WHAT'SNOTCOVERED privatepapers,unlessthey "r+' .

Employees' lat[e]to the conductof the public'sbusiness owned,used,or retained [and are] prepared, by the agency."(S 6252(e)) . Computer "developed by a stateor software mapping computer localagency... includ[ing] programs, and computer systems,computer (SS 6254.9(a),(b)) graphic systems," . Recordsnot yet in existence: The PRA ccnr exist,and an that already ers only records to createa record, agencycannotbe required for fu"Rolling requests" list,or compilation. recordsare not permitted. ture-generated EXEMPTFROMDISCLOSURE RECORDS The Act exemptscertainrecordsfrom disclosure in wholeor in part. This does not meanthey are is prohibited. not publicrecordsor that disclosure but can An agencymay withholdthe records, allowgreateraccessif it wishes. ($ 6253(e)). accessis pro or "favored" However, "selective" requester, one the to hibited;once it is disclosed recordis publicfor all. (S 6254.5)Manycatego ries of recordsare exempt,some by the Act itself, ($$ 6254(a)-(z)) and someby otherlaws ($$ Theseinclude: 6275-6276.48). discussionsare confidenAttorney-Client tial, even if the agencyis the client,but the agency(not the lawyer)may waive secrecy. ($s 6254(k),6254.25,6276.04) and applications, Appointment calendars phonerecords, and otherrecordswhich impairthe dellberativeprocessby revealing decisionthe thoughtprocessof government only if "the publicinmakersmay be withheld terestservedby not makingthe record[s] publicclearlyoutweighs the publicinterest of the record[s]."($ servedby disclosure v. Superior Ct.,53 Cal.3d 6255;TimesMirror Ct.,67 1325(1991); CFACv. Superior Rogers v. Superior 159 (1998); Cal.App.4th lf the interest 469 (1993)) Ct., 19 Cal.App.4th the indoes not clearlyoutweigh in secrecy the recordsmust be disterestin disclosure, impacton the incidental closed,"whatever process.'(TimesMirrorv. the deliberative Superior Ct.) The agencymust explain,not merelystate,why the publicinterestdoes not favor disclosure.

Preliminarydrafts, notes and memosmaybe the withheld only if: (1) they are "not retained...in courseof business" and (2) "thepublic ordinary in withholding clearly outweighs the puF interest in disclosure." Draftsare not e<lic interest keepccpies; or (2) emptedif: (1) staffnormally is finalevenif a decision the reportor document \Mrerea drafrmntainsboth is not.($ 6254(a)) onlythe lattermay factsand recommendations, (CBE The fads mustbe disclosed. be withheld. 171Cal.App.3d 704 (1985)) v. CDFA., Home Addressesin DMV,voter registrdion, publichousing, gun license, localagencyutlity records are exempt, as are and publicemployee ($$ addresses of ertain crimevictims. 625a(0,(u), 62Uj, 6254.3, 6254.4, 62u16, 6254.21) Recordsconceming a(;encylitlgation are or exempt, but onlyuntilthe claimis resolved filedin The complaint, claim,or records settled. that pre-date the suit(e.9.,reports court,records that eventually aboutprojects end in litigation), records ae public.($S6254(b), and settlement Register Div.of Freedom Naruspapers, 6254.25; Inc.v. Countyof Orange, 158Cal.App. 3d 893 (1e84)) medicaland similarfilesare e<Perconnel, pdwouldrevealintimate, emptonly if disclosure vate details(S6254(c) Employment cmtracls are not exempt.(S6254.8) Police lncident reports,rap sheets and anest records are exempt(Penal CodeSS11075, in the "police 11105, 11105.1 ), but information blotte/'(timeand circumstances of callsto police;nameand details of anests,wanants, drarges,hearing dates,etc.)mustbe disclosed unlessdisclosure wouldendanger an investigalnvestigative tion or the lifeof an investigdor. filesmay be withheld, evenafieran investigation is over. (Gov.Code5 625a0;Wlliams v. SuperiorCt.,5 Cal.4th 337 (1993); Countyof LA. v. Superior ldentiCt.,18 Cal.App.4th 588(1994). personnelfiles and miscofuingdatain police may duct ccrnplaints are exempt, but disdosure be obtained usingspecialprocedures underEri1043. denceCodesection for licenses, certifFinancialdata submitted cates,or permits, or givenin confidence to agenor bar*ciesthat overseeinsurance, securities, ing firms;tax, welfare,and frmily/adoption/ are all exempt.(SS6254(d),(k),(l), birth records 6276)

TO A POCKET GUIDE

THECALIFORNIA RECORDS PUBLIC ACT

A SERVICE OI:

THE FIRSTAMENDMENT PROJECT SOCIETYOF PROFESS'O'VAI

JOURNALTSIS fion Cal.)

HOWTO USE THISGUIDE This pocket guide is intendedto be a quick re$erence and providegeneralinfomrationto journalists and citizens. lt addressesaome commonpublic records problems,but does not substitute for researchor consultationwith a law yer on detailedquestions. Thie guide 3, 2003, current as of December

OR HELP: FOR MOREINFORMATION

PROJECT,........,.......5',1 M AMENDMENT 01208-77 Ff RST www.thefi Ftamendment.org First Amendment Coal ition... .......41 5/460-5060 California www.cfac.org

Funding provided bythe Sigma Delta Chi Foundation of the Soclety of Professional Jo,rnalists

CaliforniaPublicRecordsAct
Gow. CoDE SS6250 -6276.48

WHAT'SCOVERED
o "Records" include all communications elatedto public business "regardless of physicalform or characteristics, including pbture, any writing, paper,..., sound, or symbol, whether magnetic or othermedia."(S 6252(e)) Electronic records are included, but software may be exempt.(gg (a), 6253.e(a),(s), (d)) 6254.e

AccEssTlp !c Always askfor bothcopiesand acess; youctn afterinspeclion reduce (and thecopyreguest associated youneed. costs) to thematerials

THE BASICS
The PublicRecords Act is designed to give the publicaccessto information in possession of publicagencies: "public records are opento inspection at all times duringthe officehoursof the...agency and everyperson has a rightto inspectany publicrecord,exceptas . . , prG vided,[andto receive] an exactcopy"of an identifiable recordunlessimpracticable. ($ 6253). Specific exceptions to disclosure are listedin sections 6253.2,6253.5, 6253.6, 6254, 6254.1-6254.22, 6255,6267,6268, 6276.026276.48; to ensuremaximum access,they are read narrowly.The agencyalwaysbearsthe burdenof justifyingnondisclosure, and "any portion. . . shall be reasonably segregable available for inspection...after deletion of the portions (S 6253(a)) whichare exempt."

WHATMUSTHAPPEN
Access is immediateand allowedat all times duringbusiness hours.(S6253(a))Staffneed not disruptoperations to allowimmediate acess, but a decision whetherto grantaccess mustbe prompt. An agencymay not adoptrules that limitthe hoursrecordsare openfor viewing (SS and inspection. 6253(d); 6253.4(b)) . The agencymust provideassistanceby help ing to identiff recordsand information relevant to the requestand suggesting waysto overcome any practical basisfor denyingacess. ($ 6253.1) o An agencyhas 10 days to decideif copbs will be provided ln "unusual" cases(request is "voluminous," seeksrecordsheld off-site,OR requires consultation with otheragercies),the agencymay, uponwrittennoticeto the requesters, giveitselfan additional 14 daysto espond. ($ 6253(c))Thesetime periods may not be used solelyto delayaccessto the records. (g 6253(d)) o The agency may never make rccords available only in electronlcform. (g 62S3.9(e) o Access is always frce. Feesfor "inspection" or 'processing' (S 6253) are prohibited. . Copy costs are llmited to "statutory fees" set by the Legislature (not by locatordinance) or the "direct costof duplication", usually 10 to 25 cents per page. Charges for search,reviewor del+ tion are notallowed.(S6253(b); NorthCounty Parents v. D.O.E., 23 Cal.App.4th 1M (1994)) tf a request for electronic recordseither(1) is for a recordnormally issuedonly periodicalty, or (2) requiresdatacompilation, extraction, or prG gramming, copying costsmayinclude the costof the programming. (g 6253.9(a),(b)) r The agencymust jusUfythe withholdingof any record by demonstrating that the recordis exemptor that the publicinterestin confidentiality outweighs the publicinterest in disctosure. (g 6255) o

WHO'SCOVERED
. All state and local agencieqincluding: (1) any officer, bureau,or department.; (2) any "board,commission or agency"created by the agency(including advisory boards); and (3) nonprofit entities that are legislative bodies of a localagency. ($ 6252(a),(b)). Many stateand regional agencies are required to havewrittenpublicrecordpolicies. A list 4pearsin S 6253.4. Courts(exceptitemizedstatements of total expenditures and disbursement). (gg 6252(a),6261) (S6252) See Legislative The Legislature. Open Records Act, Govt.Codegg 907G9080. Privatenon-profit corporations and entities. Federalagencies. See FederalFreedom Of Information Act, 5 U.S.C. S 552.

REQUESTING PUBLIC RECORDS . Planyour request;knowwhat exemptions may apply. r Ask informally beforeinvoking the law. lf necessary, use this guideto stateyour rights underthe Act. r Don'task the agencyto createa recordor list. o A writtenrequestis not required, but may help if your requestis complex, or you anticipatetrouble. . Put date limitson any search. r lf the agencyclaimsthe recordsdon'texist, ask what fileswere searched; offer any searchcluesyou can. o Limitpre-authorized costs (or ask for a cost waiver), and pay onlycopying charges. o Demanda writtenresponse within 10 days.

WHO'S NOTCOVERED
. . o r

AccEsgTlp !c Lookto acess hwe (e.9.Legislative Open Recotds Ad, IRSrules,courtcases)that prmitinspection andcopying of records of agencies not subjec* to the Public Records Ad. Manylocaljurisdic{ions alsohave"Sunshine" lawsthatgrantgreater righbof access to r6ords.

IF YOUR REQUEST IS DENIED . Keepa logof to whun youspeakandthe stated reason for thedenial, . Employ theficllonting sixetepDENIAL strdegy: D = Dl*retlonary: Exemptions arepermissive,never mandatory. Asktheagency if it will waive theexemption andrelease the ecord. E = Explanatlon: Insist thattheagency o(plain in a written denial whytheexemption applies to therequested record. N = NarrcwAppllcatlon: TheActhvorsacess. Exemptions mustbenanowly csstrued. | = lsolate:Request flrerelease of anynonportions exempt of the record, A = Appeal:Strate yourrights, cing thisguide, andaskto speak to a higher a(pncycfficial. L = Lawsuit Filesuitto enforce yourrights. lf youwin,theagency mustpayyourcosts andlegal fees, ($6259(d)); Betth v. Garamendi232 Cal.App.3d 896(1991). r Wite a newsstoryor Letterto theEdtorabout thedenial. r Consult yoursupervisor or lawyer, or contact oneof thegroups listed on thisbrochure,