Form DFFM SOG1802 "Public Records Request Form" - Arizona

What Is Form DFFM SOG1802?

This is a legal form that was released by the Arizona Department of Forestry and Fire Management - a government authority operating within Arizona. As of today, no separate filing guidelines for the form are provided by the issuing department.

Form Details:

  • Released on May 17, 2018;
  • The latest edition provided by the Arizona Department of Forestry and Fire Management;
  • Easy to use and ready to print;
  • Quick to customize;
  • Compatible with most PDF-viewing applications;
  • Fill out the form in our online filing application.

Download a fillable version of Form DFFM SOG1802 by clicking the link below or browse more documents and templates provided by the Arizona Department of Forestry and Fire Management.

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Download Form DFFM SOG1802 "Public Records Request Form" - Arizona

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SECTION: 1800
APPROVAL PARTY:
DEPARTMENT
OF FORESTRY
PUBLIC AFFAIRS
/s/ Jeff Whitney
AND FIRE
AND MEDIA
STATE FORESTER
MANAGEMENT
RELATIONS
EFFECTIVE DATE:
SOG: 1802
STANDARD OPERATIONAL
May 16, 2018
PUBLIC RECORDS
GUIDELINE
REQUESTS
SUPERSEDES:
SOG 103 Issued
Jan 1, 2017
PURPOSE
As a public agency, the Arizona Department of Forestry and Fire Management (DFFM) generates and
maintains a significant number of public records. According to A.R.S. §41.1350 public records are:
All books, papers, maps, photographs or other documentary materials, regardless of physical form or
characteristics . . . made or received by any governmental agency in pursuance of law or in connection with
the transaction of public business and preserved or appropriate for preservation by the agency or its
legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations,
or other activities of the government, or because the informational and historical value of the data contained
therein .
As required by A.R.S. Title 39, Ch. 1, Part, 2, DFFM is required to disclose public records in a reasonable
time after a request for disclosure has been made. However, the agency may deny a request to disclose
all or a part of a public record when the requested material contains information that is protected from
disclosure by federal or state statute. For example, personal financial and taxpayer information is protected
from disclosure. Please note, also, that documents and materials destroyed pursuant to the agency’s
retention schedule are not public records subject to disclosure.
How do I request public records from DFFM?
All requests for public records should be submitted to the Public Affairs Officer according to the instructions
below.
Requests MUST be submitted in writing utilizing the agency’s Public Records Request Form. Requests will
be accepted any time during regular business hours, Monday through Friday, 8:00 a.m. – 5:00 p.m.
In person or by mail:
Public Affairs Officer
Arizona Department of Forestry and Fire Management
1110 W Washington Suite 100
Phoenix, AZ 85007
Questions:
Public Affairs Officer
602-771-1400
SECTION: 1800
APPROVAL PARTY:
DEPARTMENT
OF FORESTRY
PUBLIC AFFAIRS
/s/ Jeff Whitney
AND FIRE
AND MEDIA
STATE FORESTER
MANAGEMENT
RELATIONS
EFFECTIVE DATE:
SOG: 1802
STANDARD OPERATIONAL
May 16, 2018
PUBLIC RECORDS
GUIDELINE
REQUESTS
SUPERSEDES:
SOG 103 Issued
Jan 1, 2017
PURPOSE
As a public agency, the Arizona Department of Forestry and Fire Management (DFFM) generates and
maintains a significant number of public records. According to A.R.S. §41.1350 public records are:
All books, papers, maps, photographs or other documentary materials, regardless of physical form or
characteristics . . . made or received by any governmental agency in pursuance of law or in connection with
the transaction of public business and preserved or appropriate for preservation by the agency or its
legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations,
or other activities of the government, or because the informational and historical value of the data contained
therein .
As required by A.R.S. Title 39, Ch. 1, Part, 2, DFFM is required to disclose public records in a reasonable
time after a request for disclosure has been made. However, the agency may deny a request to disclose
all or a part of a public record when the requested material contains information that is protected from
disclosure by federal or state statute. For example, personal financial and taxpayer information is protected
from disclosure. Please note, also, that documents and materials destroyed pursuant to the agency’s
retention schedule are not public records subject to disclosure.
How do I request public records from DFFM?
All requests for public records should be submitted to the Public Affairs Officer according to the instructions
below.
Requests MUST be submitted in writing utilizing the agency’s Public Records Request Form. Requests will
be accepted any time during regular business hours, Monday through Friday, 8:00 a.m. – 5:00 p.m.
In person or by mail:
Public Affairs Officer
Arizona Department of Forestry and Fire Management
1110 W Washington Suite 100
Phoenix, AZ 85007
Questions:
Public Affairs Officer
602-771-1400
Public Records Fees
As permitted by A.R.S. § 39-121.01(D) (1), DFFM charges a fee to cover administrative costs and the costs
of reproduction and postage for hard copies of records being requested for non-commercial purposes.
Additional charges apply to public records requested for commercial purposes, see A.R.S. § 39-121.03.
In person review: No charge; however, an appointment must be made with the agency to review records.
Walk-in requests without an appointment will not be honored.
Hard copies:
A written invoice indicating fee amounts will be provided to the record requester.
Checks or money orders should be made payable to: Department of Forestry and Fire
Management. All fees must be received by the agency in advance of the release of
records.
I.
Non-Discretionary Statutory Fees:
A.
Substantive Policy Memo No. 10-1 establishes the following fees for certified copies of
documents:
1.
CERTIFIED copies of documents
$10.00 + $1.00 per page
(Note: Staff is to make copies to be certified.)
B.
A.R.S. § 12-351, provides for reasonable costs incurred in a civil action by a witness who
is not a party to the action with respect to the production of records pursuant to a subpoena
be charged against the party requesting the subpoena.
1.
Copies of records pursuant to a subpoena duces tecum, where the Department is
not a party to the case and where considerable time is required to produce the
records, the statutory fees are as follows:
a.
Clerical costs (locating/making copies per hour)
$10.00
b.
Subpoena copying costs per page
$0.10
.
Notice: Pursuant to A.R.S. §41-1091(b):
This substantive policy statement is advisory only. A substantive policy statement does not include internal procedural documents
that only affect the internal procedures of the agency and does not impose additional requirements or penalties on regulated parties
or include confidential information or rules made in accordance with the Arizona Administrative Procedure Act. If you believe that this
substantive policy statement does impose additional requirements or penalties on regulated parties, you may petition the agency
under Arizona Revised Statutes section 41-1033 for a review of the statement.
II. DISCRETIONARY FEES:
Pursuant to Attorney General's Opinion No. 86-090, dated August 25, 1986, an agency may charge
any fee, not established by Statute, it deems appropriate for copying records, including a reasonable
fee for cost of time, equipment and personnel in producing copies of records subject to public
disclosure, but not the actual cost of staff time to search for the records.
The following establishes rates for copies of documents, records, etc., not established by Statute:
Reproduction charges:
Department records, documents, instruments, leases, etc. made by the public
$0.25 per page
Department records, documents, instruments, leases, etc. made by the staff
$0.50 per page
(Color copies)
$0.75 per page
DFFM SOG 1802 ‐ Public Records Request Form (Eff May 17, 2018, Ver 3.) 
2
Copies of material in CD format (when available)
$1.00 each CD
If document already exists and is simply burned to CD); or
(Add $.05/page if material must be scanned & burned to CD)
Scanned documents
$.05 per page
GIS Forestry map products; first copy
$25.00 each
Additional copies
$ 7.00 each
Specialized computer-generated reports (via printed copy or email)
$10.00 for first page
Each additional page in the document
$0.25 each
Postage or Fed Ex if requested items are mailed or shipped
Actual cost
o
Electronic copies:
No charge if the documents are already in electronic form. If a request requires the
agency to convert hard copies into electronic copies, .50 cents per page fee will
be charged.
Website:
If requested records or materials are available on the agency’s website
(www.dffm.az.gov
) then the records have already been made available to the
public free of charge. The agency does not provide hard copies of materials that
are already available for downloading through its website. This does not apply to
requests for materials made through a reasonable accommodation request
pursuant to the American Disabilities Act and similar law.
Commercial purpose: Records that are requested for commercial purposes will be charged for the value
of the reproduction on the commercial market as allowed per A.R.S. 39-121.03.
For more information, refer to page 4 of this document.
Timing of Public Records Requests
DFFM will make every effort to provide access to and/or copies of public records in a reasonable amount
of time. If a request is expected to require a period of more than 5 business days, DFFM will notify the
requester in writing. Delays may be caused by the amount of staff time necessary to handle large volumes
of records or, if due to the age of the records, the records require off-site retrieval from the Arizona State
Library and Public Records (ASLPR) facility.
When requesting large volumes of records, it is suggested that the requester make an appointment to view
the records in person, if possible, prior to requesting copies. In many cases, requests for public records
(and thus fees charged) can be substantially reduced if the requester has a chance to review the materials
and select more specific records for copying.
Note Regarding Reports and Data
It is the agency’s policy to make all public records available for inspection or copying (at a fee to the
requester); however, the agency is not required to prepare documents and materials in response to a
request.
Legal Review
In some cases, records may be required to undergo a legal review prior to the release or review of materials
by the public to avoid disclosure of information protected by statute. Certain confidential personal or
financial information may be redacted prior to distribution. If the agency concludes that a request includes
information protected from disclosure, the agency will provide a written response to the requester that
identifies the materials withheld or redacted and explains why the information is protected from disclosure.
DFFM SOG 1802 ‐ Public Records Request Form (Eff May 17, 2018, Ver 3.) 
3
Additionally, materials subject to proprietary right or copyrighted materials may not be available as public
records due to copyright restrictions.
A.R.S. 39-121.03. Request for copies, printouts or photographs; statement of purpose; commercial purpose
as abuse of public record; determination by governor; civil penalty; definition
A.
A person requesting copies, printouts or photographs of public records for a commercial purpose
shall, upon making such a request, provide a certified statement setting forth the commercial
purpose for which the copies, printouts or photographs will be used. Upon being furnished the
verified statement the custodian of such records may furnish reproductions, the charge for which
shall include the following:
1.
A portion of the cost to the state for obtaining the original copies of the documents, printouts
or photographs.
2.
A reasonable fee for the cost of time, equipment and personnel in producing such
reproduction.
3.
The value of the reproduction on the commercial market.
B.
If the custodian of a public record determines that the commercial purpose stated in the verified
statement is a misuse of public records or is an abuse of the right to receive public records, the
custodian may apply to the governor requesting that the governor by executive order prohibit the
furnishing of copies, printouts or photographs for such commercial purpose. The governor, upon
application from a custodian of public records, shall determine whether the commercial purpose is
a misuse or an abuse of the public record. If the governor determines that the public record shall
not be provided for such commercial purpose he shall issue an executive order prohibiting the
providing of such public records for such commercial purposes. If no order is issued within thirty
days of the date of application, the custodian of public records shall provide such copies, printouts
or photographs upon being paid the fee determined pursuant to subsection A of this section.
C.
A person who obtains public records for a commercial purpose without indicating the commercial
purpose or who obtains a public record for a noncommercial purpose and uses or knowingly allows
the use of such public record for a commercial purpose or who obtains a public record for a
commercial purpose and uses or knowingly allows the use of such public record for a different
commercial purpose or who obtains a public record from anyone other than the custodian of such
records and uses them for a commercial purpose shall in addition to other penalties be liable to the
state or the political subdivision from which the public record was obtained for damages in the
amount of three times the amount which would have been charged for the public record had the
commercial purpose been stated plus costs and reasonable attorneys’ fees or shall be liable to the
state or the political subdivision for the amount of three times the actual damages if it can be shown
that the public record would not have been provided had the commercial purpose of actual use
been stated at the time of obtaining the records.
D.
As used in this section “commercial purpose” means the use of a public record for the purpose of
sale or resale or the purpose of producing a document containing all or part of the copy, printout or
photograph for sale or the obtaining of names and addresses from such public records for the
purpose of solicitation or sale of such names and addresses to another for the purpose of
solicitation or for any purpose in which the purchaser can reasonably anticipate the receipt of
monetary gain from the direct or indirect use of such public record. Commercial purpose does not
mean the use of a public record as evidence or as research for evidence in an action in a judicial
or quasi‐judicial body of this state or a political subdivision of this state.
DFFM SOG 1802 ‐ Public Records Request Form (Eff May 17, 2018, Ver 3.) 
4
Office of the State Forester
Arizona Department of Forestry
and Fire Management
David Tenney
Douglas A. Ducey
Interim Director
Governor
PUBLIC RECORDS REQUEST FORM
Public Affairs Officer
Phone: 602-771-1400
For the Office of the State Fire Marshal - please submit to
jbrant@dffm.az.gov
For any media related matters or anything else - please submit to
media@dffm.az.gov
This document represents the Certified Statement of the individual named below regarding access to
public records held by the Department of Forestry and Fire Management, requesting that the Public
Affairs Officer provide a copy, or other access, to certain public record(s) specified below.
UB
LIC RECORDS REPRODUCTION REQUEST ~
How to complete this form:
Use this form to request a public record from our office under Arizona Revised Statutes, Title 39, Ch.
1, Article 2 et seq.
To assist our office in its effort to process your request, please be specific.
Records or parts of some records may not be subject to public dissemination under Arizona law.
Our office will notify you if a record is restricted under law or if parts of the record requested will be
redacted.
If a document is available for public dissemination our office will contact you about the copying fee
associated with your request.
This form must be written (printed) legibly or computer generated for accuracy.
Notarization is not required.
Please type or print clearly.
Name of person requesting information:
Company or group representing:
Mailing address:
E-mail Address:
Phone:
Fax:
Description of information you wish to review or want copied: