Guidelines for Access to Public Records: California Public Records Act
Government Code section 6250, et seq.
Public records in the possession of the Government Operations Agency (GovOps) which are not exempt from disclosure under the Public Records Act shall be available for inspection, and copies of such public records shall be provided, pursuant to these guidelines.
Requesting Inspection or Copies of Public Records
In order to help GovOps provide records promptly, requests should be sufficiently specific and focused to enable identification, location, and retrieval of the public records sought. If a request is not specific and focused, GovOps staff will: (1) assist the requester to identify public records that are responsive to the request or to the purpose of the request, (2) describe the information technology or physical location in which the public records exist, and (3) provide suggestions for overcoming any practical barriers to disclosure of the public records sought.
GovOps does not supplement responses to previous requests when new records are created or received. A separate request must be submitted each time records are sought.
To ensure accuracy in responding to a request, GovOps encourages all requests to be made in writing. Requests may also be made orally, by telephone or in person.
Please direct all requests to:
Government Operations Agency
ATTN: PRA Request
915 Capitol Mall, Suite 200
Sacramento, CA 95814
Fax: (916) 651-9071
Public Records Exempt from Disclosure
GovOps may refuse to disclose records which are exempt from disclosure under the Public Records Act (see for example Government Code sections 6254 and 6255).
Inspecting Public Records
Public records in the possession of GovOps which are not exempt from disclosure shall be available for inspection during our normal business hours. If the request seeks inspection of numerous records, a mutually agreeable time shall be established for the inspection. GovOps functions will not be disrupted to permit inspection of records, and records will not be available for inspection during periods when the records are required by GovOps personnel in the performance of their duties. Records will not be removed from the possession of GovOps. A GovOps employee will be present during the inspection of records to prevent the loss or destruction of records.
Obtaining Copies of Public Records
Copies of public records that are not exempt from disclosure will be provided at the cost of 10 cents per page for duplication. After GovOps determines the number of pages of records responsive to a request, GovOps may require the requester to pay the duplication costs before the copies are made and provided. GovOps does not accept payment of estimated duplication costs at the time a request is submitted.
Obtaining Public Records in Electronic Format
If a request seeks public records in an electronic format, GovOps will provide those public records that are not exempt from disclosure in an electronic format if GovOps has them in that format at the time the request is received. If GovOps does not have a public record in an electronic format, but another state entity may, GovOps will assist the requester in contacting that state entity. If electronic copies are requested for records that are only kept in hard copy the same cost per page for duplication as above can be paid by the requestor, GovOps may require the requester to pay the duplication costs before the electronic copies are created and provided.