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Records Access / Freedom of Information

Under §87 and §89 of the New York State Public Officers Law, municipalities comply with the Freedom of Information Law (FOIL) providing the public with access to government records. By Common Council Ordinance, FOILs are accepted by the City Clerk as the city’s Records Access Officer. The Records Access Officer is responsible for all correspondence between the requestor and city departments.

Requests are received directly from individuals or are forwarded by other city officials. All FOILs are logged in and reviewed for discoverability under the law. They are then dissemination to the department holding the record. That department is obligated to undertake a records search for the requested information. The information is then sent to the Records Access Officer who either sends it by mail or arranges for it to be picked up by the requestor. The law specifies that this should all occur within a twenty-day window. Some requests can involve hundreds of pages of documents and/or photographs, and research by multiple city departments. Under the law, material is copied at $.25 per page or charged back to the requestor at the actual cost to the city.   You are not required to use the City’s form; however, one has been prepared for your convenience.  Click here to download form.

The RAO assists with research and interacts with Corporation Counsel on interpreting/applying the law, and monitors city departments to assure compliance and additional communication with the requestor, when necessary. The RAO composes and processes documents that communicate information, and informs requestors of denials based on Public Officers Law. The city’s Appeals Officer is provided with information and rationale for denials by the RAO, and after reviewing all information, either upholds the RAO’s denial or reverses it. The Clerk, as RAO, interfaces with the Committee On Open Government, NYS Department of State, which oversees and offers opinions on this section of the law.  For more information please visit http://www.dos.state.ny.us/coog/foil2.html
Typically, FOILs are received from individuals, organizations or business concerns wishing copies of building and codes records, police and fire records, information on street and sidewalk repair and maintenance, legal issues pending with the city, and miscellaneous information concerning boards, authorities and commissions of the city.

Foil Requests by Email

The City of Albany now accepts Public Information (“FOIL”) requests by email.  Where the records exist in electronic form, and no FOIL exemptions apply, these records will be emailed back to you along with our response.  Please be aware that most city records do not exist in electronic form, and that you still may have to select whether to inspect the records in person at no charge or to have copies made for 25 cents per page.

Address your email FOIL request to foil@ci.albany.ny.us and be sure to include the words “FOIL Request” in the message’s subject line.  Please include the following information:

• As much detail about the record as possible, such as relevant dates, names, descriptions, etc.;
• Which department of the City of Albany government holds the records you are seeking;
• If part or all of the records cannot be emailed, whether you would prefer to have copies made at 25 cents per page, or prefer to inspect the records first and determine which records you desire to have copied;
• If the volume of electronic records is so large that these cannot be emailed, whether you would prefer copies at 25 cents per page or would want such electronic records written onto a CD-ROM or floppy disk(s) to be created at a cost of approximately $5.00 per CD-ROM or disk; and
• A telephone number where you can be reached to discuss your request if necessary.