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Board Policy No. 16 <br />Public Records Requests <br />Page 1 of 6 <br />Summary <br />This policy outlines NCTD’s procedure for responding to requests to review or obtain copies of <br />public records and to establish guidelines for adhering to the legal requirements of the California <br />Public Records Act (“Act”) and other applicable laws. <br />Purpose <br />This policy is established in accordance with Government Code § 6253.4, subdivision (a), which <br />states: “Every agency may adopt regulations stating the procedures to be followed when <br />making its records available in accordance with this section.” This policy sets forth NCTD’s <br />policies and procedures for handling requests to inspect and/or copy public records. It is <br />designed to be in compliance with the California Public Records Act (Gov. Code § 6250 et. <br />seq.) and all existing laws pertaining to disclosure of public records. If any provision of this <br />policy conflicts with current state or federal law, the law shall take precedence. <br />Definitions <br />As used in this policy, the following terms shall have the following meanings: <br />NCTD” shall mean the North County Transit District. <br />Person” shall mean any natural person, corporation, partnership, limited liability company, firm, <br />or association. <br />Writing” means handwriting, typewriting, printing, photostating, photographing, photocopying, <br />electronic mail, facsimile, and every other means of recording upon any tangible thing any form <br />of communication or representation, including letters, words, pictures, sounds, or symbols, or <br />combination thereof, and any record thereby created, regardless of the manner in which the <br />record has been stored. <br />Public records” shall mean any writing containing information relating to the conduct of the <br />NCTD’s business prepared, owned, used, or retained by the NCTD regardless of physical form <br />or characteristics. <br />Requester” shall mean a person, or representative of a person, who has submitted a request for <br />records to the NCTD by mail, fax, e-mail, telephone, or in person. <br />Policy <br />This written policy will establish NCTD’s guidelines for responding to the most common types of <br />requests received by NCTD. <br />The California Public Records Act was enacted to protect individual privacy rights while <br />acknowledging the “fundamental and necessary right” of every person to have “access to <br />information concerning the conduct of the people’s business.” The Act, in part, provides a