Public Records Request from the District

Washington law requires state and local agencies to make public records available to the public. The Washington State Public Records Act (RCW 42.56) supports the public’s right to understand how their government operates. Certain records are exempt from disclosure to prevent unreasonable invasions of personal privacy or to limit the use of public records for personal or commercial gain. Release of public records is governed by RCW 42.56 and RCW 70.02, along with applicable federal privacy laws.

Public records requests must be for identifiable records. A request must include a reasonable description that allows the District to locate the records. General questions or requests for information are not considered public disclosure requests.

Please note that not all District records are subject to disclosure. The District may impose reasonable fees to recover the costs associated with fulfilling a public records request.

Our goal is to provide timely access to public records while meeting our legal obligations to protect confidential information. Once a request is received, the District will respond within five business days. The time required to fulfill a request depends on the volume and complexity of the records being sought. Providing detailed information in your request helps us process it more efficiently.

Any ambulance billing or medical records can be obtained by contacting our billing company, Systems Design West, at 1‑800‑238‑9398, or by clicking Pay My Bill. 

Public Records Categories

Medical Information Protection

The Fire District must comply with the Health Insurance Portability and Accountability Act (HIPAA) and RCW 70.02 regarding the protection and disclosure of medical information. These laws limit the disclosure of Personal Health Information (PHI). The District will make reasonable efforts to disclose only the minimum necessary PHI to accomplish the stated purpose of the request.

Patients

To request a copy of your own medical report, you must appear in person and provide photo identification.

Attorneys

Important: Attorney Requests for Medical or Ambulance Records

To streamline the processing of attorney-related medical or billing documentation:

• Attorney and third‑party medical or billing records requests must be submitted through Systems Design West’s secure portal. Secure Attorney Portal: https://app.chartrequest.com/p/l/sdw
• For attorney questions related to patient accounts (not records requests), contact: attorneyrequests@sdwems.com

Attorneys who require District-held non-medical records (e.g., fire reports, incident information not maintained by the billing company) should continue to submit a written request on office letterhead along with:

• A written request on office letterhead
• The District’s Public Records Request Form
• A client‑signed authorization to release medical information (if any medical details are required)

Other Agencies

Agencies requesting records on behalf of an individual must submit a written request on agency letterhead and include the District’s Public Records Request form and a valid authorization to release information.

All Other Public Records

For non-medical records such as meeting minutes, fire reports, financial documents, email, and administrative documents, complete the District’s Public Records Request Form and submit it using one of the methods listed below.

Ways to submit Public Records Requests

 - In person at: Station 210, 1304 Dale Ave, Benton City, WA 99320

 - Via mail to: Benton County District 2, P.O. Box 719, Benton City, WA 99320

 - Via FAX at: 509-588-4343

 - Or scan and email to: Records Request 

 - Or use our Online District’s Public Records Request form below.

To inquire about the status of a record request call 509-588-3212 or email Records@benton2.org