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g. The City must respond to a FOIA request within five business days after receipt of
the request by doing one of the following in writing (Va. Code Ann. § 2.2-3704
(B)):
i. Provide the requested documents
ii. Withhold the documents, cite the applicable statutes or other provisions
of law that authorize withholding, and identify with reasonable
particularity the volume and subject of the documents being withheld
iii. Provide some documents and withhold others (or portions thereof) and
identify with reasonable particularity the subject matter being withheld,
citing the applicable statutes or other provisions of law that authorize the
exemption
iv. If it is practically impossible to provide the records within five business
days, invoke the City's right to a seven-workday extension
1. NOTE: Law Enforcement has a 60-day extension if the request is for
criminal investigative material
v. Advise the requester that the requested record(s) could not be found or
does not exist
IV. Departmental FOIA Representatives
a. Each Department director shall designate a Departmental FOIA representative,
who shall receive training from the Freedom of Information Act Coordinator. The
Departmental FOIA representative shall be the Departmental point of contact for
FOIA requests and shall be responsible for ensuring that his or her Department
responds to FOIA requests in accordance with this protocol and state law.
Department directors shall ensure that the Freedom of Information Act
Coordinator is informed if a Departmental FOIA representative is being replaced,
and the FOIA Coordinator shall arrange for training, if needed, of the new
Departmental representative.
b. NOTE: Newport News Constitutional Offices manage their own FOIA requests
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