immediate or same day delivery ofpre- <br />prepared or public information or informative materials such as copies of the Council <br />agenda, permit applications, election-related petitions, job applications, public information <br />brochwes, public meetings calendars, or public comment solicitations will be responded to <br />without the necessity of a written request or payment of a fee if: <br />a. The document is current and readily available; <br />b. No duplication of the document is required; <br />c. The document is not subject to the Public Records Fee Schedule; and <br />d. No additional staff time or resowces are required in making the <br />document available. <br />Compliance with a request for providing a document in an alternative format pwsuant to <br />Section 5 below does not constitute duplication of the document for purposes of this <br />subsection. <br />4.2 Leve12 Requests. Requests for documents that are not immediately available <br />inpre-prepared format such as, but not limited to, copies of minutes, ordinances, resolutions, <br />administrative orders, building permits, police records, or building plans should be made <br />available for review orpick-up within 72 hows. Generally these types of requests meet the <br />following criteria: <br />a. The requested document is clearly and correctly identified; <br />b. Extensive staffresearch is not required to locate the document; <br />c. The request does not include more than five documents or 50 pages or <br />documents that are more than one year old; <br />d. The document is located in one department or division; and <br />e. The document does not contain sensitive, confidential, or privileged <br />Administrative Order - 3 <br />