Public Records Request
Policy Regarding Access to Public Records
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 the state because it gives the public an opportunity to monitor the functioning of their government. It is the City of South San Francisco's goal to provide the public with timely access to its public records.
Make a Public Records Request
The City Clerk’s Office handles Public Records Requests in compliance with California’s Public Records Act. In most cases your request will be fulfilled within 10 days. You can review previous requests and responsive documents, or submit a new request for public documents.
The California Public Records Act (Government Code Section 6253(c)) requires the City to respond to a request for public records within ten (10) calendar days.
The City will determine whether the request, in whole or in part, seeks copies of disclosable records and will promptly notify the requestor of its determination. In unusual circumstances, it may be necessary to request a 14-day extension to provide a determination.
Submit or Search Public Records Request
Request Copies of Official Building Plans
To protect the design professional's rights against misuse of the plans, the city is required to obtain written permission from the professional who signed the plans, or their successor, as well as the current owner of the building to make a copy. The request must be accompanied by an affidavit signed by the person requesting the copy that the plans will only be used for the maintenance, operation, and use of the building. In compliance with federal copyright laws and California Health and Safety Code § 19850 and 19851.
To request official building records, complete the Request for Plan Duplication - Owner Form(PDF, 407KB) and the Request for Plan Duplication - Design Professional Form(PDF, 527KB).
- Contact the Building Division to confirm the plans you would like to request are available.
- Obtain authorization from the Property Owner: (We will NOT release plans until permission is granted by the current property owner.)
- Obtain consent from licensed professionals: Plans that have been signed and stamped by a certified, licensed, or registered design professional require written permission for release from the professional. The individual requesting the copies may attempt on their own accord to obtain a release from the owner and architect.
- The design professional has up to 30 days (60 days if special circumstances apply) to respond to the reproduction request.
a. If you are the Property Owner and the Applicant, you will be required to fill out the Request for Plan Duplication - Owner Form(PDF, 527KB) .
b. For new property owners - please provide a copy of the recorded grant deed.
Viewing plans and permits
Building plans and permits are public records available for viewing during regular working hours at the City Hall Annex, 315 Maple Avenue. In addition, most recent permits issued are available for viewing online.
What Is a Public Record
The California Government Code defines public records as, “…any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristic.” For example, public records can include, but are not limited to, papers, books, maps, charts, photographs, audiotapes, videotapes, and information stored on a computer.
Who Can Request Public Records
Anyone may make a request to inspect or obtain a copy of a public record. A requester is not required to provide any personal identification or reason for the request. Completion of the Public Records Request Form makes the process more efficient.
Tips to Expedite a Request
To speed up your request, make your request as specific as possible about the records you are seeking. For example, you may want to provide a date range for your request, the department or staff that created the requested records, and/or any helpful keywords. You may complete and submit a Public Records Request Form (link below) to the appropriate department to help expedite your request. For records requests pertaining to medical records, additional documentation is required per the instructions located here.
Provide contact information or arrange to call or meet with a department representative at a later time to discuss the availability of the requested records.
Contact
Please contact the City Clerk’s Office at (650) 877-8518 if you need further assistance with respect to your Public Records Request.
Records Available to Search Online
City Council Procedure and Protocols Handbook
City Manager Employment(PDF, 1MB)