Project Inquiries: FAQ For Agencies & Utilities

If you’re reading this page, it’s likely because CivilGrid contacted your agency or utility to request records, maps, or as-builts. This page explains who we are, why we reached out, what we're asking for, and just as importantly, what we are not doing with your data.

If anything here doesn't answer your question, contact us and a real person will get back to you.

Why did I receive a request from CivilGrid?

You received a request because an engineer, contractor, or utility that we work with is planning a specific project in or near your service area, and they need to understand what utility infrastructure already exists there before they design or dig.

CivilGrid manages the sourcing the maps and as-builts our clients need through a documented, project-specific process. Our outreach to you is tied to one client and one project, not a general data sweep.

If the request looks like it covers an area outside your actual service territory, that's useful for us to know. If that’s the case, please contact us to let us know.

Who is CivilGrid?

CivilGrid is a civil design platform built by people with backgrounds in utilities and civil engineering. We help utilities, engineers, developers, and municipalities scope, schedule, plan, and design projects with accurate, verified site data. We help projects start faster and more cost-effectively because they have a clear picture of what's underground.

Part of that work is sourcing utility records directly from the agencies and asset owners who hold them, with full chain-of-custody documentation. Once a project is set up in CivilGrid, our data team reaches out to all agencies and data owners to compile every existing relevant piece of utility data.

We're a U.S. company with offices in San Francisco, CA; Fort Mill, SC; Kansas City, MO; Boston, MA; and Philadelphia, PA.

Are you requesting this on behalf of someone? Who?

Yes, we are. We submit records requests as an authorized agent acting on behalf of a specific client for a specific project, not on our own behalf as a data buyer.

For governmental agencies, this typically takes the form of a public records request (or your state's equivalent: a Right-to-Know request, FOIA/FOIL request, etc.). For privately held utilities, it's a direct request following whatever process you prefer.

Where a client's authorization is needed, we provide a Letter of Authorization (LoA). This is a formal document confirming we're acting on that client's behalf for that project. Some agencies require an LoA before releasing any records; others use it to waive map fees. If your process requires a signed NDA or data-sharing agreement before you share records, we're glad to complete one. Those are signed by an authorized CivilGrid representative and attached to that specific request.

Are you collecting or reselling our data?

No. Each records request we send is initiated by, scoped to, and delivered against one specific project owned by one specific client. The maps and as-builts you provide go to that client as part of that project's due diligence. They are not packaged, marketed, or sold to third parties as a standalone product.

For utilities and asset owners, CivilGrid is a secure, traceable platform to share critical infrastructure data with the engineers and contractors who need access for a project, and to no one else. You retain visibility and control over who accesses your data, when, where, and why. Securely sharing accurate asset locations is a core part of damage prevention: it helps protect your infrastructure from line strikes, cross-bores, and other dig-in damage.

If you have questions about how your data is handled beyond a specific project, contact us and we'll connect you with our utility and municipal partnerships team.

Is my data secure with CivilGrid?

Yes. Data security is core to how the platform is built:

• SOC 2 Type II certified. We securely manage all data, including CEII (Critical Energy/Electric Infrastructure Information) exchanged with utilities. We're happy to confirm our attestation report on request.

• U.S.-based data centers.

• Role-based, per-project access. Sensitive infrastructure data is visible only to the specific people authorized for a specific project. Data from one project doesn't spill into others.

• Users are verified before they access utility data. We work with an identity management partner to verify who exactly is accessing sensitive data. This creates a chain of accountability.

• Documented chain of custody. Every record is tracked from its original source through to its use, with provenance you can audit.

• Confidentiality protections in our terms. Our Terms of Use bind our customers to confidentiality and need-to-know sharing. If we're ever compelled to disclose data (for example, by subpoena), we notify the source and work to preserve confidential treatment. Data we provide is also treated as proprietary, sensitive third-party information that is exempt from disclosure under public records statutes. This is a protection specifically intended for agency-sourced infrastructure data.

Does your data replace field survey work, SUE, or calling 811?

No, and we'll never overstate what any piece of data provides to our clients.

The records-based data we source is aligned with ASCE 38-22 Quality Level D (QL-D): reliable enough to be the foundation of a survey plan and a design, but based on existing records rather than field verification. It's a starting point, not a final answer.

• We don't replace SUE or survey work. We simply make that work more targeted and efficient. QL-D data shows utility density and congestion so our clients and their engineering partners know where to survey, using fewer test holes/potholes and smaller crews. Their engineers stay in control of final validation (QL-C, QL-B, and QL-A) and any stamped deliverable.

• We don't provide a dig ticket or perform field locating. Those are still sourced through 811 and equivalent services.

• We do not replace calling 811. We make it clear to our clients: always CALL BEFORE YOU DIG. 811/One Call/equivalent services remain a required, independent step, and CivilGrid does not replace, provide, or substitute for it in any way.

What exactly are you asking me for?

In almost all cases, we're requesting maps and as-builts for the utility infrastructure within a defined project boundary: the specific geographic area of the client's project. We're not asking for your entire records library.

The exact scope, format, and any conditions are worked out in the specific request we send you. There is no blanket agreement or standing policy that your agency is being enrolled into. Every request is its own, project-scoped conversation, and we'll follow whatever intake process, forms, or restrictions you require.

Is there a cost to me, and do I have to respond?

There's no cost to you to participate, and we aim to make responding as easy as possible. We'll work within your preferred process and formats.

Beyond meeting a records obligation, sharing accurate asset locations is one of the most effective ways to prevent damage to your own infrastructure. When designers and contractors know where your lines are early, they can design around them: reducing line strikes, cross-bores, and costly emergency repairs down the line.

This request looks like it's outside our service area

It happens. Service-area boundaries in third-party datasets aren't always accurate, and we'd genuinely like to correct it. If the area we contacted you about isn't in your territory, just reply to our request or contact us and let us know. We'll update our records so you don't receive further requests that don't apply to you.

How do I verify this request is legitimate, or ask a question?

We understand the caution. Verifying who's asking for infrastructure records is exactly the right instinct.

• Email us at support@civilgrid.com. A real person will confirm the request, the client and project it's tied to, and answer any questions.

• Browse our help center for details on how records research works.

If you'd like independent confirmation that the client relationship behind a request is real, tell us and we'll help you verify it.