California Public Records Act
What is a California Public Records Act (CPRA) Request?
A CPRA request is an inquiry for public records made by any member of the public to a government agency within California.
Public records, as defined in California Government Code Section 7920.530, includes any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency.
Any member of the public, including patients (incarcerated people), vendors, or advocacy groups may submit a CPRA request to obtain records or documents.
Submitting a Health Care-Related CPRA request to CCHCS
California Correctional Health Care Services (CCHCS) responds to health care services related requests for governmental records pursuant to the CPRA. A CPRA request will be responded to in the manner it was originally received by CCHCS. The most common methods for submitting a PRA request include electronic submission via email or traditional mail via the U.S. Postal Service. Submit CPRA request via email or mail to the following:
| Method | Contact Information |
|---|---|
| CCHCSHealthPRAS@cdcr.ca.gov | |
| California Correctional Health Care Services Attention: PRA Coordinator, Building C P.O. Box 588500 Elk Grove, CA 95758 |
What to Expect?
Within ten calendar days of submitting a CPRA request, our office will provide a response with one of the following:
- Determination of whether the request, in whole or in part, seeks copies of disclosable public records.
- If responsive records exist, our office will provide them at the time of determination (if possible).
- If additional time is required to prepare the records, our office shall state the estimated date and time when the records will be made available pursuant to Government Code Section 7922.535(a).
- Request for clarification to assist the requester in making a focused and effective request that reasonably describes an identifiable record.
- Notice of 14-day extension, concluding with a determination on or before the extended date.
Timeframes
Pursuant to Government Code Section 7922.535, each agency, upon a request for a copy of records, shall, within ten days from receipt of the request, determine if the request, in whole or in part, seeks copies of disclosable public records in the agency’s possession and shall notify the requester of the determination and rationale.
Determination
The time to produce records may vary. Records may be released at the time of determination or on a future specified date, potentially weeks or months after the issued determination. Production timeframes are dependent on various factors, including the breadth, complexity, volume of the request and necessity for data compilation. CCHCS reserves the right to assert all applicable exemptions from disclosure.
Extension
Pursuant to Government Code Section 7922.535(b), in unusual circumstances, the prescribed ten-day time limit may be extended by written notice from the head of the agency or a designee to the requester, setting forth the reasons for the extension and the date on which a determination is expected to be dispatched. No notice shall specify a date that would result in an extension for more than 14 days.
Clarification
Pursuant to Government Code Section 7922.600, the CPRA requires a state agency to assist a member of the public in making a focused and effective request that reasonably describes an identifiable record or records. If a request is determined to be potentially vague, broad, or complex, CCHCS will seek clarification to ensure the research and records provided are responsive to the request. If the requester does not provide clarification to CCHCS by the requested date, CCHCS will issue a determination based on the original request on the following business day. This may result in no responsive records. Any subsequent clarification submitted will be addressed as a new CPRA request.
Tips for Formulating an Effective Request
Pursuant to Government Code Section 7922.600, a public agency shall assist the requester in making a focused and effective request that reasonably describes an identifiable record. In order to make a focused and effective request, please reference the following tips.
| Request Element | Tips |
|---|---|
| Description of Request | Ensure the description is clear, concise, and provides a specific description of the records being requested. |
| Dates/Timeframe |
Include the date(s) of the record(s) or a time period for your request (e.g., calendar year 2020). * Please note: CCHCS has a five-year retention policy which relieves CCHCS from any obligation for producing historical records that fall outside the retention period. There may be exceptions when portions of historical records are retained. If these records exist, they will be produced in accordance with CPRA. |
| Individual Names | Provide the full names of the individuals and any other identifying information (e.g., CDCR numbers, state classification). |
| Contact Information | Provide your contact information for response to your request, preferably an email address. |
Other Types of Record Requests
Requests unrelated to health care services may be submitted to the California Department of Corrections and Rehabilitation (CDCR).
By PRA Portal: CDCR PUBLIC RECORDS PORTAL (govqa.us)
By Mail: California Department of Corrections and Rehabilitation
1515 S Street, Suite 314S
Sacramento, CA 95811
Patient Health Records
Patient health records are not releasable via the CPRA. Requests shall be made to the Health and Imaging Records Center.
By Email: releaseofinformation@cdcr.ca.gov
By Mail: Health and Imaging Records CenterP.O. Box 588500
Elk Grove, CA 95758
Research or Study
CPRA submissions from universities related to a research project or study must conform to the requirements and limitations of the CPRA.
The CPRA provides for the disclosure of an existing, identifiable record and does not require a government agency to prepare new records in response to a request or compile, synthesize, summarize, or index information in a form that does not exist at the time of the request.
Costs, Copies, and Compilation
Copies of Responsive Records
Pursuant to Government Code Section 7922.530(a), CCHCS shall make the record promptly available to any person upon payment of fees covering direct costs of duplication.
Data Compilation, Extraction, or Programming
Pursuant to Government Code Section 7922.575(b), should a request require data compilation, extraction, or programming, CCHCS is permitted to charge requesters at an hourly rate for the associated services necessary to produce the requested record. CCHCS will notify requesters at the time of determination of any required data compilation and, if possible, any possible exemptions and restrictions of compilations.
Resources and Contacts
CCHCS CPRA Request
By Email: CCHCSHealthPRAs@cdcr.ca.gov
By Mail: California Correctional Health Care Services
P.O. Box 588500
Elk Grove, CA 95758
CDCR CPRA Request
By PRA Portal: CDCR PUBLIC RECORDS PORTAL (govqa.us)
By Mail: California Department of Corrections and Rehabilitation
1515 S Street, Suite 314S
Sacramento, CA 95811
Health and Imaging Records Center
By Email: releaseofinformation@cdcr.ca.gov
By Mail: Health and Imaging Records Center
Elk Grove, CA 95758
Human Resources
By Email: CCHCSHR@cdcr.ca.gov
Frequently Asked Questions
Where can I find publicly available records?
A variety of documents, including policy and regulations, reports, and clinical resources, are located on the CCHCS website: CCHCS – California Correctional Health Care Services.
Can I speak to someone on the phone?
All communications are completed in writing through our general mailbox to ensure that any essential information a requester provides is appropriately addressed.
How do I request my personnel records?
Personnel records are exempt from release via the CPRA pursuant to Government Code Section 7927.700, which states, “[p]ersonnel, medical, or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy.” Once a record is released to the public, it will be considered an accessible record for any member of the public. You may contact CCHCS Human Resources for assistance at CCHCSHR@cdcr.ca.gov.
What forms of payment are accepted? Can payments be refunded?
CCHCS accept payment via personal or cashier’s check. Payments for completed data compilations are not refundable. Refer to the Payment Reference Sheet attached to your CPRA response for further information.
History
The California Public Records Act was passed by the California Legislature in 1968 for all state and local governments.
The fundamental concept of the law is that government records shall be disclosed to the public, upon request, unless there is a specific reason not to do so.
Effective January 1, 2023, the Public Records Act section of California Government Code, Title 1, has been changed without regulatory effect, renumbering former Sections 6250 through 6276.48 to 7920.000 through 7930.215.