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Virginia Department of Corrections — Public Safety First

The Virginia Freedom of Information Act

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Rights & Responsibilities Overview

It is the policy of the Virginia Department of Corrections (VADOC) to make public records available in accordance with the Virginia Freedom of Information Act (FOIA). The Freedom of Information Act, § 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.

Persons incarcerated in state, federal or local correctional facilities are not afforded any rights under FOIA (§ 2.2-3703 (C)). The VADOC has policies that govern what records incarcerated offenders may access.

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.

As set forth in § 2.2-3700 of the Code of Virginia, 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 FOIA.

Requesting Records from the VADOC

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 state specifically that you are requesting records under FOIA. From a practical perspective, written requests are preferred. It can 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. Nevertheless, we cannot refuse to respond to your FOIA request if you elect not to put it in writing.

We cannot ask you why you want the records.

The reason for your request for public records is irrelevant. We cannot ask you why you want the records. However, FOIA does allow us to ask you for your name and legal address. The VADOC requires that you provide your name and legal address with your request.

Your request must identify the records you are seeking with "reasonable specificity."

This is a commonsense 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 are seeking.

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 VADOC. In addition, we are not required to create a new record if the record does not already exist.

You may choose to receive electronic records in any format used by the VADOC 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.

Please cooperate with staff.

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.

Where to Send Your Request

For Offender Information

To request records from the Virginia Department of Corrections, you should direct your request to the Manager of the Unit, the Warden or Superintendent of the facility, or the Chief of the Probation and Parole District that maintains the records you are requesting.

Contact information for regional offices, correctional facilities, probation and parole offices and community corrections facilities can be found through the links for each Division in the
Agency Directory.

For Policy and Procedure Information

The VADOC's policies and procedures can be found on our Agency Procedures page. If you have been directed here from our Policy and Procedures Page, please contact FOIA@vadoc.virginia.gov.

For General VADOC Records

For other types of VADOC records, you can find information on the VADOC website in the Agency Directory.

The mailing address, main phone number, and contact email for all Central Office Units and Headquarters is:
Virginia Department of Corrections

P. O. Box 26963
Richmond, Virginia 23261
Phone: (804) 674-3000
E-mail: DOCMail@vadoc.virginia.gov

For Virginia Parole Board Records

The Virginia Parole Board is a separate state agency from the Virginia Department of Corrections. Visit their website to submit a FOIA request.

For Legal Inquiries and General FOIA Questions

If you have questions about making a request for records, or if you need guidance on where to send your request, contact Ryan McCord, Legal Issues Coordinator, at:

Legal Services - Ryan McCord
Virginia Department of Corrections
P.O. Box 26963
Richmond, Virginia 23261
Phone: (804) 887-8340
Fax: (804) 674-3509
E-mail: FOIA@vadoc.virginia.gov

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 e-mail at foiacouncil@dls.virginia.gov, or by phone at (804) 225-3056 or toll free at 1-866-448-4100.

The VADOC’s Responsibilities in Responding to Your Request

The VADOC must respond to your request within five working days of receiving it.

Day One is considered the first workday after your request is received. The five-day period
does not include weekends or holidays.

There are five types of responses for your request.

FOIA requires that public bodies make one of the following responses to your request within the five-day time period:

  1. We provide you with the records that you have requested in their entirety.
  2. We withhold all of the records that you have requested, because all of the records are subject to specific statutory exemption(s). If all of the records are being withheld, we must send you a response in writing. That response must identify the volume and subject matter of the records being withheld and state the specific section(s) of the Code of Virginia that allows us to withhold the records.
  3. 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(s) of the Code of Virginia that allows portions of the requested records to be withheld.
  4. We inform you in writing that the requested records cannot be found or do not exist (we do not have the records that you want). However, if we know that another public body has the requested records, we must include contact information for the other public body in our response to you.
  5. If it is practically impossible for us 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.

We may petition the court for additional time to respond if you make a large 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 of the records before we go to court to ask for more time.

Costs Associated with Requests

A public body may make reasonable charges not to exceed its actual cost incurred in accessing, duplicating, supplying or searching for and retrieving 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 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 §2.2-3704 of the Code of Virginia.

You may have to pay for the records that you request from the VADOC.

FOIA allows us to charge for the actual costs of responding to FOIA requests. This would include items such as staff time spent searching for and retrieving the requested records, copying costs, postage and any other costs directly related to supplying the requested records. It cannot include general overhead costs.

A deposit is required for requests exceeding $200 in cost.

If we estimate that it will cost more than $200 to respond to your request, we will require that you pay a deposit, not to exceed the amount of the estimate, before proceeding with your request. The time within which we must respond to your request does not include the time between when we ask you for a deposit and when we receive the deposit.

You may request that we estimate in advance the charges for supplying the records 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. We strongly recommend that you request an estimate of the cost if you are not familiar with the volume of the records that you are requesting and/or are not able or willing to pay charges of up to $200 for the records.

Payment is due upon receipt of records.

You may also pay in advance. A new request for records will not be processed until you pay any amount that you owe for a previous records request that has remained unpaid for more than 30 days.

Types of Records

The following is a general description of the types of records held by the Virginia Department of
Corrections:

If you are unsure whether the VADOC has the record(s) you seek, please contact the appropriate unit, facility, or the Legal Issues Coordinator.

Commonly Used Exemptions

The Code of Virginia allows any public body to withhold certain records from public disclosure.
The VADOC commonly withholds records subject to the following exemptions: