City Documents

How to Access Public Records

The Public Records Act

The City of San Dimas understands and supports the public’s right to access the public records created and maintained by the city in the course of their regular business. It is the goal of the City to provide service transparently, which includes timely access to requested records by the California Public Records Act, (CPRA), Government Code Section 6250 to 6270. The City of San Dimas provides access to public records, except those exempt from disclosure by law. Under the Act, the City of San Dimas has ten (10) days from receipt of the request to determine whether the request, in whole or part, seek copies of disclosable public records in the City’s possession and to notify the requestor of that determination. In unusual circumstances, the 10-day time limit may be extended by up to 14 additional days by written notice to the requestor, setting forth the reason for the time extension as required by the CPRA. More information is also available at Pocket Guide to California Public Request Act by the First Amendment Project.

Public Records Requests                                              

Members of the public may use the City’s Public Records Request Center to submit a request, track the status of a request and download responsive records. The online Public Records Request Center is managed during regular business hours Monday through Friday, 8:00 to 5:00 p.m. (excluding holidays). Click here to submit a records request. (Note: Data entered into the Public Records Request Center is considered public information) Individuals unable to make public records requests online may email the City Clerk’s Department at cityclerk@ci.san-dimas.ca.us with your request or visit the Administration counter in City Hall. Public records are open to inspection by appointment during normal business hours. If a records request involves a review of physical records by more than one department, a mutually agreeable time should be established for the inspection of records.

Online Records Library

The City has an Online Records Library that provides access to some of the City’s legislative and administrative records 24 hours a day, seven days a week. Access to agendas, agenda packets and minutes for City Council, Boards, Commissions, and Committees are available through this library. These records do not require submission of a public records request.

Records Management

The Finance Division assists the City Clerk’s Office in our records management process. The purpose of the Records Management Program is to facilitate, reference, and to preserve City records. Finance staff is assigned the task of scanning records that are required to be retained permanently and for the ease of reference and storage. The City utilizes Laserfiche software for document imaging, and the data is stored on a dedicated server.

The City adopted a Records Retention Policy in April 2000, and a subsequent general update was done in February of 2016. Click here to review the Records Retention Policy.

 

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