- September 9, 2026
What is a Public Records Act? (And Tips and Tricks)
What is a Public Records Act (PRA) Request?
The California Public Records Act (PRA) gives every person the right to access public records in the physical custody of the state or municipality unless the records are exempt from disclosure by law. See CA State PRA code here.
What type of information can I receive from the City of Irvine?
Existing contracts, maps, agenda items, police reports (redactions may apply), communications such as emails and texts, studies, financial reports, transcripts of City proceedings (if they exist), or public presentations. However, the City will not compile data upon request, gather information, perform research, or otherwise create a record that does not exist or that is not maintained in the normal course of business. For example, Irvine Watchdog published an article discussing Councilmember attendance records. Since attendance records are not normally kept or compiled by the city, Watchdog had to read every meeting minutes to determine who showed up for each agenda item and who was absent. Asking the City to create a compiled master list of attendance is out of the scope of the City’s PRA duties.
Where do I go to submit a PRA request?
A general PRA request can be submitted here. If you’re lucky, the document or record you’re looking for may already be accessible online by utilizing the Quick Search here. Within the Office of Records page, there are specific links to view building permits if that is what you’re looking for. However, for most elusive records, you will have to submit a general PRA request and wait for the City to locate and send a digital copy to you at the email you provide.
Law Enforcement Records:
Police and public safety records here
Police Reports (and checking the status of your police report) here
How long does a request take?
A simple request for a small, easy to find record typically takes up to 10 days. However, larger, more complex requests can take up to 3-6 months depending on complexity and sensitivity of the data. For instance, records pertaining to FBI investigations with the City over the course of five years can take six months or more to receive because the date range is very wide and the nature of the documents is sensitive and would require the city attorney’s office to redact and review sensitive material to determine what can be seen by the public. The more narrow, targeted, and easily searchable the record is, the quicker you will receive a response.
Tips and Tricks for Getting What You Need With Your PRA Request
1) You may remain Anonymous when making a PRA request. If you include your name and/or the name of a company or group you belong to, that becomes a public record. Your address or phone number never becomes public. Many requests leave the name and/or organization field blank or provide a “John Doe” when submitting a request. That’s fine!
2) Narrow your search for quicker results. If you ask for “all communications Mayor Larry Agran and the City Manager from 1975 to present”, that is far too broad. You will either be asked to narrow your request or be prepared to wait three years. Try requesting “all written communications by email and text to former City Manager Oliver Chi from May 1, 2025 to July 24, 2025. It will still be a lot, but that’s manageable.
3) Break up your requests if you are seeking many items. If you seek many items, break it up by category so you can receive some of the easy-to-find items sooner instead of waiting an eternity for your entire multi-level request to be complete.
4) Use communications catchalls to make sure City staff can’t “wiggle” out of divulging all records you seek. Use “any and all written, recorded, or transcribed communications, including emails, texts, letters and transcripts from lobbyist John Doe received by City Councilmember Jane Smith or sent by Councilmember Jane Smith to lobbyist John Doe from 01/01/2026 to 3/1/2026.” This request is all encompassing, specific and clear.
5) Be careful what you ask for. It may be a document dump you receive one year later. The city has limited resources to do a deep dive for you. If you ask for all contracts ever entered by the City from 1988 to present, be prepared to be asked to narrow your search or receive a response much later in the form of a giant document dump.
6) Many records like meeting minutes, agendas and reports are already accessible on the city website and a PRA for these may lead the city to direct you to where you can conduct the search on your own.
7) The PRA vulture tactic. Did you know you can submit a PRA request for all PRA requests submitted within a specified timeframe. For example, “I request a list of all PRA requests submitted in 2026.” You may think the City will not create a list for you. However, during the City’s normal course of business, they keep a running excel sheet of PRA requests with all sorts of good information. You can view this list and decide whether you want to request a duplicate copy of someone else’s PRA request to be sent to you! See a sample below.
