A “public record” includes any writing containing information relating to the conduct of the public’s business that is prepared, owned, used, or retained by any state or local agency, regardless of physical form or characteristics. (Government Code Section 6252(d))

Complying with a public record request does not require compiling or building new writings from data, but rather to provide information that already exists. Electronic mail (e-mail), which is saved by the system, or printed out, is available for inspection.

A “writing” is defined as handwriting, typewriting, printing, photocopying, photographing, and every other means of recording upon any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums and other documents. (Government Code Section 6252(e))

A “member of the public” means any person, except when a person acts as a member, agent, officer or employee of a federal, state or local agency acting within the scope of his or her membership, agency, office, or employment with these organizations. (Government Code Section 6252 (f))

Government Code Sections 6253-6270 designate broad categories of records that are subject to public disclosure, as well as those records prohibited from public disclosure. Any public record that does not fall within a statutory exception to the PRA shall be subject to public disclosure.

Preliminary drafts, personal or informal notes, or interagency or intra-agency memoranda that are not retained by the public agency in the ordinary course of business, provided that the public interest in withholding those records clearly outweighs the public interest in disclosure.

• Records pertaining to pending litigation or written opinions or communications from our attorney.
• Personnel, medical or similar files, disclosure of which would be an unwarranted invasion of personal privacy.
• Information which identifies individual pupils, in compliance with privacy provisions (See Education Code 49060-49073)
• Trade secrets, patented, copyrighted or trademarked materials, or other similar proprietary information.
• Student records (unless authorized by parent/guardian)