**§1.526 Copies of records and papers.**

\(a\) Any person desiring a copy of any record or document in the
custody of the Department of Veterans Affairs, which is subject to be
furnished under §§1.501 through 1.526, must make written application for
such copy to the Department of Veterans Affairs installation having
custody of the subject matter desired, stating specifically: (1) The
particular record or document the copy of which is desired and whether
certified and validated, or uncertified, (2) the purpose for which such
copy is desired to be used.

\(b\) The types of services provided by the Department of Veterans
Affairs for which fees will be charged are identified in paragraph (i)
of this section.

\(c\) This section applies to the services furnished in paragraph (b) of
this section when rendered to members of the public by the Department of
Veterans Affairs. It does not apply to such services when rendered to or
for other agencies or branches of the Federal Government, or State and
local governments when furnishing the service will help to accomplish an
objective of the Department of Veterans Affairs, or when performed in
connection with a special research study or compilation when the party
requesting such services is charged an amount for the whole job.

\(d\) When copies of a record or document are furnished under §§1.506,
1.507, 1.510, and 1.514, such copies shall be supplied without charge.
Moreover, free service may be provided, to the extent of one copy, to
persons who have been required to furnish original documents for
retention by the Department of Veterans Affairs.

\(e\) The following are circumstances under which services may be
provided free at the discretion of facility heads or responsible Central
Office officials:

\(1\) When requested by a court, when the copy will serve as a
substitute for personal court appearance of a Government witness.

\(2\) When furnishing the service free saves costs or yields income
equal to the direct costs of the agency providing the service. This
includes cases where the fee for the service would be included in a
billing against the Government (for example, in cost-type contracts, or
in the case of private physicians who are treating Government
beneficiaries at Government expense).

\(3\) When a service is occasional and incidental, not of a type that is
requested often, and if it is administratively determined that a fee
would be inappropriate in such an occasional case.

\(f\) When information, statistics, or reports are released or furnished
under §1.501 or §1.519, the fee charge, if any, will be determined upon
the merits of each individual application.

\(g\) In those cases where it is determined that a fee shall be charged,
the applicant will be advised to deposit the amount of the lawful charge
for the copy desired. The amount of such charge will be determined in
accordance with the schedule of fees prescribed in paragraph (i) of this
section. The desired copy will not be delivered, except under court
subpoena, until the full amount of the lawful charge is deposited. Any
excess deposit of \$1 or more over the lawful charge will be returned to
the applicant. Excess deposits of less than \$1 will be returned upon
request. When a deposit is received with an application, such a deposit
will be returned to the applicant should the application be denied.

\(h\) Copies of reports or records received from other Government
departments or agencies will not be furnished except as provided in
§1.513.

\(i\) *Fees to be charged.*

\(1\) *Schedule of fees:*

**Activity Fees**

\(i\) Duplication of documents by any type of \$0.15 per page after
first

reproduction process to produce plain 100 one-sided pages.

one-sided paper copies of a standard size

(8-1/2" x 11"; 8-1/2" x 14"; 11" x 14").

\(ii\) Duplication of non-paper records, such as Actual direct cost to
the

microforms, audiovisual materials (motion Agency as defined in pictures,
slides, laser optical disks, video tapes, §1.555(a)(2) of this part to

audiotapes, etc.) computer tapes and disks, the extent that it pertains
to

diskettes for personal computers, and any the cost of duplication.

other automated media output.

\(iii\) Duplication of documents by any type of Actual direct cost to
the

reproduction process not covered by Agency as defined in

paragraphs (i)(1)(i) and (ii) of this section §1.555(a)(2) of this part
to

to produce a copy in a form reasonably usable the extent that it
pertains to

by a requester. the cost of duplication.

\(iv\) Providing special information, statistics, reports, Actual cost
to the Agency

drawings, specifications, lists of names and including computer and

addresses (either in paper or machine readable manual search costs,

form), computer or other machine readable copying costs, labor, and

output. material and overhead expenses.

\(v\) Attestation under the seal of the Agency. \$3.00 per document so
certified.

\(vi\) Providing abstracts or copies of medical and dental \$10.00 per
request.

records to insurance companies for other than

litigation purposes.

**Activity Fees**

\(vii\) Providing files under court subpoena. Actual direct cost to the
Agency.

(**Note**: If VA regularly contracts for duplicating services related to
providing the requested records, such as the duplication of microfilm or
architect's plans and drawings, the contractor fees may be included in
the actual direct cost to the Agency)

\(2\) *Benefit records.* When VA benefit records are requested by a VA
beneficiary or applicant for VA benefits, the duplication fee for one
complete set of such records will be waived. (Authority: 38 U.S.C.
5702(b))

\(j\) If the copy is to be transmitted by certified or registered mail,
airmail, or special delivery mail, the postal fees therefor shall be
added to the other fees provided in paragraph (i) of this section (or
the order must include postage stamps or stamped return envelopes for
the purpose).

\(k\) Those Department of Veterans Affairs installations not having
copying equipment are authorized to arrange with the nearest Department
of Veterans Affairs installation having such equipment to make the
necessary authorized copies of records or documents.

\(l\) Administration, staff office, and field facility heads are
authorized to designate employees to certify copies of records and
papers furnished under the provisions of paragraph (a) of this section.

\[19 FR 3224, June 2, 1954, as amended at 32 FR 10850, July 25, 1967; 33
FR 9342, June 26, 1968; 35 FR 20001, Dec. 31, 1970; 37 FR 2676, Feb. 4,
1972; 39 FR 3938, Jan. 31, 1974; 53 FR 10376, Mar. 31, 1988; 54 FR
34980, Aug. 23, 1989\]