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Board clarifies public records access policy: provide documents in requested format when available
Summary
The board adopted a committee report directing the Clerk of the Board to provide requested records in the format requested when that format already exists, and clarified the clerk is not required to create new file formats that do not exist.
San Francisco — The Board of Supervisors on Dec. 5 approved a committee report providing policy direction to the office of the Clerk of the Board regarding public access to records. The board’s action followed a clarification from Supervisor Ellsberg about an amendment adopted in committee.
Supervisor Ellsberg said the intent of his amendment was to make clear that when a requester asks for a document in an existing format (for example, Microsoft Word or Excel), the city should supply that file in the requested format if the department already maintains it. He emphasized the motion did not require the clerk to create new formats that do not already exist, saying, “I did not intend with my motion that the clerk would all of a sudden have to create formats that don't already exist.”
Supervisor Mercarini thanked the committee for a thorough hearing on the issue, noting the policy implements Prop G (the city’s Sunshine ordinance) and clarifies operational practice across departments. The committee report was approved unanimously and will guide how the Clerk’s Office responds to records requests for format preferences.
