2. File Review and Copy Requests
A. On-site review and copying
A request may be made to inspect or copy the physical file held by the NDEP as a public record. File requests should be made in reference to specific facilities or actions using facility or program ID numbers obtained from the on-line resources. The file may be viewed or inspected through one of two options. The preferred option is to make an appointment by phone or through e-mail with the appropriate Bureau contact (see list of Bureau contacts below) for you to review the file in person at the offices of the NDEP. The Bureau contact must be provided with the appropriate site, facility, or program ID and be given sufficient upfront notice prior to the appointment to enable the file to be pulled from its storage location. During physical review of the file at the NDEP offices, specific sections of the file or the full file itself may be identified for copying. Small copy or scanning jobs (25 pages or less) may be performed on-site with a copy code provided at the discretion of the Bureau contact. Large copy jobs will need to be undertaken by arranging for third-party, off-site copying services as discussed below.
B. Off-site copy service
The second option for copy requests is to coordinate with the appropriate Bureau Contact and an off-site copy service for the service to pick up, reproduce, and mail a copy of the file. Off-site copy services will directly charge to the person or company requesting a copy of the file. Off-site copying is only allowed after an account has been set up with a copy service provider that has a procedure to pick up and return the original files to the NDEP. Unless the party requesting the file has specific knowledge of its contents or has conducted a physical review, there is no mechanism for the NDEP to audit, abridge, or otherwise specify sections of a file for copying. This will result in the reproduction of the full file at cost to the requesting party by the copy service provider. The timeframe for the temporary transfer of a file to an off-site copy service provider will be subject to limitations by the NDEP based on the need to access the file in the performance of public duties.
To make an appointment for viewing of files or to arrange for off-site reproduction of files you must first determine the file location. The main office of the NDEP is in Carson City where the majority of files are located. However, many functions of the NDEP in Southern Nevada, particularly dealing with sites in the Las Vegas area, are handled from the Las Vegas office. For Bureau of Corrective Action files, the file location is listed in the on-line database (please note that some cleanup files are located in the offices of the Washoe County District Health Department; to view these files, it is necessary to contact WCDHD at (775) 328-2434). For the Bureau of Waste Management, case files for facilities in Southern Nevada are maintained in the Las Vegas office.
For off-site reproduction of files, the person making the request must contact both the appropriate Bureau contact and the copy service providers in order to set up an account and arrange for the copy service. The following providers are local to the areas and have an established process for NDEP file reproduction. You may also use other providers as long as they provide pick-up/return service and return the files to the NDEP in original condition.