HOW TO REQUEST PUBLIC RECORDS

The Inland Empire Utilities Agency (IEUA) is committed to responding to public records requests in accordance with the California Public Records Act.  Under the California Public Records Act, the public has the right to access public information maintained by public agencies.  At IEUA, the Human Resources and Support Services Department is responsible for the records management program that facilitates this process.   Day to day activities of the records management program is overseen by service support staff.

What is Records Management?
Records management is the process by which an organization:

• Determines what types of information should be considered records.

• Determines how active documents that will become records should be handled while they are in use, and determines how they should be collected once they are declared to be records.

• Determines in what manner and for how long each record type should be retained to meet legal, business, or regulatory requirements.

Requesting Public Records

• Direct all Requests to Records Management:  Records Coordinators are responsible for facilitating responses to all public records requests.  Directing your request appropriately makes it easier for staff to track and process your request, resulting in an efficient and prompt response. 

• Written Requests:  A written response is required either by mail, fax or e-mail or by completing a Records Request Form to ensure your request has been properly understood and to promptly expedite your request. 

• Records Defined:  “Records” include any writing containing information relating to the conduct of the Agency’s business prepared, owned, used or retained by the Agency regardless of physical form or characteristics.  “Writing” includes information recorded or stored on paper, computers, e-mail or audio or visual tapes.

• Identifying Records:  In order to help the Agency provide records promptly, requestors should provide specific and accurate information about the records they seek including names of facilities and addresses. When a record cannot be identified by name, the requestor should attempt to be as specific as possible in describing the records.

• Inspection of Public Records:  Public records maintained by the Agency are available for inspection during regular business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays.  Members of the public are not required to give notice in order to inspect public records at Agency offices during normal working hours.  However, if the request requires the retrieval/review of records, a mutually agreeable time should be established for inspection of the records.  In order to prevent records from being lost, damaged or destroyed during an inspection, Agency employees may determine the location of and may monitor the inspection.  Request for Statement of Economic Interests and Agency publications are usually provided quickly.  Requests for other records may take longer if prior review for “exempt from disclosure” is needed.  Numerous Agency databases, board agendas, reports are available at our Agency website:  www.ieua.org 

• Processing Requests:   When a records request is received, the Agency will respond within 10 days after receipt of the request, and shall promptly inform the requestor of  its decision and the reasons for the decision. The initial 10 day period may be extended up to an additional 14 days for the following reasons:

  • Communication with other field or department offices.

  • Inspection of voluminous records.

  • Consultation with other divisions or agencies.

  • Construction of a computer report for data extraction.

• Whenever possible, the Agency will provide records upon determination of disclosure. If immediate disclosure is not possible, the Agency will provide an estimated date of availability, and will provide the records within a reasonable timeframe.

• Reproduction Fees:  The Agency may charge for the cost of duplication when it provides copies of records to the public.  See “Schedule of Fees.”

• Exemptions:  The Agency will provide access to all public records upon request unless the law provides an exemption from mandatory disclosure. Examples of records exempt from mandatory disclosure under the California Public Records Act include:  personnel records, investigative records, drafts, confidential legal correspondence, records prepared in connection with litigation, and information that may be kept confidential pursuant to other state or federal statutes.  In most circumstances, if the Agency removes exempt information from the records, it will disclose the remainder of the records.

• Identification of Requestors: The Agency will not require that persons requesting to inspect records provide identification, or the reasons for writing to inspect records.  However, if records are to be picked up or mailed to a requester, relevant identifying information must be provided.