LOS ANGELES COUNTY
DEPARTMENT OF MENTAL HEALTH
  Policy 104.01 Access to Public Records
 
  PROCEDURES
  1. Gaining Access to Los Angeles County Department of Mental Health (DMH/Department) Public Records
     
    1. All requests to inspect or copy DMH records must be channeled through Strategic Communications.
       
    2. Within 10 business days after the receipt of a request for a public record, DMH Strategic Communications must notify the requestor in writing if responsive documents have been identified or additional response time is required.
       
    3. An extension of 14 business days may be granted in specified instances if:
       
      1. A voluminous amount of records must be found, examined, and assembled;
         
      2. Records must be obtained from another agency;
         
      3. Consultation with another agency is required.
         
    4. If records must be obtained from another agency, it is recommended that the requestor secure the records from the alternate source.
       
    5. If a request is denied, notification of the denial shall come from Strategic Communications within 10 business days.
       
  2. Fees and Charges
     
    1. Copies of public records may be made available to the general public at the prevailing rate established by the Los Angeles County Auditor-Controller for photocopying of records.
       
      1. These fees represent the reasonable cost for duplication, including labor, materials, overhead, postage, etc.
         
  3. Records Service Area
     
    1. DMH shall designate a suitable site where the public can inspect or acquire copies of records during normal County office hours.
       
    2. There must be a sign posted in a conspicuous place indicating that the official copy of a County record cannot be removed from the premises for any reason.
       
  4. Safeguards to Protect Records from Mishandling, Theft, Loss, or Defacement
     
    1. Unless authorized by Strategic Communications, all requested documents approved for release or inspection shall be handled by County employees. The requestor shall not handle the original document.
       
    2. When it is necessary that the requestor handle the original document, the records shall be under the observation of a person designated by Strategic Communications.
       
  5. Computer, Magnetic, and Photographic Data
     
    1. Los Angeles County Code provides that computer data, audio, and photographic records need not be copied if an exact duplicate of such data or information contained therein is available for copying in printed or photographic form. This data shall be reproduced by the most economical method (i.e., photocopied) unless otherwise requested. This does not include data analyses that have not already been generated as a report.
       
      1. If a paper copy is not available, non-exempt computer data shall be reproduced as requested. Computer data shall be provided in a format determined by the custodian of the data.
         
      2. The public is entitled to copies of only computer-generated data, or any part thereof, providing they are not exempt from public inspection. Providing copies of copyrighted material, which would infringe on the copyright, is prohibited.
         
  6. Assistance
     
    1. Matters concerning the legal aspects of public inspection and copying of County records are to be referred to County Counsel through Strategic Communications.