The Rights of Requesters and the Responsibilities of the Department of Small Business and Supplier Diversity (SBSD) under the Virginia Freedom of Information Act (Code of Virginia 2.2-3700 et seq.)
The Virginia Freedom of Information Act (FOIA), located 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.
A Requestor's 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 FOIA.
Making a Request for records from the SBSD
- From a practical perspective, it may be helpful to both you and the SBSD 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.
- 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
The SBSD's Responsibilities in Responding to Your Request
- We provide you with the records that you have requested in their entirety.
- 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 SBSD 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.
- You may have to pay for the records that you request from the SBSD. 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 overhead costs.
- 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.
- You may request that we estimate in advance the charges for supplying the records that you have requested. This will allow you to know about any costs upfront, or give you the opportunity to modify your request in an attempt to lower the estimated costs.
- If you owe us money from a previous FOIA request that has remained unpaid for more than 30 days, the SBSD 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 SBSD 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))
- Personal information (e.g., social security numbers)
To make a FOIA request, please submit your written request to the SBSD Director at 200-202 N. Ninth Street, 11th Floor, Richmond, Virginia 23219, or via facsimile at (804) 786-9736 or (804) 371-7359.
You may also contact the SBSD's Policy Analyst with any questions you may have concerning requesting records from the SBSD by calling (804) 786-6585. The Freedom of Information Advisory Council is also available to answer any questions you may have about FOIA. The Council may be contacted by e-mail at firstname.lastname@example.org, or by phone at (804) 225-3056 or [toll free] 1-866-448-4100.