The Clerk Chronicles: Official Custodian of City Records
A Series from the Palo Alto City Clerk, Mahealani Ah Yun
In this second installment in our series, we focus on the essential role of Palo Alto’s Office of the City Clerk as the official custodian of City records and gain details on how to get help finding a record you are looking for. The City Clerk’s team is responsible for maintaining and safeguarding all official City records, from meeting minutes to ordinances, and making sure they are easily accessible to the public. Read on to learn more about the team behind the scenes ensuring records are both accurate and easily accessible by the public.
Custodian of Records
Imagine the City Clerk as your local government library. Just like a librarian ensures every book is in its right place and available, the City Clerk manages the City’s documentation, making sure it’s stored correctly and can be retrieved quickly whenever necessary.
One of the primary duties of a city clerk is to act as the official custodian of all City records. This responsibility isn’t just about keeping papers in order; it’s about ensuring that all records, from meeting minutes to ordinances and resolutions, are accurate, up-to-date, and easily accessible by the public.
Ensuring Transparency
The City Clerk plays a pivotal role in ensuring that public records are available to everyone. Whether it’s through maintaining an online database or providing copies of documents upon request, the City Clerk ensures access and transparency.
The Nuts and Bolts of Record Keeping
Keeping records isn’t just about filing documents, it’s also about organizing them in a way that makes sense and complies with legal requirements. The City Clerk’s Office works with all departments to establish record-keeping practices to store documents securely and in compliance with laws like the Freedom of Information Act and the California Public Records Act.
The City Clerk is also responsible for records retention schedules, which dictate how long different types of records should be kept. Some records, like contracts, may need to be kept permanently, while others may only need to be retained for a few years.
Resources to Finding Records
In the digital age, the role of the City Clerk has evolved as they manage physical documents in addition to digital records. The City of Palo Alto now uses an electronic document management system to store and organize records.
If you’re looking to access public records in Palo Alto, the City Clerk’s Office is your go-to resource. Whether you’re researching local ordinances, looking for city council meeting minutes, or need other public documents, the City Clerk’s Office team makes it simple to find what you need.
Explore the Online Records Portal
Palo Alto’s Online Records Portal is a digital repository of many public records. Here, you can find documents such as city council meeting agendas, minutes, ordinances, resolutions, and more. Use search filters to locate specific documents.
Get Help Finding a Record
If you can’t find what you’re looking for or need a document that isn’t available in the digital portal, you may need to submit a Public Records Request. Public Records Requests are accepted in person, over the phone, via email, mail, or submitted online.
Here are some tips:
o Provide as much detail as possible about the record you’re seeking. The more specific you are, the easier it will be to locate the documents.
o Submit your request in the City’s Public Records Act Portal or by contacting the City Clerk’s Office at city.clerk@cityofpaloalto.org or (650) 329–2571.
Everyone has the right to access public records under the California Public Records Act. The City Clerk’s Office facilitates this process and ensures transparency and is committed to helping you access the information you need.
Read The Clerk Chronicles #1 about City Clerk Services and follow our series to learn about municipal elections in Palo Alto and important voting information in the next edition.
Other Online Resources
