You are on this page: Helpful Tips for Making a FOIL Request
Contents
Helpful Tips
Before filing a FOIL request, review the caveats below.
Records Maintained by OCFS
Be aware of what records OCFS does and does not maintain.
CPS/ACS Records
If you are requesting records related to reports of child abuse and maltreatment, send your request in writing to the New York Statewide Central Register of Child Abuse and Maltreatment (SCR) at:
SCR Service Center
P.O. Box 4480
Albany, New York 12204
These records are not releasable under FOIL. If you submit a request through FOIL for CPS/ACS records, your request will be denied and you will be sent the above information that describes how to request these types of records.
CPS/ACS Records from Out-of-State Entities or Other Agencies
If you are requesting child abuse and maltreatment records from an out-of-state public entity or another child protective services agency, please fax your requests directly to the Statewide Central Register of Child Abuse and Maltreatment (SCR).
For your request to be processed
- the request must be on letterhead from your employer,
- you must include names and dates of birth for all parties, and state the purpose for which you are seeking the records, and
- any records you receive because of this request may not be redisclosed, and your faxed request must indicate this.
You may send your fax directly to 518-486-3424.
If you request these records through FOIL, your request will be denied and you will be directed to follow the process described above.
Records for Youth in Custody
If you are requesting youth records while a youth was in the care or custody of OCFS, then your request should be directed to OCFS’s Division of Legal Affairs, Juvenile Justice Unit. These records should not be requested under FOIL, as Executive Law Section 501-c governs access to records of youth in care. Any requests for youth records should be directed to the following address:
New York State Office of Children and Family Services
Division of Legal Affairs, Juvenile Justice Unit
52 Washington Street
North Building, Room 224
Rensselaer, NY 12144
Help Decrease the Processing Time
When submitting a records request, the following suggestions may decrease the processing time:
- Make sure you are asking for specific records and not abstract ideas. Describe desired record(s) in as much detail as possible so that we can attempt to identify and locate the exact record(s) responsive to your request. Identifying incidents by their locations is essential; also include complete names, dates of birth, other relevant dates, descriptions, addresses, and any other identifying data.
- Please provide your name, address and phone number where you can be reached during business hours, as well as an email address with any FOIL request submitted to OCFS.
- Specify whether you would like to inspect the records or have copies of the records sent to you through email or hardcopy.
- If records are available, specify how you want them sent, i.e., via US mail, email or fax. We may choose to send the records by US mail, if you have requested a large volume of records, for security or other important reasons.
- Please note that the agency is not required to create a new record in response to your FOIL requests.
- Please also note that under FOIL an agency is not required to respond to a request in the form of a question. Please refrain from submitting requests that are questions, as you will receive a clarification letter immediately from the agency asking what type of record you are seeking.
- Once you submit a request, please refrain from emailing or calling and adding additional records to an already existing request. You will be directed to submit a separate request for additional records.
- Refrain from calling or writing for the status of a request. Checking on the status takes time away from processing the hundreds of requests received each month. If you do not receive a written response within five (5) business days (allow for postal transit time) please do contact us.
- Review the exemptions described in the Public Officers Law, Article 6, Sections 87 and 89 for an understanding of possible redactions or denials of records.
For more information about FOIL, please visit the New York State Committee on Open Government’s website.