Start with the missing document rather than a search box. For a Vancouver, Washington private stormwater facility, ask the responsible owner or HOA about the on-site log and related service records. A recorded covenant has a different copy route: the Clark County Auditor.
Confirm that the facility falls within the City’s private-stormwater program; a Vancouver mailing address alone leaves jurisdiction and file custody open.
Choose the Vancouver stormwater record holder by the document you need
The City’s Private Stormwater Facilities page directs responsible owners or HOAs to retain inspection and cleaning evidence and keep the inspection log on site, available when City staff request it.
| Missing record | First place to resolve the gap |
|---|---|
| On-site inspection log | Responsible property owner or HOA. |
| Inspection report or cleaning receipt | Facility file holder; ask the relevant contractor about its own document if needed. |
| Copy already submitted to the City | Identify the City-held record before requesting it. |
| Recorded maintenance covenant | Clark County Auditor recorded-document copy route. |
These are starting points, and the first recipient may not have the copy. Ask who prepared the item and whether another holder received it. If you are handed a summary instead, retain its reference and label it as a summary.
The City’s Recording Documents page names Stormwater Facility Maintenance Covenants and storm-drainage easements separately, with recording at the County Auditor. A blank form shows the template; the terms of an individual covenant come from the executed, recorded copy.
Underground facilities: the inspection report requirement
For underground facilities, the City distinguishes inspection from cleaning and requires the inspection report, so a cleaning receipt answers a different question. If the papers leave the facility type unclear, resolve that with the responsible holder before applying this branch.
When asking for the report, describe the facility using identifiers already on the documents you hold. Keep the inspection period separate from the cleaning date. A later service visit may be relevant background without being the event you are trying to document.
Ask whether the City received a copy if that is the remaining gap. The main facility page supplies the Water Resource Protection contact route. Owners keep the on-site logs, so the City’s answer covers only what it holds.
Example: a cleaning receipt with no inspection report
Imagine an explicitly fictional file for an underground facility at a residential development. It contains a cleaning receipt, a log entry referring to a service visit, and a recorded covenant copy. No inspection report is attached.
Start by asking the owner or HOA whether the report is in another part of the facility file. Use the receipt’s facility description and service date as clues, while making clear that the requested item concerns inspection. If a contractor prepared a separate document, ask the holder to identify that document and its date rather than treating the receipt as its replacement.
Now suppose a report is supplied, but it names a different facility within the development. A matching site address leaves that mismatch in place. Compare the facility references and the described work; ask for the report covering the facility in question.
The covenant copy adds another kind of evidence, and the dated report is still missing. Keep its recording date apart from the inspection date. Label document creation, service, inspection and recording dates separately rather than sorting them into one assumed maintenance history.
This example establishes no actual facility outcome. The useful result is a specific unresolved item, its likely holder and enough identifying information to distinguish it from neighboring facilities or another service visit.
Request a City of Vancouver record or a Clark County Auditor copy
For City-held material, follow the Vancouver Public Records Request page. Describe the existing record sufficiently to locate it. The City can release only what it received and retained, so owner-kept files may come back missing.
For a recorded instrument, the Clark County Auditor’s Document Request page gives in-person, mail and online copy routes. Specify a certified copy if that is what you need.
Use the site and facility description, approximate date, and any known parcel or recording reference from existing papers as reconciliation clues. State whether the missing object is a log, report, receipt or instrument; requesting “everything showing completion” can obscure which evidence is absent.
If the papers concern a septic drawing or development release instead, use the Clark County septic-records guide to identify that separate record family, which has its own systems and coverage dates.
A page error, an unmatched identifier and a missing attachment require different follow-up. The record-data limitations guide explains how to preserve the source, scope and unresolved gap.
Keep the private-facility evidence and public building-permit outcomes separate: permit issuance, final inspection, occupancy approval and present facility performance each have their own record. When you write to the owner, City or Auditor, name one missing document and the facility it covers.
City of Vancouver stormwater and records pages and Clark County Auditor page checked October 6, 2026.