FAQs
Welcome to Caltrain’s public records request web portal! The NextRequest platform is intended to facilitate public access to Caltrain’s public records. It allows you to request, track, and access public records and is designed to make information easily accessible to the public. Through the NextRequest platform, Caltrain responds to requests for public records pursuant to the California Public Records Act (CPRA), Government Code section 6250 et seq.
What is a public record?
The CPRA defines “public records” to include “any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” (Gov. Code, § 6252, subd. (e).) “‘Writing’ means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.” (Gov. Code, § 6252, subd. (g).)
What contact information should I include in my request?
While it is not required, requesters are strongly encouraged to provide at least some contact information. Providing an email address will allow you to log into the portal to view your request and access records that are uploaded to your request. In addition, this will allow Caltrain staff to send you notifications regarding the status of your request.
Who can see my contact information?
Requesters’ contact information is not published on the portal. However, all information sent and received by any Caltrain employee is subject to the CPRA; therefore, any communications and data exchanged or provided to Caltrain is a public record and may be released in response to a public records request.
Can I make an anonymous request?
Yes. You need not provide your contact information with a request. But, if you submit a request without contact information, you will not receive any updates regarding your request or be able to log in to access documents. It will be your responsibility to check the portal for records that are posted in response to your request. If Caltrain needs clarification on your request and does not have your contact information, your request may be closed without a response.
Does a request for records have to be in writing?
-No. You may make a verbal request by calling 650-508-6242. Requests made verbally will be uploaded to NextRequest.
How detailed should my request be?
Caltrain strongly recommends including 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 (e.g., Fiscal Year 2021, from February 2021 to present (date request submitted)).
· When possible, identify the departments or Caltrain employees who may be involved in the subject matter.
· Avoid abbreviations or acronyms.
· When applicable, provide specific addresses, block numbers (e.g., the 500 block of Avenue), or an intersection.
· If you do not know the name of the record, describe the information you believe is contained in it.
· If you would like to include a document with your request, you can upload it to the request after the request has been submitted.
· It is not necessary to enter the same request multiple times for each applicable department. Caltrain can assign one request to multiple departments.
When will I receive a response to my request?
Within 10 days of receipt of your request, you will receive an initial response from Caltrain. If 10 days have passed and you have not received a notification, please check your spam/junk folder.
Are there any fees or charges for public records requests?
Caltrain may charge for the actual costs of duplicating paper records. Fees for copies are 25 cents per page unless the requested record has an established statutory fee. There is no charge for electronic records that are provided via the public records request web portal.
When may public records be inspected?
Generally, electronic records identified as responsive to CPRA requests are made available through the web portal.
Public records maintained by Caltrain are open to inspection by appointment confirmed with staff during regular office hours: 8 a.m. to 5 p.m., Monday through Friday and excluding any Caltrain holiday/closure dates. The Office of the Caltrain Secretary is located at 1250 San Carlos Avenue, San Carlos, CA 94070.
Which records are not maintained by Caltrain?
· Vital Records (Birth, Death, Marriage records)
· Property Records (Property tax, real estate ownership, lot size records)
· San Mateo County Court Records
· Records for jurisdictions outside of Caltrain may be maintained by the County of San Mateo or individual cities’ websites within the County