UC Santa Barbara                                      Policy 7030
   Policies                                              
   Issuing Unit:  Administrative Services                Date: October 1, 1985
   
   
   
   
              ALLOWABLE CHARGES FOR COPIES OF RECORDS
   
   I.   REFERENCES:
        
        A.   State of California Information Practices Act of 1977
             (effective July 1, 1978), as amended; a copy of the Act is
             available in the office of the campus Information Practices
             Coordinator, 4121 Cheadle Hall.
        
        B.   California Government Code Sections 6250-6260, California
             Public Records Act, as amended; a copy of the pertinent
             sections of the Code is available in the office of the campus
             Information Practices Coordinator, 4121 Cheadle Hall.
        
        C.   University of California Staff Personnel Manual, Section 605.
        
        D.   UCSB Policies Manual, Policy 7000, Privacy of and Access to
             Information.
   
   II. POLICY:
   
        Members of the public or others requesting personally identifiable
        record information, or extracts thereof, as defined in either the
        California Information Practices Act or the California Public
        Records Act, may be charged a maximum of 10 cents per page or 10
        cents per extract to cover both the expense of the reproduction and
        the time of the employee doing the reproduction.
   
        In the following instances, charges based on actual cost may be made
        instead of 10 cents per page or extract:
        
        1.   Staff time spent constructing new records from various source
             documents (i.e., in order to supply the requested information,
             data from a variety of source documents, has to be extracted
             and combined to form an entirely new record).
        
        2.   Staff time spend deleting "personal" or "confidential"
             information (in accordance with Information Practices Act
             requirements) prior to release of existing records.
        3.   Computer services.
        
        4.   Duplicate tapes.
   
        Charges may not be made for:
        
        1.   Locating, reviewing, or assembling records.
        
        2.   Annotating or explaining a record in order to make it
             reasonably comprehensible.
        
        3.   Postage.
        
        4.   The first copy of a current or former employee's records about
             himself or herself (see Staff Personnel Policy 605).
   

Please direct questions about these policies to Meta.Clow@vcadmin.ucsb.edu. For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu. 

Return to the UCSB home page.

Last Modified By: EBH, 7/09/98