UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES
Business and Financial Affairs
Information Access and Disclosure
Sec. 720-10: Information from Public Records (California Public Records Act) - Guidelines
Responsible Office: Public Records Office
Revised: March 2016
References / Resources
- California Public Records Act (CPRA)
- California Information Practices Act of 1977 (IPA)
- UC Business and Finance Bulletins
- RMP-7, Privacy of and Access to Information Responsibilities
- UCI Administrative Policies and Procedures
- Section 720-11, Privacy of and Access to Information (Excluding Student Records) - Guidelines
The California Public Records Act declares that access to information concerning the conduct of the people's business is a fundamental and necessary right of every person in this State, that public records are open to inspection at all times during regular office hours, and are subject to inspection and copying by every person except as provided in the Act.
A. Access to Public Records
- Review of Information
Prior to release of public information, the material must be reviewed carefully to make certain it does not contain any information about a particular individual that could be defined as "personal information" under the State of California Information Practices Act of 1977 (IPA).
The Information Practices Coordinator at (949) 824-2312 should be consulted when determining whether or not material should be released.
- Disclosure of Portions of Records
Any reasonably segregatable portion of a record shall be provided to any person requesting such record after deletion of the portions which are exempt by law.
- Disclosure of Exempt Records to a Federal Agency
- Before the disclosure of an otherwise exempt University record is made to a federal agency, the federal agency shall agree in writing to comply with the provisions of the California Public Records Act.
- This section does not apply to disclosures made pursuant to the Information Practices Act of 1977 (see Section 720-11), or other legal means, including discovery proceedings.
B. Requests for Records
- A request for a record should be in writing and specific enough to identify the record.
- If a record does not exist, the University is not required to create such a record.
- Records maintained by the University are property of The Regents of the University of California (i.e., not of the employee or office who creates or holds the record). A University employee may not use University records for purposes other than those that are relevant and necessary to the performance of his/her official duties. This includes records generated by the employee in his/her capacity as an employee or agent of the University. Pursuant to this policy, any other use of such records must be requested by the employee acting in his/her capacity as a member of the public.
C. Public Records Act Requests
The California Public Records Act provides that a fee may be charged to cover the direct costs incurred in making copies of records or information requested. A fee of ten cents per page may be charged for photocopies.
The denial of any request for records shall set forth the names and titles or positions of individuals responsible for the denial.
If a public records request is received from a member of the media, the Public Records Office may coordinate a response with Strategic Communications.