Public Records Act Accessibility Guidelines

Contact Information

Inspection of Public Records

  1. All public records of the California State Transportation Agency (CalSTA) which are subject to disclosure under the provisions of the California Public Records Act (Gov. Code § 6250 et seq.) are open to inspection by the public during normal office hours at the office where those records are located. The office hours of the CalSTA Agency are from 8:00 a.m. to 5:00 p.m., Monday through Friday, except for state holidays. The CalSTA Agency may refuse to allow the inspection of any records which are exempt from disclosure under the Public Records Act.
  2. Any person wishing to inspect public records should make the request, either verbally (in person or by telephone) or in writing (delivered in person, by mail, e-mail or fax), to the local Public Records Review Officer. (See below.) Any person who wishes to inspect any public record maintained by the CalSTA Agency may do so without being asked to reveal his or her identity or the reason for the inspection. There is no cost to inspect public records.
  3. The requester shall specify the records desired, or if not known, the particular types or class of records. The requester should sufficiently describe records so that identification, location and retrieval of the records can be achieved without undue burden. Reasonable assistance shall be given to the requester to help him or her satisfy this requirement.
  4. The CalSTA Agency is entitled to a reasonable period of time to locate the records if not readily accessible and to review the records to determine whether any of the records are exempt from disclosure or whether portions of the records must be redacted in order to protect confidential or otherwise exempt material from improper disclosure. For this reason, the requester may want, but is not required, to contact the Public Records Review Officer in advance of his or her visit to discuss the request and to schedule a mutually convenient time to inspect the records.
  5. The CalSTA Agency will provide a suitable area in which the public records may be examined. Records cannot be removed from the office premises under any circumstances. However, a copy of a public record can be requested as set forth below. Persons inspecting records shall not destroy, mutilate, deface, alter, or remove any such records from the CalSTA Agency. To do so may subject the offender to imprisonment in State prison, or in a county jail, not exceeding one year, or a fine not exceeding $1,000, or by both fine and imprisonment. (Gov. Code §§ 6200-6201.) The CalSTA Agency will have agency personnel present during the inspection of records in order to prevent the loss or destruction of records.
  6. Records which are readily accessible and require no redaction will be made available for inspection as soon as possible and practicable, given the availability of staff. The inspection of public records may be temporarily delayed or restricted under any of the following circumstances:
    1. The records are immediately required by staff or other State officials in the performance of their duties;
    2. At that particular moment, supervision of the inspection is not possible; or
    3. Other members of the public are waiting to inspect the records.
  7. In cases where the inspection request is made in person and the requested records are not readily available for immediate public inspection (for example, the records must be redacted to remove confidential information), staff will so notify the requester, document the request in writing and attempt to obtain contact information from the requester in order for the CalSTA Agency to notify the requester as to when the records are available for inspection.
  8. In responding to a request to inspect documents which are not readily available for immediate public inspection, within 10 calendar days from receipt of the request, unless an extension for up to 14 calendar days is reasonably necessary, as set forth below, the CalSTA Agency will advise the requester by telephone or by mail, as appropriate, of: (1) the location, date, and time at which the requested records may be inspected; and (2) the requested records which are not subject to disclosure pursuant to applicable provisions of the Public Records Act.
  9. After the requester's inspection of the records and upon request for a copy of those public records, the CalSTA Agency shall provide a copy as soon as practicable. Copying of public records by the CalSTA Agency will require payment of a fee covering direct costs of duplication, as set forth below. However, the CalSTA Agency cannot immediately provide copies of large or voluminous numbers of records. Any person requesting copies of voluminous materials may wish to make arrangements with staff to arrange for a professional copying service to copy the requested materials at the requester's expense.

Requests for Copies of Public Records

  1. Requests for copies of public records may be made verbally (in person or by telephone) or in writing (delivered in person, by mail, e-mail or fax). For verbal requests for copies, the CalSTA Agency staff will document the request in writing and obtain contact information from the requester. Verbal requests will be confirmed in writing by the CalSTA Agency Public Records Review Officer to clarify the types of documents being requested and to ensure that the request is understood.
  2. The requester shall specify the records desired, or if not known, the particular types or class of records. The requester should sufficiently describe records so that identification, location and retrieval of the records can be achieved without undue burden. Reasonable assistance shall be given to the requester to help him or her satisfy this requirement.
  3. Within 10 calendar days from receipt of the request, the CalSTA Agency will respond in writing as to whether the CalSTA Agency will comply with the request, the reasons for such determination, and an estimate of the date copies of the disclosable records will be made available.
  4. When necessary, the CalSTA Agency may extend by written notice the time period to respond for up to 14 calendar days when the CalSTA Agency needs to:
    1. Search for and collect the requested records from field offices that are separate from the office processing the request.
    2. Search for, collect, and examine a voluminous amount of separate and distinct records.
    3. Consult with other divisions or agencies having a substantial interest in the determination of the request.
    4. Compile data, write program language or a computer program, or construct a computer report to extract data.
  5. When a response to a request for copies of public records includes a determination that the request is denied, in whole or in part, the response shall be in writing and set forth the reasons for the denial and the names and titles of each person responsible for the denial.
  6. Copying of public records by the CalSTA Agency will require payment of a fee covering direct costs of duplication, as set forth below. However, the CalSTA Agency cannot expeditiously provide copies of large or voluminous numbers of records. Any person requesting copies of voluminous materials may wish to make arrangements with staff to arrange for a professional copying service to copy the requested materials at the requester's expense.
  7. Upon request, the CalSTA Agency shall make available any public record in any electronic format in which the CalSTA Agency holds the information or in the format requested if the requested format is one that has been used by the CalSTA Agency to create copies for its own use or for provision to other agencies.

Duplication Costs

  1. The charge for photocopies is $0.10 (Ten Cents) per page. The charge for copies of Form 700 Statements of Economic Interests is $0.10 (Ten Cents) per page. (Gov. Code § 81008 et seq.)
  2. For copies of electronic records, the cost of duplication shall be limited to the direct cost of producing a copy of the record in an electronic format, unless the electronic records require data compilation, programming or extraction.

Contacts

All requests to inspect public records as well as requests for copies of public records should be directed to:

Rhiannon Gonzales
California State Transportation Agency
915 Capitol Mall, Suite 350 B
Sacramento, California 95814
Phone: (916) 323-5400

Requests Involving Constituent Departments and Offices of the California State Transportation Agency

In the event the CalSTA Agency determines that it does not possess the records being requested, but that may be located at one of its departments or offices, the requester will be given the contact information of the staff primarily responsible for responding to Public Records Act requests for the appropriate department or office. View the contact information(pdf).