Public records of video meetings discussed

Garth Meyer, Whitman County Gazette | Feb 25, 20210

COLFAX — Public records storage of remote meetings on video is becoming an issue for Whitman County.

The topics of storage and retrieval were discussed Monday morning virtually by various county representatives during a commissioners’ work session.

“If a record is destroyed before it’s supposed to be destroyed ... inadvertently, the office holder is responsible,” said Whitman County Prosecutor Denis Tracy. ”I think the ultimate responsibility is to the voters.”

County commissioner Art Swannack asked what happens if a record disappears.

“Who is legally liable for those archive records?” asked Whitman County I.T. Director Lance Bishop.

“I don’t think there’s a three-minute answer to that question,” Tracy said. “The Public Records Act is its own animal. The duty to maintain records is its own animal.”

Bishop then asked a hypothetical question. He asked who is responsible if a public records request came in to the health department of e-mails of former director Troy Henderson.

Tracy suggested this may be a matter for commissioners to adopt a guideline.

“I know this is an issue that I.T. directors have nightmares over,” said Whitman County Treasurer Chris Nelson.

“I’m a little uncomfortable searching my predecessor’s records,” said Swannack.

“I think the records belong to the office,” Tracy said, noting that if a request is made, the current office-holder would address it.

“We’re starting to get into the world of, ‘should we record something on video or not?” asked Swannack, referring to remote meetings.

Nelson said that it is the responsibility of each department to do any necessary redacting and editing of a video.

Whitman County Public Works Director Mark Storey said his department has not had the occasion to redact anything from videos.

Bishop noted a building issue of the total number of videos now in need of storage.

“There’s 14 terabytes of the sheriff’s bodycams, and it’s growing quickly,” he said.

“I don’t think the county commissioners can write a policy for every part of the county,” Tracy said.

The matter concluded with Tracy offering a reminder of a public records review meeting on March 2 with the public works department and March 3 for other county employees.