Source: https://www.rcfp.org/open-government-sections/a-can-the-requester-choose-a-format-for-receiving-records/
Timestamp: 2019-04-23 20:06:35+00:00

Document:
a. Can the requester choose a format for receiving records?
The statute allows citizens access to information in whatever form it is kept by the government "regardless of format or physical characteristics." AS 40.25.220(3). The assumption, and the practice, is that a requester can obtain documents in the format of his or her choosing, if the agency keeps them in that format. Otherwise, it is not clear that the requester has a right to require the agency to create documents in a format in which it does not ordinarily keep the information.
For example, if a document is stored electronically using one word processing program such as Word Perfect, or a video document is stored as a Beta tape, the requester would not have the right to require the state to supply these records as Microsoft Word documents or VHS tapes. The public records law specifically provides that agencies are entitled to exercise their discretion about whether to provide duplication of public records in an alternative format not used by a public agency, and to charge an enhanced fee if they choose to do so. AS 40.25.220(1)(A). Certain agencies have attempted at times to provide electronically stored information only in a less usable paper "printout" format, but have ultimately provided information on disk in response to objections from media organizations without the need for litigation.
One notable exception is the June 2011 production of 22,000 pages of e-mails pursuant to media requests—following the 2008 selection of former Governor Sarah Palin as Republican presidential nominee John McCain’s running mate—for virtually all of the e-mails to or from Palin during her tenure as governor. In the end, these e-mails were produced in hard copy, in sets of six banker boxes of documents. It is likely that this was a unique situation, resulting from a number of factors that included: 1) the unprecedented volume of documents sought, 2) the number of requesters, 3) the number of employees/computers whose records were to be searched and analyzed to comply with the requests, 4) the state’s need to be able to review the documents to remove or redact privileged matters, and 5) the state’s assertion of practical infeasibility with respect to carrying out these responsibilities with the document management software it used at the time. Software now in use by the state should permit the state obtain, review, redact as necessary, and produce electronic documents in their native format. While a requester may not be able to require that a public record be produced in a format other than that in which it is maintained, agreements to produce records in alternate formats can be and have been negotiated for the convenience of either the requester or the agency or both, and there is no harm in asking for such accommodation.
No Arizona statute or case addresses this issue. As a matter of practice, reporters have been able to choose a format for receiving records. If a record is requested in its native format, the public body must provide it in that format. See Lake v. City of Phoenix, 222 Ariz. 547, 551, 218 P.3d 1004, 1008 (2009).
Yes. A citizen “may request a copy of a public record in any medium in which the record is readily available or in any format to which it is readily convertible with the custodian’s existing software.” Ark. Code Ann. § 25-19-105(d)(2)(B) (added by Act 1653 of 2001).
Yes, if the information requested is in an electronic format the agency shall make that information available in any electronic format in which it holds the information or, if requested, in a format used by the agency to create copies for its own use or for provision to other agencies. Cal. Gov't Code § 6253.9(a). If the request is for non-electronic records and the agency also has the information available in electronic format, the agency may inform the requester that the information is also available in electronic format. Cal. Gov’t Code § 6253.9(d). If the information is available in non-electronic format, an agency cannot make the information available only in electronic format. Cal. Gov’t Code § 6253.9(e). Section 6253.9 does not require release of records in electronic format where "release would jeopardize or compromise the security or integrity of the original record or any proprietary software in which it is maintained." Cal. Gov't Code § 6253.9(f).
Yes. In 2017, the General Assembly enacted legislation specifying how custodians must produce records stored in a digital format. Specifically, the legislation provides that if a public record is stored in a digital format that (I) is neither searchable nor sortable, the custodian shall provide a copy of the public record in a digital format; (II) is searchable but not sortable, the custodian shall provide a copy of the public record in a searchable format; and (III) is sortable, the custodian shall provide a copy of the public record in a sortable format. Colo. Rev. Stat. § 24-72-203(3.5)(a) (2017). The custodian is not required to produce the record in searchable or sortable format if doing so would violate terms of an copyright or licensing agreement; it is not technologically or practically feasible to permanently remove information that the custodian is required or allowed to withhold in the requested format; or the custodian would be required to purchase software or create additional programming or functionality in its existing software to remove the information. Colo. Rev. Stat § 24-72-203(3.5)(b) (2017). If the custodian cannot comply with a request to produce a public record in the specified format, the custodian shall produce the record in an alternate format or issue a denial with a written declaration attesting to the reasons the custodian is not able to produce the record in the requested format. If a court subsequently rules the custodian should have provided the record in the requested format, attorneys’ fees may be awarded only if the custodian’s action was arbitrary and capricious. Colo. Rev. Stat. § 24-72-203(3.5)(c) (2017).
Yes. The agency shall provide the requested information on "paper, disk, tape or any other electronic storage device or medium requested by the person, if the agency can reasonably make such copy or have such copy made." Conn. Gen. Stat. §1-211(a).
Based on FOIA's legislative history, the Connecticut Supreme Court has construed Conn. Gen. Stat. §1-211(a) and §1-211(b) to require an agency to perform formatting or programming functions or to contract with an outside entity to perform such tasks in order to comply with a request for electronic records. Hartford Courant Co. v. FOIC, 261 Conn. 86, 93-94, 801 A.2d 759 (2002). If an agency cannot itself comply with a request for a specific format because it does not have the technological capability to separate exempt from nonexempt data and the requester is not satisfied with an alternate medium for satisfying the request, the agency is required to offer to contract the job out and charge the requester for cost of doing so. Id. at 94-95.
The Act does not specifically address whether the requester may choose a format. Each public body that is required to allow public access to records is responsible for issuing its own rules and regulations regarding access to public records. Under Delaware corporate law, access to documents retained by the Secretary of State may only be issued as photocopies, microfiche or electronic images. 8 Del. C. § 391(c).
A public body making electronic records available must provide the records in any form or format requested, provided that the person requesting the records pays the costs of reproducing the record in that form or format. D.C. Code Ann. § 2-532(a-1).
Under the Act, “[a] requester may request that electronic records, data, or data fields be produced in the format in which such data or electronic records are kept by the agency, or in a standard export format such as a flat file electronic American Standard Code for Information Interchange (ASCII) format, if the agency's existing computer programs support such an export format.” O.C.G.A. § 50-18-71(f). “In such instance, the data or electronic records shall be downloaded in such format onto suitable electronic media by the agency.” Id.
In addition to the variety of ways that requesters may select to create copies of records under Idaho Code § 74-101(2), a person may specifically request an electronic copy of any public record that is available in electronic form. Idaho Code § 74-102(15).
Yes, the requester can choose a format for receiving records, if producing the records in that format is reasonably feasible. The Act provides state “[w]hen a person requests a copy of a record maintained in an electronic format, the public body shall furnish it in the electronic format specified by the requester, if feasible. If it is not feasible to furnish the public records in the specified electronic format, then the public body shall furnish it in the format in which it is maintained by the public body, or in paper format at the option of the requester.” 5 ILCS 140/6(a).
If the public agency agrees to provide enhanced access, the requester could theoretically choose a format, because the definition of “direct cost” includes the cost of developing a program for retrieving the electronic records. Ind. Code § 5-14-3-2(d). A person seeking enhanced access directly from a public agency (instead of an intermediate provider) must enter into a contract with that agency. Ind. Code § 5-14-3-3.5(c)(1). Presumably, the format could be one of the contract terms.
However, since 2003, public agencies submitting reports to the General Assembly must do so electronically. Paper submission of such reports is prohibited, and no state funds may be used to duplicate, print, distribute or mail a report to the General Assembly. Ind. Code §§ 5-14-6-3; 5-14-6-4.
A public agency that maintains public records in an electronic data storage system must make “reasonable efforts” to provide the requestor “a copy of all disclosable data contained in the records on paper, disk, tape, drum, or any other method of electronic retrieval if the medium requested is compatible with the agency’s data storage system.” Ind. Code § 5-14-3-3(d).
The right to copy a public record shall include the right to make photographs or photographic copies while the public record is in the possession of the custodian of the public record. Iowa Code § 22.2(1).
A government body shall not acquire any electronic data processing system for the storage, manipulation, or retrieval of public records that would impair the government body's ability to permit the examination of a public record and the copying of a public record in either written or electronic form. Iowa Code § 22.3A(2).
Generally, a requester can only choose a format in which the record is already held. Any person has the right to obtain a computerized voter registration list in computer format if the public agency has the capability of providing such record in computer format. Kan. Att’y Gen. Op. 1988-152. See also K.S.A. 45-501.
Nonexempt public records used for noncommercial purposes shall be available for copying in either standard electronic or standard hard copy format, as designated by the party requesting the records where the agency currently maintains the records in electronic format. Nonexempt public records used for noncommercial purposes shall be copies in standard hard copy format where agencies currently maintain records in hard copy format. Agencies are not required to convert hard copy format records to electronic formats.
If the requester asks for a hard copy, the agency cannot instead provide a copy on a computer disk: "[P]roduction of records in a format which renders them inaccessible, at least as to the person requesting them, constitutes a subversion of the law." 93-ORD-62.
The minimum standard format in paper form shall be defined as not less than 8-1/2 inches x 11 inches in at least one (1) color on white paper, or for electronic format, in a flat file electronic American Standard Code for Information Interchange (ASCII) format. If the public agency maintains electronic public records in a format other than ASCII, and this format conforms to the requester's requirements, the public record may be provided in this alternate electronic format for standard fees as specified by the public agency. Any request for a public record in a form other than the forms described in this section shall be considered a nonstandardized request.
If a public agency is asked to produce a record in a nonstandardized format, or to tailor the format to meet the request of an individual or a group, the public agency may at its discretion provide the requested format and recover staff costs as well as any actual costs incurred.
No specific provision. The requestor can choose to receive electronic records in electronic format. St. Tammany Parish Coroner v. Doe, 48 So.3d 1241 (La.App. 1st Cir. 2010); Johnson v. City of Pineville, 9 So.3d 313 (La.App. 3d Cir. 2009). But see Op. Atty Gen. 92-367 (custodian is not required to present information “in a specialized format”).
Yes. The requester can ask for a copy of the record “either as a printed document of the public record or in the medium in which the record is stored, at the requester’s option, except that the agency or official is not required to provide access to an electronically stored public record as a computer file if the agency or official does not have the ability to separate or prevent the disclosure of confidential information contained in or associated with that file.” 1 M.R.S.A. § 408-A(7).
An applicant can request a copy of a public record in searchable and analyzable electronic format. § 4-205(c)(1). If the requested record is in the requested format, and the custodian can provide a copy in that format without disclosing confidential or protected information required to be denied or that can be denied at the custodian’s discretion, the applicant shall be provided with a searchable and analyzable copy. Id. However, a custodian is not required to create electronic versions of existing public records or new public records, not allowed to limit copies of public records only to electronic versions, and not permitted to release an electronic record in a format that would “jeopardize or compromise the security or integrity of the original record or of any proprietary software.” § 4-205(c)(4).
Where a computer record exists, a requester generally has the right to the record in that form. See, Farrell v. City of Detroit, 209 Mich. App. 7, 530 N.W.2d 105 (1995) ("In Michigan, computer records constitute public records subject to disclosure under the FOIA"); Payne v. Grand Rapids Police Chief, 178 Mich. App. 193, 443 N.W.2d 481 (1989) (plaintiff entitled to copy of tape recording of 911 emergency calls, even where city offered to provide transcript of tape); but see, Lapeer County Abstract & Title v. Lapeer County Register of Deeds, 264 Mich. App. 167, 691 N.W.2d 11 (2004) (public bodies are not required by the FOIA to provide microfilm copies rather than paper copies of the records at issue, even when the public body keeps the records on mircrofilm). See also Mich. Comp. Laws Ann. § 15.232(f) (software — which is not a public record — excludes "computer-stored information or data, or a field name if disclosure of that field name does not violate a software license.").
Yes. The party requesting the document may designate any form in which the public record is maintained or produced, including, but not limited to, printouts, electronic data, discs, tapes and photocopies. Neb. Rev. Stat. §84-712(3)(a). However, the agency need not produce or generate any record in a new or different form or format modified from the original form or format of the public record. Neb. Rev. Stat. §84-712(3)(c). Also, persons may request copies only if the custodian has copying equipment reasonably available. Neb. Rev. Stat. §84-712(3)(a). Persons also can choose a format for receiving records with regard to certain agencies whose records are available through the state’s comprehensive website, Nebraska.gov.
Yes, a person may request a copy of the public record in any medium in which the public record is readily available. NRS 239.010(4). The public agency may not deny a request because it would prefer to produce the records in a different format.
A custodian shall permit access to a government record and provide a copy thereof in the medium requested if the public agency maintains the record in that medium. If the public agency does not maintain the record in the medium requested, the custodian shall either convert the record to the medium requested or provide a copy in some other meaningful medium. (See N.J.S.A. 47:1A-5(d)).
Yes. "Public records" is broadly defined, NMSA 1978 § 14-2-6(G) (2013), and no specific restrictions as to the requested format exist, but the public body has discretion when responding to a request for public information in a certain format. NMSA 1978 § 14-2-9(A) (2013) allows the public body to provide a hard copy partial printout of data containing the public information if "necessary to preserve the integrity of the computer data or the confidentiality of exempt information." A records custodian is required to provide a copy of a public record in electronic format if the “public record is available in electronic format and an electronic copy is specifically requested.” NMSA 1978 § 14-2-9(B) (2011). A custodian is only required to provide an electronic record in the file format in which it exists at the time of the request. Id. Additionally, NMSA 1978 § 14-3-15.1(A) (1995) provides specifically that "information contained in information systems databases shall be a public record," but some restrictions and variations on access to this information exist, including the payment of a "reasonable fee." See also NMSA § 14-3-18 (2005), (statute regarding county and municipal database information). The New Mexico Court of Appeals has held that a public agency has no duty to produce computer database records in electronic format if the party requesting the information is unwilling to enter into an agreement as set forth by § 14-3-15.1(C). Crutchfield v. N.M. Dep't. of Taxation and Revenue, 2005-NMCA-22, ¶¶ 18-27,106 P.3d 1273.
Persons requesting copies of public records may elect to obtain them in any and all media in which the public agency is capable of providing them. G.S. § 132-6.2.
A public entity is not required to create or compile a record that does not exist. N.D.C.C. § 44-04-18(4).
The requestor has the option of accessing an electronically stored record in either a printed medium or through any other available medium. N.D.C.C. § 44-04-18(4). A computer file is not considered an available medium if no means exist to separate or prevent the disclosure of any closed or confidential information contained in the file. N.D.C.C. § 44-04-18(4). Except as reasonably necessary to reveal the organization of data contained in an electronically stored record, a public entity is not required to provide an electronically stored record in a different structure, format, or organization. N.D.C.C. § 44-04-18(4).
The requester can choose the medium upon which public records will be copied. Thus, where public records are stored electronically, the requester has the right to choose a paper printout or a computer disk or computer tape. Ohio Rev. Code § 149.43(B)(6).
The requester can choose a format for receiving records so long as the computer is already programmed to produce the information in that format, but there is no duty to compile information in a way not already permitted by the existing computer program. State ex rel. Scanlon v. Deters, 45 Ohio St. 3d 376, 379, 544 N.E.2d 680 (1989), overruled on other grounds by State ex rel. Steckman v. Jackson, 70 Ohio St.3d 420, 639 N.E.2d 83 (1994).
The public body is not required to provide the record in any format other than that maintained by the public body. See 51 O.S. § 24A.18. An agency may convert the record into the requested electronic format but is not required to do so. 2012 OK AG 22.
Yes, qualified. ORS 192.324(3) (formerly ORS 192.440) states that if a record is maintained in electronic form, the custodian shall provide it in the form requested, if available.
Records must be furnished in a form that is both convenient and practical for use by the requester if it is equally convenient for the public body to provide the records in the requested form. S.C. Code Ann. § 30-4-30(b).
The Act has no provision for allowing the requester to choose a format to receive records except that “the requestor be given the option of receiving information in any format in which it is maintained by the agency, including electronic format.” T.C.A. § 8-4-604(a)(1)(A)(ii)(d). In Wells v. Warton, 2005 WL 3309651 (Tenn. Ct. App. Dec. 7, 2005), the court stated the Act “does not require a custodian of records to provide public records in a manner a citizen requests.” The custodian can chose the manner so long as it does not distort the information or inhibit access. Id. In Lance v. York, 359 S.W. 3d. 197 (Tenn. Ct. App. 2011) the court ruled the custodian was not required to convert requested records from the existing paper format to a scanned electronic format.
Pursuant to Section 552.228(b), if public information exists in an electronic or magnetic medium, a requestor may request a copy either on paper or in an electronic medium, such as on diskette or on magnetic tape, if the following three requirements are met: (1) the governmental body has the technological ability to produce a copy of the requested information in the requested medium, (2) such body is not required to purchase any software or hardware to accommodate the request, and (3) provision of a copy of the information in the requested medium would not violate any copyright agreements between the body and a third party. If a governmental body is unable to comply with a request for any of these reasons, it shall provide a paper copy of the information or a copy in another medium that is acceptable to the requestor. Tex. Gov’t Code § 552.228(c). In addition, a governmental body does not comply with the Act by releasing substitute documents to the requestor unless the requestor agrees to such substitution. See Tex. Att’y Gen. ORD-633 (1995).
“In response to a request, a governmental entity is not required to . . . provide a record in a particular format, medium, or program not currently maintained by the governmental entity.” Utah Code § 63G-2-201(8)(a)(iii). “Upon request, a governmental entity may provide a record in a particular form . . . if: (i) the governmental entity determines it is able to do so without unreasonably interfering with the governmental entity’s duties and responsibilities; and (ii) the requester agrees to pay the governmental entity for providing the record in the requested form in accordance with Section 63G-2-203.” Id. § 63G-2-201(8)(b).
If an agency maintains public records in an electronic format, the requester may choose to receive the copies in either electronic format or paper format. 1 V.S.A. § 316(i). An agency may, but is not required to, convert paper public records to electronic format. Id. The Vermont Supreme Court has noted that nothing in the Act “prevents a public agency from contractually binding itself to provide electronic versions of documents in a specified format in return for sufficient consideration.” Blum v. Friedman, 172 Vt. 622, 624-25, 782 A.2d 1204, 1207 (Vt. 2001).
The Act provides generally that access shall be provided by inspection or copying, at the requestor’s option. Va. Code Ann. § 2.2-3704.A. If nonexempt records are maintained in an electronic database, the public body shall produce them in any tangible medium identified by the requester if that medium is used by the public body in the regular course of business. Va. Code Ann. § 2.2-3704.G.
Washington law defines “public record” broadly to include electronic formats. RCW 42.56.010. There is no provision in the Act permitting agencies to limit the format in which public records may be examined or copied. Consequently, the requester can choose any available format for receiving the records. Although the PRA does not expressly require an agency to provide unredacted e-mails in an electronic format, an agency must do so where reasonable and feasible, under the PRA’s “fullest assistance” provision (RCW 42.56.100). Mechling v. Monroe, 152 Wn. App. 830, 222 P.3d 808 (2009).
W. Va. Code § 29B-1-3(3) requires that copies of records that "exist in magnetic, electronic or computer form" be made "available on magnetic or electronic media, if so requested." There are no state Supreme Court cases where the application or interpretation of this requirement has been an issue. There is no plausible reason for a public body not to honor a FOIA requester's preference for the format of information they prefer when the agency discloses that information. The overarching goal of the FOIA is to provide all persons "full and complete information regarding the affairs of government." If copying charges are substantially greater than the cost of downloading information from public records to a computer disc, making public access to the records more expensive would undermine the Act's goal of transparency.
Unfortunately, some West Virginia public bodies, reportedly vary in their willingness to comply with this section. It is common today for the state’s agencies to obtain, compile and/or retain records in electronic formats. In the second decade of the twenty first century it has become common for public bodies to post considerable information on internet websites where it can be downloaded by citizens without making FOIA requests. It is also common for FOIA requesters to ask for and obtain information provided in magnetic, electronic, or similar electronic formats.
It is reported that some public bodies charge considerably more than the actual cost of a computer DVD or CD, thus raising the issue of violation of W. Va. Code § 29B-1-3 (5) that limits charges imposed on FOIA requests to the “actual cost of reproduction." Other policies, procedures and practices may be instituted by public bodies as a result of the significant changes in information gathering and because of the widespread use of computers, smart phones, other electronic communication devices and the internet.
If the records are in electronic format, the custodian shall provide the record in “alternative formats unless doing so is impractical or impossible. W.S. §16-4-202(d)(ii).

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