The Virginia Freedom of Information Act (FOIA) is governed by § 2.2-3700 et. seq. of the Code of Virginia y guarantees Virginia residents and medios de comunicación representatives access to public records held by public bodies, funcionarios and employees.
What is a Public Record?
A public record is any document or recording prepared, owned by or in the possession of a public body or its officers, employees or agents in the transaction of public business.
Esto incluye:
- Paper records
- Electronic files
- Videos or audio recordings
All public records are presumed to be open, and may only be withheld if a specific, legal exemption applies.
Requesting VDSS Public Records
- You may request records by U.S. Mail, e-mail, or over the phone.
- There is no specific form that must be used to make a FOIA request.
- The request must identify the records you are seeking with "reasonable specificity" so that we can accurately identify y localizar the records that you are seeking. You do not need to provide a reason for the records being requested.
- Your request must include your name and legal address to assist en determining your eligibility to receive Virginia-sourced public records.
- We can only provide records or documents that already exist. FOIA does not apply to general questions about the work of VDSS and does not require VDSS to create a record that does not exist.
- Puede optar por recibir registros en cualquier formato utilizado por VDSS en el curso regular de los negocios. Por lo general, los registros se proporcionan electrónicamente por correo electrónico o como una copia impresa.
- Prior to submitting your request, please review the Exenciones legales comunes to ensure your record is allowable for public disclosure in accordance with FOIA. For example, FOIA does not allow the provision of records related to child protective services and foster care.
How to Request Records from VDSS:
E-mail: FOIA@dss.virginia.gov
Mail: Departamento de Servicios Sociales de Virginia
c/o Oficial de FOIA
5600 Cox Rd.
Glen Allen, VA 23060
The Freedom of Information Advisory Council is available to answer any questions you may have about FOIA. The Council may be contacted by e-mail or by telephone at 804-698-1810 or (toll free) at (866) 448-4100.
Costos
- It is free to make a records request. However, the Virginia FOIA allows us to charge for the actual costs of responding to FOIA requests. This includes staff time to search, review and/or redact the requested records, copying costs or any other costs directly related to supplying the requested records.
- Puede solicitar que estimemos los cargos por proporcionar los registros que ha solicitado por adelantado o en el momento en que se envía la solicitud.
- Necesitaremos recibir su pago por cualquier costo asociado antes de proceder con su solicitud. El tiempo permitido para que VDSS proporcione los registros estará en espera desde el momento en que se proporcione la estimación de costos hasta que se reciba el pago.
- If we estimate that it will cost more than $200, we will require a deposit of 50% of the total estimated cost before proceeding with the request.
- El pago se puede hacer con cheque o giro postal escrito al Departamento de Servicios Sociales de Virginia. Haga referencia al nombre del solicitante de la FOIA para asegurarse de que el pago se aplique correctamente a la solicitud específica de la FOIA.
Payment can be sent to:
Departamento de Servicios Sociales de Virginia
c/o Oficial de FOIA
5600 Cox Rd.
Glen Allen, VA 23060
- If you need to lower the cost, VDSS is available to offer suggestions to modify the request.
- If you owe money from a previous FOIA request that has remained unpaid for more than 30 days, VDSS may require payment of the past-due bill before it will respond to any new FOIA requests.
¿Qué sucede después de hacer una solicitud de FOIA?
- VDSS responderá a la solicitud dentro de los cinco días hábiles posteriores a la recepción de su solicitud. El plazo de cinco días comienza el primer día hábil luego de recibir la solicitud y no incluye fines de semana ni festivos.
- You will be notified if VDSS does not have records related to your request or if there are specific statutory exemptions to the records requested.
- En algunos casos, se puede proporcionar parte del registro, mientras que partes deben redactarse o retenerse. Sin embargo, le proporcionaremos todas las partes del registro solicitado permitidas por la ley.
- If it is not practical or not possible to provide the record within the five-day period, we will notify you that we will need the seven additional working days to provide the requested records.
Exenciones legales comunes
The Code of Virginia allows any public body to withhold certain records from public disclosure. VDSS commonly withholds records subject to the following exemptions:
- Personnel records
- Records subject to attorney-client privilege or attorney work products
- Vendor proprietary information
- Records relating to the negotiation and award of a contract, prior to a contract being awarded
- Client records
- Confidential records and information related to child protective services and child-placement agencies
Información adicional
- Child Welfare Records: Maintained by your local department of social services (LDSS), not VDSS. Requests must go directly to the LDSS.
- Adult Protective Services (APS) Records: Maintained by the Department for Aging and Rehabilitative Services (DARS) or your LDSS
- Local vs. State Records: Some records are only held locally. VDSS cannot forward requests but will provide contact information if possible.
- Identity Verification: If requesting your own records, you must provide a photo ID and a notarized or sworn statement.
- Third-Party Records: If requesting someone else’s records, you must provide authorization or proof that the individual is deceased.
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