Public Record Requests: Guidelines for Access to Public Records


California Public Records Act (Government Code section 6250, et seq.)

Public records in the possession and control of the California Department of Technology, 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.

Request Inspection or Copies of Public Records. 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, Department of Technology staff will assist the requester to identify public records that may be responsive to the request or to the purpose of the request, or provide suggestions for overcoming any practical barriers to disclosure of the public records sought. The Department of Technology 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 for public records, the Department of Technology encourages all requests to be submitted in writing, including by facsimile or electronic mail. Requests may also be made verbally, by telephone, or in person. Please direct written requests to:

California Department of Technology, Legal Services Division
P.O. Box 1810
Rancho Cordova, CA 95741-1810

You can also contact Legal Services directly to submit a request by phone at (916) 403-9622 or (916) 324-1738, or via facsimile at (916) 324-1731.

A request can also be submitted by completing the contact form that can be accessed by clicking the Contact Form link in the above About Us menu bar.

Please be advised that the Department of Technology is an Information Technology department, not a general information office, for all state agencies. As such, we are not able to respond to general inquiries outside of the purview of this department.

Records Exempt from Disclosure. The Department of Technology cannot disclose records which are exempt from disclosure under the Public Records Act. (Government Code sections 6254 and 6255).

Inspecting Public Records. Public records in the possession and control of the Department of Technology, which are not exempt from disclosure, shall be available for inspection during normal business hours of the Department of Technology (8:00 a.m. – 5:00 p.m., Monday through Friday). If the request seeks inspection of records, a mutually agreeable time shall be established for the inspection. Department of Technology functions will not be disrupted to permit inspection of records, and records will not be available for inspections during periods when the records are required by Department of Technology personnel in the performance of their duties. Records will not be removed from the possession of the Department of Technology. A Department of Technology employee will be present during the inspection of records to prevent the loss or destruction of records.

Obtaining Copies of Public Records. Once the Department of Technology determines the number of pages of documents that are responsive to a request, the Department of Technology may require the requester to pay a duplication cost of 25 cents per page in advance of providing the documents. Such payment is to be made in cash, check, or money order, payable to the Department of Technology. Credit card payment is not accepted. The Department of Technology does not accept payment of estimated duplication costs at the time the request is submitted. Public records that already exist in electronic format that are not exempt from disclosure and do not require redaction of exempt or privileged information will be provided in electronic format, if requested.