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City to provide responsive records from electronic databases in the format
requested by the requester, if possible.
c. Any Virginia citizen who is not in jail or prison, with the exception of the
allowance contained in Va. Code Ann. § 2.2-3706.01 (D)(5)(iii), may make a FOIA
request. Representatives of newspapers and magazines with circulation in
Virginia, as well as representatives of radio and television stations broadcasting in
or into Virginia, are also entitled to make a FOIA request. The motive of the
requestor is irrelevant (Va. Code Ann. § 2.2-3704 (A)).
d. A request for documents need not be in writing, and the requestor is not
required to refer to the request as a FOIA request. The requestor must identify
the records sought with "reasonable specificity." The City may ask a requester to
clarify their request.
e. The Virginia Freedom of Information Act contains a list of more than 80
categories of documents that are excluded from its mandatory disclosure
provisions. These exclusions must be narrowly construed. Examples include, but
are not limited to, personnel records, medical and mental health records, library
records of patrons, tax returns, and certain criminal records.
f. Prior to conducting a search for records, the City shall inform the requester in
writing that the public body may make reasonable charges not to exceed its
actual cost incurred in accessing, duplicating, supplying, or searching for
requested records and ask if the requester would like a cost estimate in advance
of the supplying of the requested records. The public body shall provide the
requester with a cost estimate if requested. The period within which the public
body shall respond under this section shall be tolled for the amount of time that
elapses between notice of the cost estimate and the response of the requester. If
the public body receives no response from the requester within 30 days of
sending the cost estimate, the request shall be deemed to be withdrawn (Va.
Code Ann. § 2.2-3704 (F)).
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