Public Record Requests: Guidelines for Access to Public Records
California Public Records Act (Government Code section 6250, et seq.)
Public records in the possession of the California Technology Agency, 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. These guidelines are posted on the Agency public website (www.cio.ca.gov). A copy of these guidelines is available upon request without cost.
Requesting 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, Agency staff will assist the requester to identify public records that are 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. Agency 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, Agency encourages all requests to be submitted in writing, including by facsimile or by electronic mail. Requests may also be made verbally, by telephone or in person. Please direct written requests to:
California Technology Agency, Legal Office
P.O. Box 1810,
Rancho Cordova, CA 95741-1810
You can also contact the Legal Office to submit a request by phone at (916) 445-2836 or via facsimile at (916) 324-1732.
A request can also be submitted through our website contact form by choosing "Public Record Request" in the drop down menu.
Please be advised, the California Technology Agency (Agency) is an Information Technology agency, 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 Agency.
Public Records Exempt from Disclosure. Agency cannot disclose records which are exempt from disclosure under the Public Records Act. (Government Code sections 6354 and 6255).
Inspecting Public Records. Public records in the possession of Agency, which are not exempt from disclosure, shall be available for inspection during normal Agency business hours (8:00am - 5:00 pm, Monday through Friday). If the request seeks inspection of records, a mutually agreeable time shall be established for the inspection. Agency 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 Agency personnel in the performance of their duties. Records will not be removed from the possession of Agency. An Agency employee will be present during the inspection of records to prevent the loss or destruction of records.
Obtaining Copies of Public Records. Once the California Technology Agency determines the number of pages of documents that are responsive to a request, the Agency may require the requester to pay a 25 cents per page duplication cost before the copies are made and provided. Such payment is to be made in cash, or check or money order made payable to the California Technology Agency. Credit card payment is not accepted. Agency does not accept payment of estimated duplication costs at the time a request is submitted. If a request seeks public records in an electronic format, Agency will provide those public records that are not exempt from disclosure in an electronic format if such records already exist in electronic format and no redaction of exempt or privileged information is required.