When a requester brings another person, the agency may ask the requester to sign a written statement authorizing discussion of the record in the presence of that person. It is a crime to knowingly and willfully request or obtain records under the Privacy Act under false pretenses. A request for access under the Privacy Act can only be made by the subject of the record. An individual cannot make a request under the Privacy Act for a record about another person. The only exception is for a parent or legal guardian who may request records on behalf of a minor or a person who has been declared incompetent.
All agencies have Privacy Act regulations that describe the request process in greater detail.
Large agencies may have several components, each of which has its own Privacy Act rules. A requester who follows the agency's specific procedures may receive a faster response. However, the simple procedures suggested in this guide are adequate to meet the minimum statutory requirements for a Privacy Act request.