2009 RES R-20-09 - Laserfiche WebLink

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(i) Social security numbers — State law requires local agencies to redact social security numbers from records before disclosing such records to the public. (Gov. Code § 6254.29.) (j) Test questions, scoring keys, and other examination data used to administer an examination for employment are exempt from disclosure. (Gov. Code § 6254, subd. (g).) (k) Library registration and circulation records are exempt from disclosure. (Gov. Code §§ 6254, subd. 0), 6267.) (1) Utility customer information —names, credit histories, utility usage data, home addresses, or home telephone numbers are exempt from disclosure except under specific circumstances. (Gov. Code § 6254.16.) This partial list of exemptions is subject to existing State and federal law, and any changes in the law are automatically incorporated into this policy. An expanded list of exempt documents and documents which are not deemed to be public records is provided in the California Public Records Act (Gov. Code §§ 6250 et seq.) 4. Requests to Inspect and/or Make Copies Requests Must be Submitted to the City Clerk During Normal Business Hours. All requests for records must be submitted to the City Clerk during normal business hours when City Hall offices are open. Receiving requests during normal business hours helps City staff avoid any delays in responding to requests for inspection and/or copies of City records. This requirement complies with the Public Records Act mandate that public records must be "open to inspection at all times during the office hours of the state or local agency..." (Gov. Code § 6253, subd. (a).) (Emphasis added.) This requirement to submit records requests during normal business hours also complies with the Public Records Act provision that allows the City to "adopt requirements for itself that allow for faster, more efficient, or greater access to records than prescribed by the minimum standards set forth in [the Public Records Act]." (Gov. Code § 6253, subd. (e).) Requests Should be Submitted in Writing to the City Clerk. The City encourages members of the public to submit all records requests in writing to the City Clerk's office, preferably using the Public Record Request form attached as Exhibit "A" to this policy. Written requests reduce any misunderstandings between the requester and City staff, which allows City staff to respond to records requests in a timely manner and with greater efficiency. However, the City will not deny a request for records solely because it is not submitted in writing. All Verbal Requests Must be Submitted to the City Clerk's Office. If any member of the public chooses to make a verbal request for records, such requests will only be accepted through the City Clerk's office during normal business hours when City Hall offices are open. City personnel in other City departments who receive verbal requests for records will direct the requester to contact the City Clerk's office. -3-