Rights & Responsibilities
The Virginia Freedom of Information Act (FOIA), located at 2.2-3700
et. seq. of the Code of Virginia, guarantees citizens of the
Commonwealth and representatives of the media access to public records held
by public bodies, public officials, and public employees.
A public record is any writing or recording -- regardless of whether it
is a paper record, an electronic file, an audio or video recording, or any
other format -- that is prepared or owned by, or in the possession of a
public body or its officers, employees or agents in the transaction of
public business. All public records are presumed to be open, and may only be
withheld if a specific, statutory exemption applies.
The policy of FOIA states that the purpose of FOIA is to promote an
increased awareness by all persons of governmental activities. In furthering
this policy, FOIA requires that the law be interpreted liberally, in favor
of access, and that any exemption allowing public records to be withheld
must be interpreted narrowly.
Your FOIA Rights
- You have the right to request to inspect or receive
copies of public records, or both.
- You have the right to request that any charges for the requested
records be estimated in advance.
- If you believe that your FOIA rights have been violated, you may
file a petition in district or circuit court to compel compliance with
Making a Request for records from the Department of Planning and Budget
- You may request records by U.S. Mail, fax, e-mail, in person, or over the
phone. FOIA does not require that your request be in writing, nor do you need to
specifically state that you are requesting records under FOIA.
- From a practical perspective, it may be helpful to both you and the person
receiving your request to put your request in writing. This allows you to create
a record of your request. It also gives us a clear statement of what records you
are requesting, so that there is no misunderstanding over a verbal request.
However, we cannot refuse to respond to your FOIA request if you elect to not
put it in writing.
- Your request must identify the records you are seeking with "reasonable
specificity." This is a common-sense standard. It does not refer to or limit the
volume or number of records that you are requesting; instead, it requires that
you be specific enough so that we can identify and locate the records that you
- Your request must ask for records or documents. FOIA gives you a right to
inspect or copy records; it does not apply to a situation where
you are asking general questions about the work of the Department of
Planning and Budget.
- You may choose to receive electronic records in any format used by the
department in the regular course of business.
- For example, if you are requesting records maintained in an Excel database,
you may elect to receive those records electronically, via e-mail or on a
computer disk, or to receive a printed copy of those records
- If we have questions about your request, please cooperate with staff's
efforts to clarify the type of records that you are seeking, or to attempt to
reach a reasonable agreement about a response to a large request. Making a FOIA
request is not an adversarial process, but we may need to discuss your request
with you to ensure that we understand what records you are seeking.
She can be reached at the Department of Planning and Budget, 1111 East Broad Street, Room 5040,
Richmond, VA 23219; Phone: (804)786-1817, FAX: (804)786-5214;
You may also contact her with questions you have
concerning requesting records from the department. In addition, the Freedom of
Information Advisory Council is available to answer any questions you may have
about FOIA. The Council may be contacted by email at
firstname.lastname@example.org, or by phone
at (804) 225-3056 or toll free at 1-866-448-4100. More information on this Council can be found at: http://foiacouncil.dls.virginia.gov/ .
The Departments Responsibilities in Responding to Your Request
- The Department must respond to your request within five working days of
receiving it. "Day One" is considered the day after your request is
received. The five-day period does not include weekends or holidays.
- The reason behind your request for public records from the department is
irrelevant, and we cannot ask you why you want the records before we respond
to your request. FOIA does, however, allow the department to ask you to
provide your name and legal address.
- FOIA requires that the department make one of the following responses to
your request within the five-day time period:
- We provide you with the records that you have requested in their
- We withhold all of the records that you have requested, because all
of the records are subject to a specific statutory exemption. If all of
the records are being withheld, we must send you a response in writing.
That writing must identify the volume and subject matter of the records
being withheld, and state the specific section of the Code of
Virginia that allows us to withhold the records.
- We provide some of the records that you have requested, but withhold other
records. We cannot withhold an entire record if only a portion of it is subject
to an exemption. In that instance, we may redact the portion of the record that
may be withheld, and must provide you with the remainder of the record. We must
provide you with a written response stating the specific section of the Code
of Virginia that allows portions of the requested records to be withheld.
- If it is practically impossible for the department to respond to your
request within the five-day period, we must state this in writing, explaining
the conditions that make the response impossible. This will allow us seven
additional working days to respond to your request, giving us a total of 12
working days to respond to your request.
- If you make a request for a very large number of records, and we feel
that we cannot provide the records to you within 12 days without disrupting
our other organizational responsibilities, we may petition the court for
additional time to respond to your request. However, FOIA requires that we
make a reasonable effort to reach an agreement with you concerning the
production or the records before we go to court to ask for more time.
FOIA law states the following: "A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying, or searching for the requested records. No public body shall impose any extraneous, intermediary, or surplus fees or expenses to recoup the general costs associated with creating or maintaining records or transacting the general business of the public body. Any duplicating fee charged by a public body shall not exceed the actual cost of duplication. All charges for the supplying of requested records shall be estimated in advance at the request of the citizen as set forth in subsection F of Â§ 2.2-3704 of the Code of Virginia."
- You may have to pay for the records that you request from the Department of Planning and Budget.
FOIA allows us to charge for the actual costs of responding
to FOIA requests. This would include items like staff time spent searching
for the requested records, copying costs, or any other costs directly
related to supplying the requested records. It cannot include general
- If we estimate that it will cost more than $200 to respond to your
request, we may require you to pay a deposit before proceeding with your
- If we estimate that it will cost more than $200 to respond to your request, we may
require you to pay a deposit, not to exceed the amount of the estimate, before proceeding
with your request. The five days that we have to respond to your request does not include
the time between when we ask for a deposit and when you respond.
If you owe us money from a previous FOIA request that has remained unpaid for more than
30 days, the Department of Planning and Budget may require payment of the past-due bill
before it will respond to your new FOIA request.
Commonly used exemptions
The Code of Virginia allows any public body to withhold certain
records from public disclosure. The department commonly withholds records
subject to the following exemptions:
- Personnel records ( 2.2-3705.1 (1) of the Code of Virginia)
- Records subject to attorney-client privilege ( 2.2-3705.1 (2)) or
attorney work product ( 2.2-3705.1 (3))
- Vendor proprietary information ( 2.2-3705.1 (6))
- Records relating to the negotiation and award of a contract, prior to a
contract being awarded ( 2.2-3705.1 (12))
The department also has some other requirements based on federal law.
- 34 CFR 361.38 has requirements regarding the protection, use and release
of personal information on vocational rehabilitation consumers. These
records may only be released under certain regulatory requirements.