Requests for District Records
Frequently Asked Questions

What Type of Information Can Be Requested?

Almost all District records are public records. District public records include a wide variety of information and materials including hardcopy writings and reports, e-mail, photos, microforms, sound, graphics, engineering drawings, that are created or obtained by the District.

Certain types of records may be exempt from disclosure including, but not limited to, trade secrets, proprietary software, preliminary drafts and memos, records concerning District litigation until the claim is resolved or settled, geological and geophysical data, vulnerability assessments and materials relating to personal privacy.

Who May Request Access to a Public Record?

Anyone may submit a request to inspect or copy a District public record.

Requests from other agencies may be exempt from the California Public Records Act and these guidelines.

How May the Public Obtain Access to a District Public Record?

The request should be in writing and can be e-mailed, faxed, mailed or delivered to the Records Management Center at the Blossom Hill Annex. For best service, requestors should fill out the District's Request for Access to Records or Files form. For your convenience, it is available as an online form or a PDF form that can be printed and faxed or mailed.

All requests for inspection or copies of District records should be directed to Records Management Center, Santa Clara Valley Water District by one of the following methods:

(Note: Requests for information on wells can go directly to the Wells and Water Production Unit.)

Records staff will assist the requester to identify the records that are responsive to the request or to the purpose of the request, if stated.

It is important to describe the records requested with sufficient detail to enable Records staff to identify and locate the information.

Helpful identifying information includes dates, subjects, titles, addresses, projects and/or authors of the documents requested.

District staff and contractors or consultants working for the District who receive requests over the phone, by e-mail or by any other means should immediately contact Records staff. Records staff will work with District staff to review and collect the records requested, and will be available to assist the Requester during inspection.

When Must the District Respond to a Request?

A request for copies of District records may trigger a 10-day response period, depending on the complexity of the request or for the District to determine if an exemption applies to the requested records. In "unusual circumstances," the request may be extended by an additional 14 days.

Will I get faster access if I come to the District in person?

All records must be reviewed by our legal counsel and security staff prior to their release to ensure that they indeed are public records. Therefore, although you are welcome to visit the Records Management Center in person to deliver your request, most requests will not be fulfilled on a same-day basis. We will accept your request, process it, and then contact you to schedule a time when you may come in to review the available records.

Where May Records be Inspected?

Records staff request that any person who wishes to inspect or copy public records to telephone them in advance and make an appointment to allow them enough time to identify and collect the requested documents.

Records not exempt from disclosure will be open for public inspection during normal business hours, 8:00am-5:00pm, Monday-Friday in the Records Management Center at the Blossom Hill Annex, 1020 Blossom Hill Road, San Jose.

You may also contact the records staff at PublicRecords@valleywater.org

Is There a Fee Involved?

The California Public Records Act allows the District to charge only for the direct costs of duplication of records, including the duplication of electronic records.

If fees apply, Records staff will issue an invoice and collect fees prior to release of records. The use of a licensed, bonded outside copy vendor is permitted, as is the use of personal/portable copying equipment.

What Information Will I Need to Submit?

In order to provide the best customer service, the District requests that you provide us with as much detail as possible about the materials you are requesting and sufficient information about where we may contact you regarding your request.

Helpful identifying information about requested material includes dates, name of locations or other entities concerned, subjects, titles, addresses, projects and/or authors of the documents requested.

In addition, we will need enough information about where to reach you in order to discuss your request and schedule the inspection or copying of records. We ask that you provide us with your name, contact phone number, address and e-mail.

Where can I get records about groundwater monitoring, contamination and cleanup?

As of July 1, 2005 all Underground Storage Tank (UST) case files have been transferred to Santa Clara County Department of Environmental Health. Their Website can be accessed at http://lustop.sccgov.org/. All files are current.

Santa Clara Valley Water District will still be managing Solvent Case Files. Our web pages are available at Groundwater Management Unit Solvents and Toxics Program .

For questions regarding accessing solvent case files, contact Roberta Novelli 408-265-2607 x2838.