The California Public Records Act (PRA) provides for a right of access to public records and other information. The PRA makes all non-exempt CSD records – including the remainder of records after exempt portions are redacted – in any form or medium – subject to public inspection during CSD's normal office hours or other reasonable timeframe. Hard copies of those records are available after payment of duplication costs. (Government Code section 7920.000 et seq.)
The PRA does not provide for creation/preparation of a record or document that does not exist at the time of the request. Additionally, certain categories of personal information and records are exempt from disclosure under the PRA. Other laws also protect individual privacy interests and other propriety information from disclosure, including but not limited to the Information Practices Act (Civil Code section 1798 et seq.), the federal Health Insurance Portability and Accountability Act (Public Law 104-191 as amended), and the Uniform Trade Secrets Act (Civil Code section 3426 et seq.).
Public Records Act requests can be verbal or in writing.
a. Verbal Requests
Individuals may make verbal requests by telephone between 8 a.m. to 5 p.m., Monday through Friday, excluding state holidays:
Department of Community Services and Development 2389 Gateway Oaks, Suite 100 Sacramento, CA 95833 (916) 576-7109
b. Written Requests
Written requests may be delivered personally, via email at email@example.com, or via U.S mail or other courier, to the following mailing address:
Department of Community Services and Development 2389 Gateway Oaks Drive, Suite 100 Sacramento, CA 95833
c. Requests must be reasonable
Requests need to describe existing, reasonably identifiable records that are relevant to the business of CSD.
d. Requests do not need to be formal or technically accurate
Requests need not cite the PRA statute or other legal provisions. Requests for documents will not be rejected due to technicalities.
e. Requestor’s privacy rights
State law permits the requestor to keep his or her identification, contact information and any organizational affiliation private. CSD will ask the requestor to provide this information as a courtesy, however, to facilitate communication with the requestor in response to the request.
f. The PRA Officer will assist the requestor to make a focused and effective request
Example: The requestor states, “I’d like information about the amount of money CSD is giving out in grants this year.” The PRA Officer would then work with the requestor to clarify which type of grants, and whether the requestor seeks a grand total or by grantee. The goal is to provide the requestor with information that is as relevant to his or her specific needs as possible.
a. Determination of duplication costs
Records that can reasonably be provided in electronic format are provided to the requestor free of charge. Alternatively, a requestor may either view the relevant documents in CSD’s office or may request hard copies after payment of duplication costs. If the requestor has asked for copies, the PRA Officer will calculate such costs within the limits of the PRA and notify the requestor of the amount. For standard-sized documents, CSD will charge ten cents per black-and-white page. CSD will provide a quote for color and oversized documents. CSD will begin preparing the materials upon receipt of payment.
b. All requests will be handled in a timely manner
The PRA requires public agencies to initially respond to a request for records within ten calendar days (this time limit may be extended by 14 days in certain circumstances). CSD will inform the requestor of the status of the request within ten days, and further inform the requestor of an estimated timeframe for completion.