A public record is any record containing information relating to the conduct of government business, which is prepared, owned, used, or retained by an agency. This includes, but is not limited to, electronic media, paper, email, microfilm audiotapes, videotapes, magnetic tapes, and disks (CDs/DVDs). A valid public records request is a request for a specific and identifiable public document. A request for general information is not a valid public record request. You do not have to identify the record you want with exact precision, but as much detail as you can provide will be helpful. Our staff may assist in clarifying your request. 

Any person wishing to request copies of public records of Grays Harbor Communications should make the request by completing our Public Records Request Form and submitting it via email to Office@gh911.org. 

If unable to email the form then submit the form or a letter to the Public Records Officer at Grays Harbor Communications 911 Center, P.O. Box 1845, Aberdeen, WA 98520. Please provide the information requested in the Public Records Request Form or stated in the Information & Instructions document.

If unable to complete the form or send a letter you can contact the Public Records Officer at (360) 533-7885 during normal business hours (M-F 8am to 4pm). Be sure to have the following minimum information ready to provide:

• Requestor contact information, including: mailing address, telephone number(s) and email address

• Adequate identification of the public record(s) being requested to enable Public Records Officer or Designee the ability to locate requested records.

• Please include the following information:

a)  Type of record (example: document, recording, etc.)

b)  Date and time of record(s), if applicable

c)  Location (street address, city) if pertaining to incident record(s)

d)  Names and/or phone numbers associated with record(s)

Inadequate or missing information can delay request since Records Officer will need to contact requestor to clarify/obtain information in order to locate record(s).

In compliance with the State's Emergency Communications (911) Records Retention Schedule, GHCC 911 is required to keep 911 audio recordings for a period of ninety (90) days and Incident Activity Reports (CAD) for a one (1) year period.

Administrative Records are kept in compliance with the State's Local Common Government Records Schedule.

There are fees for copies of records if they meet certain criteria. See the Records Request Fee Schedule. Inspection of records at the Administrative Office requires setting up an appointment during normal business hours.

Yes there are some records available online. See Available Records and their links below this FAQ section.

Public Records Index:

The Public Records Act requires all public agencies to maintain and make available a current index of certain public records. However, the Public Records Act also provides that if maintaining such an index would be unduly burdensome, or would interfere with agency operation, a public entity need not maintain such an index but it must issue and publish a formal order specifying the reasons why and the extent to which compliance would be unduly burdensome. Grays Harbor Communications 911 Center has determined that maintaining an index is unduly burdensome, costly, and would interfere with agency operations due to the number and complexity of records generated by the organization. 

The Information and Instruction form states what information is needed and how to submit your request. Please use and fully complete the provided Records Request Form. If completed with all the information it makes for a quicker search for requested records. 

The more information you provide the quicker records can be located. The quickest way for us to locate an incident is to have the incident's SR number, which is the police and/or fire department's case number.

No. We do not have transcripts of our recordings and Washington case law has established that an agency is not required to create a record which is otherwise non-existent.

GHCC 911 does not maintain records such as investigative files, photos, videos, dash cam or body cam footage, fire department records, or officer notes, emails, or text messages; such records are held by the originating agency. Please contact the relevant agency for access to such information.

Each record must be reviewed to determine whether it is exempt from disclosure. Most exemptions are listed in RCW 42.56.230 – 42.56.480. However, certain state and federal statutes outside the Public Records Act also provide exemptions from disclosure or prohibitions on disclosure of particular records. When a request for disclosure of a public record is denied due to exemption, the specific statutory exemption on which the denial is based must be identified, along with a brief explanation of how the exemption applies. 

No, once a public record request is received, the request itself becomes a public record. However, requests can be submitted anonymously as long as some form of contact information is provided. 

No. Washington case law has established that an agency is not required to create a record which is otherwise non-existent. 

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 agency are also excluded in the calculation. Within the five (5) days, GHCC 911 will do one of the following: – provide the records (or an installment of the records) – acknowledge receipt of the request and give an estimated timetable for delivery – ask for clarification – deny the request with a statement as to why the record is being withheld and a citation of the applicable state or federal statute.  

GHCC provides 911 dispatch and records management services for law and fire agencies within Grays Harbor County; we do not investigate incidents. For information about or to check the status of a case or incident, you must contact the relevant law enforcement agency. 

You may check the status of your request(s) by emailing office@gh911.org or by call 360-533-7885. 

GHCC 911 processes public records requests in the order they are received. The time to complete will depend on how many requests are ahead your request in the que, on the amount of records requested, the time to locate and copy the records, the time to review for redactions and the time to receive payment for the requested records. Records are not release until payment is received.

Yes. Please use the incident detail sections of our online form (Questions 8, 9 & 10) to specifically describe what you are requesting. Please include all of the information you have, such as the date/time and address/location of the incident, and the names of anyone involved. 

The State of Washington Public Records Act does not require CRESA to provide assistance with analyzing or interpreting records provided, or to create new records in response to a request.  CRESA does not have a document listing of all the codes, abbreviations and acronyms that may appear in CAD documentation.