Source: Laserfiche

Records & Public Records Act

Statutory response performance, records inventory and retention exposure

Permit headroom6.95 / 12.50 MGD — 44.4% headroom
NPDES CA0038539

Key insights — Apr 26

Derived from this page’s source data
Statutory

4 requests inside two days of the statutory deadline

8 open of 26 tracked; ten-day response clock under the Public Records Act.

Response

7.4 days average to respond

3 requests used the 14-day extension.

Retention

Retention schedule audited by record series

Series past their retention trigger are queued for review before destruction.

Requests received
26
this reporting period
Open requests
8
4 inside 3 days
Average days to respond
7.9
10-day statutory deadline
Records under management
715,000
3,276 GB stored
Eligible for disposition
67,540
records past retention

PRA request volume and response performance

24 months

Open requests

sorted by days remaining
RequestSubjectDivisionDueDays leftStatus
PRA-2026-22Board RecordsCustomer Service05/25/2026-1In Review
PRA-2026-21Environmental Compliance RecordsFinance04/07/20261In Review
PRA-2026-25Financial RecordsGeneral Manager's Office04/02/20261In Review
PRA-2026-27Environmental Compliance RecordsLaboratory04/11/20261In Review
PRA-2026-23Board RecordsCustomer Service05/20/20263In Review
PRA-2026-20Sewer Lateral & Permit RecordsLaboratory04/16/20264Extended
PRA-2026-24Personnel RecordsCustomer Service05/28/20268In Review
PRA-2026-26Construction & Contract DocumentsLaboratory04/10/20268In Review

Requests by subject and requester type

Workflow performance

automated Laserfiche workflows
WorkflowStartedCompletedAvg cycleStalled
Sewer Permit Application Routing2141984.2 d6
Invoice Approval1,1821,1466.8 d14
Personnel Action Form96889.4 d5
Contract Execution614818.6 d9
Public Records Request Intake1421381.4 d1

Contract Execution is the slowest workflow at 18.6 days average cycle with 9 stalled instances — the primary candidate for redesign.

Records inventory and digitization

Record seriesDivisionRetentionRecordsStorageDigitizedDisposition eligible
Sewer Permits & LateralsEngineering & Capital Projects99 yr148,200412 GB
91%
0
Construction Project FilesEngineering & Capital Projects99 yr62,4001,840 GB
74%
0
Board Records & MinutesAdministrative Services99 yr21,90096 GB
98%
0
Personnel FilesHuman Resources7 yr38,600142 GB
66%
4,120
Accounts PayableFinance7 yr214,800386 GB
88%
31,400
Laboratory Results & SMRsLaboratory10 yr96,300208 GB
94%
6,880
Pretreatment & FOG FilesEnvironmental Compliance10 yr44,100118 GB
82%
2,240
CorrespondenceGeneral Manager's Office2 yr88,70074 GB
96%
22,900
3,276 GB total storage · estimated annual disposition savings $46,800

Retention compliance by division

audit exposure
General Manager's Office88,700
Administrative Services21,900
Finance214,800
Human Resources38,600
Information Technology25,600
Engineering & Capital Projects210,600
Collection System Operations32,400
Plant Operations35,800
Maintenance39,200
Laboratory96,300
Environmental Compliance44,100
Customer Service49,400
Within retentionEligible for dispositionPast disposition eligibility

Request register

RequestReceivedRequester typeSubjectDivisionStatutory dueExtensionPagesExemptionsStatus
PRA-2026-2003/13/2026MediaSewer Lateral & Permit RecordsLaboratory04/16/2026None163Gov. Code 7927.705 — deliberative processExtended
PRA-2026-2103/11/2026AnonymousEnvironmental Compliance RecordsFinance04/07/2026Invoked59—In Review
PRA-2026-2203/09/2026ResidentBoard RecordsCustomer Service05/25/2026None52Gov. Code 7927.705 — deliberative processIn Review
PRA-2026-2303/02/2026MediaBoard RecordsCustomer Service05/20/2026None218Gov. Code 7927.705 — deliberative processIn Review
PRA-2026-2403/25/2026ResidentPersonnel RecordsCustomer Service05/28/2026None432—In Review
PRA-2026-2503/20/2026MediaFinancial RecordsGeneral Manager's Office04/02/2026None364—In Review
PRA-2026-2604/18/2026AnonymousConstruction & Contract DocumentsLaboratory04/10/2026None300Gov. Code 7927.705 — deliberative processIn Review
PRA-2026-2703/07/2026Other AgencyEnvironmental Compliance RecordsLaboratory04/11/2026None186—In Review
PRA-2026-2804/28/2026ResidentFinancial RecordsCollection System Operations04/15/2026None343Gov. Code 7927.705 — deliberative processResponded
PRA-2026-2904/25/2026Attorney/Law FirmFinancial RecordsLaboratory05/14/2026None293Gov. Code 7927.705 — deliberative processResponded
PRA-2026-3003/17/2026AnonymousEnvironmental Compliance RecordsGeneral Manager's Office05/05/2026None288—Responded
PRA-2026-3104/24/2026CommercialEnvironmental Compliance RecordsEngineering & Capital Projects05/11/2026None61—Responded
PRA-2026-3204/01/2026AnonymousFinancial RecordsCustomer Service04/19/2026None158Gov. Code 7927.705 — deliberative processResponded
PRA-2026-3304/13/2026CommercialEnvironmental Compliance RecordsGeneral Manager's Office05/17/2026Invoked356Gov. Code 7927.705 — deliberative processClosed
PRA-2026-3403/20/2026CommercialEnvironmental Compliance RecordsPlant Operations05/28/2026None358Gov. Code 7927.705 — deliberative processResponded
PRA-2026-3504/11/2026Attorney/Law FirmConstruction & Contract DocumentsAdministrative Services04/22/2026Invoked202—Denied in part
Showing 16 of 26 rows

Requester identities are excluded from this view and from the public export.

Illustrative data generated for demonstration purposes — not West County Wastewater records. Prepared by BI Consulting Services.