How to File a Public Records Request in San Francisco, California

What Is the California Public Records Act?

The California Public Records Act (CPRA), codified at Government Code §§ 7920.000–7931.000, declares that access to information concerning the conduct of the people's business is a fundamental right of every person in the state. Originally enacted in 1968 and recodified effective January 1, 2023, the Act guarantees the public's right to inspect and obtain copies of records held by state and local agencies. In 2004, Proposition 59 elevated public records access to a constitutional right under Article I, Section 3(b) of the California Constitution.

A "public record" under the CPRA is broadly defined as any writing containing information relating to the conduct of public business, regardless of physical form — including emails, text messages, spreadsheets, permits, meeting minutes, contracts, and financial reports. Even writings on personal devices or accounts are subject to disclosure if they relate to public business.

Key exemptions include attorney-client privileged communications, law enforcement investigatory files, personnel and medical records, preliminary drafts not retained in the ordinary course of business, and trade secrets. The CPRA also includes a catch-all exemption under Government Code § 7922.000 where the public interest in nondisclosure clearly outweighs the public interest in disclosure. Critically, the burden of proof always rests with the agency to justify withholding records — not with the requester.

Read the full text of the California Public Records Act (California Government Code, Division 10, Title 1 (§§ 7920.000–7931.000))

How to File a Public Records Request with the City of San Francisco

How to Submit Your Request

San Francisco's public records process is departmental — you submit your request to the specific city department that holds the records you seek. The city's primary platform is NextRequest (sanfrancisco.nextrequest.com), where approximately 18 departments accept and process requests through a centralized online portal. To file a request, visit the portal, click "Make Request," select the relevant department from the dropdown menu, and describe the records you are seeking. You can create a free account to track your request or submit anonymously. For departments not on NextRequest (such as the San Francisco Police Department, which uses GovQA), visit that department's website for specific instructions. You may also submit requests by email, mail, fax, or in person to any department's designated custodian of records. No special form is required.

What to Include in Your Request

• The specific city department you believe holds the records
• A clear and specific description of the records you are seeking
• Date ranges, names, addresses, or other identifying details to narrow the request
• Your preferred format for receiving records (electronic or paper)
• Your contact information (name, email, phone number, or mailing address)
• A reference to the California Public Records Act (Government Code § 7920.000 et seq.) and/or the San Francisco Sunshine Ordinance (S.F. Admin. Code Ch. 67)
• Any maximum fee amount you are willing to pay for copying costs

Response Deadlines and What to Expect

Under the California Public Records Act, agencies must determine within 10 calendar days of receiving a request whether the request seeks disclosable public records (Government Code § 7922.535(a)). This initial response is a determination — the agency must tell you whether it has responsive records and, if so, provide an estimated date when they will be available. If the 10th day falls on a weekend or holiday, the deadline extends to the next business day.

In "unusual circumstances," the agency may extend the response deadline by up to 14 additional calendar days by providing written notice (Government Code § 7922.535(b)). Unusual circumstances are narrowly defined and include the need to search off-site facilities, examine a voluminous number of records, or consult with another agency.

Importantly, the 10-day deadline is for the agency's initial determination — not necessarily for delivering all records. The CPRA requires agencies to make records "promptly available" after issuing a determination but does not set a hard deadline for production. This is a frequent source of frustration for requesters.

San Francisco's Sunshine Ordinance (S.F. Admin. Code § 67.25) also provides for "Immediate Disclosure Requests" — a special expedited process where the agency must respond by the end of the next business day. To invoke this, write "Immediate Disclosure Request" across the top of your request.

Copying fees in San Francisco are generally 10 cents per page for standard photocopies. Policy bodies may charge just 1 cent per page for documents prepared for public meetings. Departments may not charge for locating, collecting, or redacting records. Electronic records delivered via NextRequest are typically free of charge.

What to Do If Your Request Is Denied or Delayed

If your public records request to a San Francisco city department is denied, delayed, or you receive an incomplete response, you have several options — and San Francisco provides more administrative remedies than most cities in California.

First, understand that a denial must be in writing and must cite the specific legal authority for withholding each record or portion of a record. If the agency's response is vague or cites no exemption, that is itself a potential violation of both the CPRA and the Sunshine Ordinance.

Common reasons for denial include attorney-client privilege, law enforcement investigatory files, personnel privacy, pending litigation, and trade secrets. However, even when an exemption applies, the agency must still release any reasonably segregable, non-exempt portions of the record.

San Francisco offers two unique administrative paths before litigation. You can petition the Supervisor of Records — a role held by the San Francisco City Attorney's Office — by emailing Supervisor.Records@sfcityatty.org. The Supervisor of Records will review whether the withheld records are public and work to facilitate compliance. Alternatively, you can file a complaint with the Sunshine Ordinance Task Force (SOTF) by emailing sotf@sfgov.org or delivering it to City Hall, Room 244. The SOTF can hold hearings, issue determinations, and make referrals to enforcement agencies.

If administrative remedies do not resolve the dispute, you may file a petition for writ of mandate in San Francisco Superior Court under Government Code § 7923.000. California law strongly favors requesters in court: if you prevail, the court shall award you attorney's fees and costs (Government Code § 7923.115(a)). The agency can only recover its fees if the court finds your case was "clearly frivolous" (§ 7923.115(b)).

Steps to Appeal

1. Follow up directly with the department's custodian of records to clarify or narrow your request and seek informal resolution.
2. File a petition with the Supervisor of Records by emailing Supervisor.Records@sfcityatty.org with details of your original request, the agency's response, and why you believe the records are public (S.F. Admin. Code § 67.21(d)).
3. File a complaint with the Sunshine Ordinance Task Force (SOTF) by emailing sotf@sfgov.org or delivering it to City Hall, Room 244, 1 Dr. Carlton B. Goodlett Place, San Francisco, CA 94102 (S.F. Admin. Code § 67.21(e)).
4. Attend the SOTF hearing, which is typically scheduled at the Task Force's monthly meeting, held on the first Wednesday of each month at 4:00 PM in City Hall, Room 408.
5. If administrative remedies fail, file a petition for writ of mandate or declaratory relief in San Francisco Superior Court under California Government Code § 7923.000.
6. If you prevail in court, seek recovery of court costs and reasonable attorney's fees under Government Code § 7923.115(a). The agency may only recover fees if the court finds your case was 'clearly frivolous' (§ 7923.115(b)).

Types of Records You Can Request from San Francisco, California

San Francisco is a consolidated city-county with dozens of departments, each maintaining records relevant to its operations. The following are examples of commonly requested public records from city agencies:

• Building permits, inspection reports, and code violation records (Department of Building Inspection)
• Police incident reports and use-of-force records (San Francisco Police Department)
• City contracts, vendor agreements, and procurement documents
• Board of Supervisors meeting agendas, minutes, and legislation
• City employee salary, benefits, and pension data
• Planning and zoning applications, environmental review documents, and conditional use permits
• Municipal Transportation Agency (SFMTA) transit data, parking citations, and traffic studies
• Property assessment and tax records (Assessor-Recorder's Office)
• Public health orders, restaurant inspection reports, and communicable disease data (Department of Public Health)
• Campaign finance filings and lobbyist disclosure reports (Ethics Commission)
• City budget documents, expenditure reports, and financial audits (Controller's Office)
• Homeless shelter capacity data and encampment reports (Department of Homelessness and Supportive Housing)
• Emails, text messages, and other communications among city officials relating to public business
• Settlement agreements and litigation costs paid by the City Attorney's Office

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of San Francisco to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in San Francisco