Operating Rules - Chapter 18 - Public Records


18.01   Purpose.  It is the policy of Denver Water to make public records available for public inspection at reasonable times in accordance with the provisions of the Colorado Public Records Act (the Act), § 24-72-201, et seq., C.R.S.  This Chapter 18 has been adopted to comply with the provision of the Act that permits public entities to adopt rules “reasonably necessary for the protection of such records and the prevention of unnecessary interference with the regular discharge of the duties” of Denver Water employees.  This chapter is also intended to establish reasonable fees for providing copies of records as authorized by the Act and to recover a portion of the cost of staff time spent in responding to public records requests.

18.02   Official Custodian.  The Manager of Records and Document Administration is the official custodian of all records maintained by Denver Water.

18.03   Requests.  Any request for records under the Act must identify the full name, address and telephone number of the requestor, set forth the particular records desired to be inspected and indicate that the request is made under the provisions of the Act.  Other than requests from the media, all requests must be submitted in writing to the Manager of Records and Document Administration and delivered in person, by U.S. Postal Service or to an email address designated by Denver Water for this purpose.  Denver Water will make reasonable efforts to fill such requests within three working days as required by the Act.  In the event of extenuating circumstances, the request may require up to ten working days to complete as provided by the Act.  The Legal Division will be notified immediately of all requests and, as needed, will review records for confidentiality issues prior to their release.

18.04   Media Requests.  Public records requests by the media must be made in writing directly to the Office of Community Relations and delivered in person, by U.S. Postal Service or to an email address designated by Denver Water for this purpose.  The Office of Community Relations will coordinate with the official custodian and the Legal Division to respond to the request.

18.05   Inspection of Public Records.  The official custodian will notify the requesting party of the date, time and location where the requested records can be inspected.  The requesting party will be notified if a requested public record is not available at Denver Water.  Inspection of Denver Water public records available under the Act shall be permitted during the hours from 9:00 a.m. to 4:00 p.m., Monday through Friday, except on holidays, at a time specifically set by the official custodian for each particular request for inspection.

18.06   Fees for Copies, Printouts, or Photographs of Public Records.  The official custodian shall charge for any copies, printouts or photographs of public records requested.  The fee for a standard page shall be no greater than the maximum amount specified in the Act.  A standard page is defined as one side of a paper page, 11” x 17” or smaller, in black and white or color.  The fee for public records provided in a format other than a standard page will not exceed the actual cost of providing the copy.  A price list for copies will be maintained by, and upon request, will be available from the Records and Document Administration Section.

18.07   Record Generation and Research Fees.  Denver Water will not charge for the first hour spent responding to a request under the Act.  After the first hour, Denver Water will charge a fee of $25.00 per hour, billed in half hour increments, for the following:

a.         The manipulation of data in order to generate a record in a form not used by Denver Water in the normal course of business.

b.         Redaction of documents to excise privileged material. Persons making a later request for the same record shall be charged the same fee.

c.         Time spent responding to a request by performing research, including but not limited to searching voluminous files for specific information.

18.08   Exemptions.  No person shall be permitted to inspect or copy any records of Denver Water if, in the opinion of the official custodian, such inspection or copying would come within the prohibition of one or more exemptions contained in the Act.