FAQ's

What contact should I include on my request?

Requestors are strongly encouraged to provide at least some contact information. Providing an email address allows you to log into the portal to view your request and access records that are uploaded to your request. In addition, this allows Town staff to send you notifications regarding the status of your request.


Who can see my contact information?

Requestors contact information is not published on the portal. However, all information sent and received by any Town employee is subject to the CPRA; therefore, any communications and data exchanged or provided to the Town is a public record and may be released in response to a public records request.


How detailed should my request be?

Please include details that will facilitate a focused search:

  • Describe the nature of the record being requested and/or provide the name or identification number of the records to the best of your knowledge.
  • Provide the time frame or date range you are interested in, for example: Fiscal Year 2021 or from February 2020 to present.
  • When possible, identify the departments and/or Town employees that may be involved in the subject matter.
  • Avoid abbreviations.
  • When applicable, provide specific addresses or intersection.

How does the Town process Public Records Requests?

The Town responds to requests for public records through its public records portal (NextRequest) pursuant to the CPRA, Government Code sections 7921.000 et seq. Pursuant to Government Code section 7922.535, the Town will determine whether it was disclosable records within 10 days from receipt of a request. In some instances, depending on the complexity of the request, the Town may take a 14-day extension in which to conduct a search to determine whether responsive records exist.

If disclosable records exist, the Town will make every effort to provide responsive non-exempt records within a reasonable timeframe; however, response times will vary depending on the types and volume of records requested and the scope or timeframe of the request.


Are there any fees or charges for public records requests?

The Town may charge for the actual costs of duplicating paper records. Fees for copies are $.37 per page (FY22-23), unless the requested record has an established statutory fee. There is no charge for electronic records that are provided via the public records portal.


When may public records be inspected?

In general, electronic records identified as responsive to CPRA requests are made available through the public records portal.

Public records maintained by the Town Clerk are open to inspection during regular office hours: 8 a.m. to 5 p.m., Monday through Thursday, except for Town holidays. The Office of the Town Clerk is located at 9291 Old Redwood Highway, Building 400, Windsor, CA 95492.

It is strongly recommended that you contact the Town Clerk's Office in advance to ensure that the records are available. An appointment may need to be scheduled if the records must be located and reviewed or redacted for exempt information.