County Creates Online Public Records Portal to Meet Transparency Goals

A website designed to help people submit public record requests, track their progress and see if the records are already available was unveiled by San Diego County Thursday.

The site features a drop-down guide to help people find which county department might have the records they seek. It also has links to other data portals, search prompts, frequently asked questions and a video with step-by-step instructions on requesting public records.

Officials in a news release said the new Public Records Request Center is part of the clerk of the Board of Supervisors’ office, created to meet transparency initiatives and centralize public records requests.

“It will make requesting public records simpler because all requests will be handled through the center or the data portals on it,” according to the county.

A tool on the site, “View Existing Public Records Act Requests,” will allow anyone to see the public records that others have sought, starting with requests made on or after March 21, officials said.

The county will automatically make information available to the general public three days after the request is completed.

Established in 1968, the state Public Records Act declared that “access to information concerning the conduct of the people’s business is a fundamental and necessary right of every person in this state,” according to the county.

Tips on using the County Public Record Act website:

• Click on “Make a Request” and describe in detail the desired records or information.
• Yellow boxes may appear as one is typing, to refer users to another website or resource.
• It may be recommended that users add a county department in the drop-down box to help find records.
• When finishing a description, users may fill in contact information such as name, email address, address and phone number (but not personal information, such a Social Security number or birthdate).
• Without a valid email address, the county can’t directly respond to users, who may still submit a public records act request anonymously.
• Adding an email address allows the county to directly send users information.

To create an account, add an email address, and follow the prompt to set up an account with a username and password. The account lets county staff ask follow-up questions and users to check on the status of their request. Users also may download related documents.

Those wanting more information may contact the clerk of the Board of Supervisors Public Records Act unit at COBrecords@sdcounty.ca.gov.

– City News Service