Public Records Requests

Public Records requests are coordinated by the City Clerk's Office. Most City records can be found online. To request copies of City records, please complete the Public Records Request form. According to California Government Code Section 6256, the City has 10 days to respond.

Public Records Request Form  
*PLEASE NOTE: Ambulance medical and billing records cannot be requested under the Public Records Act.  See below for instructions on how to request these records.

Instructions For Requesting Records
(California Public Records Act, Government Code Section 6250 et. seq.)

1. Requests for records should be submitted to the City Clerk via the submit button at the bottom of the form.  Requests will be processed in the order in which they are received. 
2. Requests must be for records in the possession of the City of Vista. Requests must also be focused and specific, and must reasonably describe identifiable records (Gov. Code Sec. 6253). Requests not meeting these criteria may be returned. If you need assistance in making a focused and effective request that reasonably describes an identifiable record, please let us know and we will be glad to assist you.
3. You will be notified within ten (10) days whether your request seeks copies of disclosable public records in the possession of this agency. In most cases, your request will be processed within that time, if possible.
4. If your request is unusual, the City may invoke a fourteen (14) day extension of time. Unusual circumstances may include the need to search or collect records from field facilities, review voluminous records, consult with another agency, or compile data.
5. Please note that fire investigations typically take thirty (30) days to complete.  Fire reports will not be available until the investigation and full report have been completed.
6. You will be notified of the length of time it will take to process your request.
7. If your request is to review records (rather than receive copies), an appointment will be made with you for review once the records are gathered.
8. If your request is for electronic files, and they are available in electronic format, they will be sent to the email address you have provided within the time frame communicated to you.
9. There is a charge for the direct cost of regular/legal page duplication of $ .15/per page. Oversized drawings are $5.00 per sheet and DVD/CD copies are $10.00 per disk. Payment must be made prior to release of the records requested. If the documents requested exceed 50 pages, a deposit may be requested.
10. Records available for review and/or copies of records requested will be available for ten (10) days after notification of their availability. If you are unable to pick up or view your records during this time period, notification is required or your request will be considered fulfilled and a new request must be made.
11. Certain records are generally exempt for disclosure pursuant to Government Code Section 6255, where the public interest served by not making the records public clearly outweighs the public interest served by disclosure of the records. The Government Code further provides that certain other records are specifically exempt from disclosure.

» A Guide to the California Public Records Act by the League of California Cities
» Summary of the California Public Records Act 2004 by the California Attorney General's Office

Ambulance Medical/Billing Records Requests

If you are from a law firm or requesting ambulance medical/billing records on someone else's behalf, please mail or hand deliver the following to the City Clerk's Office (200 Civic Center Drive, Vista, CA 92084).  Medical/billing requests are not accepted by email. 

• Request
• HIPAA compliant authorization with photo identification
• If requesting records of a minor, birth certificate and photo identification of parent. Please note, we can only accept clear photocopies. Screen shots or cell phone photos of records will not be accepted. 
• $15 payment made payable to City of Vista

If you are requesting your own medical/billing records you will need to come to the City Clerk's counter at the Civic Center.  Requestors will need to provide photo identification and if applicable, proof of guardianship or Power of Attorney. There is no fee to request your own medical records.  Records will be released by City staff once processed.

Contact

City Clerk's Office
200 Civic Center Drive
Vista CA 92084
760.639.6125
email

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