Public Disclosure FAQ

Q1: What are public records?

The Public Records Act is a Washington State law that allows you to review government records. Public records include documents in all formats, whether electronic or paper, that relate to government operations or conduct.

Q2: What governs public access to Port records?

The Public Records Act, RCW 42.56, requires public agencies to make identifiable, non-exempt public records available for inspection and copying upon request and to publish procedures to inform the public how access to public records will be accomplished. Port of Seattle Policy and Procedure EX-19 provides the public full and timely access to information concerning the conduct of government, mindful of individuals’ privacy rights and the desirability of efficient administration. These procedures will be guided by the provision of the Act describing its purposes and interpretation. This procedure applies to all department documents (except for Police Department records that may be subject to RCW 10.97).

Q3: What records are exempt from disclosure?

The Port is not required to permit public inspection and copying of records for which public disclosure of the record is prohibited, restricted or limited by state or federal statute or regulation. Exemptions are listed in the Public Records Act, while others are found elsewhere in Washington state and federal law. Many of these exemptions are designed to protect privacy rights and legitimate business interests. The Washington State Attorney General’s Office Sunshine Committee maintains an up to date and complete list of current exemptions and prohibitions on their website at. https://www.atg.wa.gov/sunshine-committee.

Q4: What if I only have a question or want general information?

General questions or requests for information are not Public Disclosure Requests. The Port of Seattle is not required to create new records, collect or analyze information, or conduct legal research under the Public Records Act.  If you have general questions or would like more information about the Port of Seattle that you can’t locate from our website, call (206) 787-3000.

Q5: How do I request a copy of public documents?

Any person wishing to inspect or copy identifiable public records maintained by the Port, other than Police records, should make the request in writing in one of the following ways to the Public Records Officer. 

All requests, regardless of how they are received, are entered into the Port’s public records request portal and subsequent communications and release of records are managed via the public records request portal.

Requests for Port records other than Port Police records: 

1.On the Port’s NextRequest portal at the link below: 

General Port records: use the General Public Records NextRequest site.

2. By Mail: Port of Seattle Public Records, P.O. Box 1209, Seattle, WA 981111

3. By Fax: 206-787-3205

4. By Phone: 206-787-3000

5. By email addressed to the Public Records Office at the following e-mail address: [email protected].

6. In person:

2711 Alaskan Wy, Seattle, WA 98121 OR at the reception desk at Seattle-Tacoma International Airport, pre-security and on the mezzanine level at the south end of the airport above Checkpoint #1. 

Requests for Port Police records: 

1. On the Port’s Police NextRequest portal at the link below: 

Port Police Department records: use the Police Department Records NextRequest site.

2. By Mail:  Port of Seattle Police Department, PO Box 68727 Seattle WA 98158

3. By Phone: 206-787-5185

4. By Fax: 206-787-6216

5. By email addressed to the Public Records Office at the following email address:  [email protected]

6. In person:

The Port of Seattle Police Seattle-Tacoma International Airport Office is located on the third floor of the main terminal OR at the reception desk at Seattle-Tacoma International Airport, pre-security, on the mezzanine level at the south end of the airport above Checkpoint #1. 

Q6: What are the benefits of using NextRequest, the online records request tool? 

Since public disclosure requests keep increasing in number and complexity, the Port of Seattle and Port of Seattle Police Department have for several years been receiving and processing the majority of public disclosure requests using a tool called NextRequest.

NextRequest provides a simpler, more reliable public disclosure request process entirely on the web, eliminating the need to send requests by email or through PDF forms. It also allows requests to be tracked to ensure they will not get missed or overlooked.

And the best part is that requestors now can download their documents from the online portal. This feature allows easy transfer of larger files and eliminates the hassle of sending and receiving data storage devices by postal mail.

NextRequest also features a section where users can browse or download “Popular Requested Documents.”

All these features make the entire process easier for the requestor and allow Port staff to more efficiently and effectively fulfill each request — no matter how complex.

Q7: When will I receive a response to my public disclosure request?

RCW 42.56.520 provides that a response to a request for public records must be made within five (5) business days. The day the request is received does not count as one of the five (5) days. Weekends and holidays observed by the Port are also excluded in the calculation. The Port must provide a preliminary response within five (5) business days.

Within five business days of receipt of the request, the Public Records Office will do one or more of the following:

1. Make the record available for inspection or copying;
2. Provide access to a public record by providing the requestor with a link to the Port’s website or public records portal (NextRequest) containing an electronic copy of that record;
3. Acknowledge that the request has been received and provide a reasonable estimate of when records will be available;
4. If the request is unclear or does not sufficiently identify the requested records, request clarification in writing from the requestor and provide a reasonable estimate of time it will take to respond to the request if it is not clarified; or
5. Deny the request.

If the requester does not receive a written response from the Port within 5-business days of the estimated receipt of the request for disclosure, the requestor should contact the Public Records Officer to determine whether the request was received.

Q8: Is there a fee?

There is no fee for electronic records that are provided electronically or for the in-person inspection of public records. The Port may charge 15 cents per page for paper copies of records or other actual costs associated with mailing or producing the records. 

Please refer to the Fee Schedule for printing and copying details. You can also review information on the Public Records Index.

Q9: Are public records requests confidential? 

Public disclosure requests received by the Port of Seattle are public records. Absent applicable exemptions, public disclosure requests are subject to disclosure upon request. This includes any personal information a requestor provides to the Port in making a public disclosure request, such as name, residential address, email address or telephone number.