The City Clerk is custodian of the City’s records and is responsible for administering the City’s records management system. Records management involves storage, retrieval, destruction, and responding to requests for public records. The City’s records are stored at City Hall, off-site at a records repository, and in digital form. All records are retained according to a records retention schedule, including certain records that are retained permanently.
California law designates the vast majority of the City’s records be available for public disclosure. These laws also provide certain categories of records that are exempt from public disclosure, such as personnel records, records related to current litigation or current real estate negotiations, and such. California Government Code Section 6250, et.sq., Public Records Act, allows ten (10) days to respond to a request.
- Records that are disclosed to the public may be viewed at City Hall at no charge.
- The cost of copying records is charged to the requestor, based on the type of copy requested. If mailed, these costs are also paid by the requestor.
- The City is not required by law to create a new record or list from an already existing request or provide public records exempt by express provisions of law from disclosure.
- Requests for public records are submitted on a Public Records Request Form or via e-mail.
Online Public Records
Some records, including Agenda packets, Minutes, Resolutions, Ordinances, and more may be viewed on the City's new Public Records Portal HERE.
The City of Lake Elsinore uses a digital archiving system knows as LaserFiche. It is used by many municipalities nationwide to retrieve, manage, and distribute paper and electronic documents more efficiently and effectively. This information is available to citizens through WebLink, which delivers these documents via a familiar web-browser interface. Users can browse, search, retrieve, and print City documents. Currently, the City Clerk's Office has Agendas, Council Reports, Resolutions, Ordinances, and Minutes available via WebLink.
How to use WebLink to access city documents
Browse-mode is the default mode of WebLink. It lets you click through folders and file names, much like you would with computer file folders.
Once you are on the main WebLink page you will see a list of different folders that are available to you. Click with your mouse on the folder that interests you until you see a list of documents that will appear on the main section of the page. These will be the documents for your review. Just double-click the document icon to open it up to full view.
The Laserfiche document management system that WebLink "talks" to is a scanning-based system. In turn, WebLink will show you graphic representation of documents. They´re relatively fast loading and you can page through them using the header controls.
"Thumbnails" can be useful for browsing documents with a large number of images and graphics. It will generate small graphic pictures of each document page of the document you have selected, allowing you to pick the page you want to see based on its small image. (Be advised, it will take time to download all the small images to your browser).
The "Fields" button will show you how the document was indexed with LaserFiche.
The search function is one of its most powerful features. Hit "Search" in the main header bar to switch from "Browse" mode to "Search" mode. Note the "Search for:" field that´s come up on screen-left. It works like many Web search tools.
If you´ve searched and clicked to a document, but want to return to your search list, use the red "x" button.
Clicking on a specific search result brings up a number of other options in the window just below the "Document Name" list.
Use the PDF button and either print or save the PDF file to your computer. If it is your first time printing/opening a document from WebLink, your browser may block the pop-up. Please ensure that you allow pop-ups from the site.
To request copies of other public records, simply complete the Public Records Request Form.