Responding to your request
Prompt access to public records is required by the CPRA (Government Code 6253). However, the agency has 10 days to respond to the request, either providing the information, or may provide a detailed explanation as to what information may be released or what cannot because it is protected by law. The 10-day period mentioned in the act is not a legal deadline for producing records, rather it is a time frame which allows the agency to review records to determine if the records being sought are legally allowed to be released or whether they are exempt. As soon as a determination is made, the request will receive a response as to the status, cost, and/or time frame as some records may need to be released incrementally due to size and extent.
The rights under the CPRA provide for the inspection of public records or to obtain copies of identifiable records, it does not compel the agency to create lists or reports in response to the request.
Under Government Code 6253(b), Agencies may charge for the "direct costs" for providing copies of an identifiable record. Typically a fee of twenty cents per printed page is charged for copies of documents.
*Freedom of Information Act (FOIA) requests apply only to federal agencies, the Shafter Police Department is a local government agency and so it is not subject to such requests.
A request may be made in person or by obtaining a copy from a local agency. The choice is up to the requestor. A request may also be made to have the documents emailed to a specific email address.
The request may be made during regular office hours, excluding holidays, but the right to demand to see a record immediately is not required. The response time for the agency to respond is governed specifically in the act.
Form of the Request
A public record request may be made in writing or orally, in person or by phone. A written request may also be made in paper or electronic form and may be mailed, emailed, faxed, or personally delivered. We may ask if you will put your request in writing but it is not mandatory in every request. However, absent a written request, our personnel will orally verify exactly what is being requested, will record the conversation, and verbally verify the request being made at the completion of the call or personal conversation regarding a records request. If a request is made that is not clear, then the agency may request clarification in order to respond accordingly.
A request for records under CPRA utilizes the same record request document found on the preceding page entitled: Records/Reports - California Public Records Act.To access the fillable PDF (Portable Document Format) record request form please click on the below hyperlink:
Standard Records Request Form: CLICK HERE
Depending on what kind of record you are requesting, the response may come from Records, or it may come from the Chief's office. General departmental requests such as crime reports, calls for service, traffic accidents and similar categories will be responded to by our Records Unit. Other records, for example asking for specific police officer information, pay information, use of force incidents, or similar type requests will be responded to by the Chief's Office. If you have questions and want to discuss your request, or make a verbal request, you may contact our Records unit by email here:(eMail to: RECORDS UNIT) or by phone at (661) 746-8564.
Regardless of your request, you will need to ensure that the scope of the request is clear enough for personnel to determine if we have the records you seek, and if so, are we authorized to release them and to what extent.
In order to accomplish this it is recommended that you minimally have the following:
1) The date of the record(s) sought;
2) The subject or incident type of the record sought;
3) A clear and specific description of the record sought;
4) Any additional information that helps staff identify the specific record being sought;
5) Your complete contact information so that we may notify you when your request is available.
