Source: http://regulations.delaware.gov/register/december2011/final/15%20DE%20Reg%20901%2012-01-11.htm
Timestamp: 2018-12-10 13:48:10
Document Index: 785702635

Matched Legal Cases: ['§8703', '§10003', '§8703', '§10113', '§10003', '§8703', '§10113', '§10118', '§3', '§3', '§3', '§3', '§3', '§3', '§9', '§15', '§17', '§18', '§391', '§3813', '§2315', '§4307']

Statutory Authority: 29 Delaware Code, Section 8703 (29 Del.C. §8703)
AND NOW, this 1st day of December, 2011 in accordance with 29 Del.C. §10003(d) and 29 Del.C. §8703, for the reasons stated below, this ORDER is adopted promulgating regulations setting forth the Policies and Procedures regarding FOIA requests.
On October 20, 2011, the Governor of the State of Delaware signed Executive Order Number 31, directing each executive branch agency to implement and promulgate Uniform Freedom of Information Act policies in substantial compliance with the form attached to the Executive Order. In accordance with 29 Del.C. §10113(b)(1) the Department of State is adopting final regulations governing the Policies and Procedures regarding FOIA requests.
The purpose of these regulations is to prescribe procedures relating to the inspection and copying of public records retained by the Department of State pursuant to 29 Del.C. Ch. 100, the Freedom of Information Act. The regulations establish a reasonable fee structure for copying public records and streamlines procedures used to disseminate this information.
1.	The Department of State has developed procedures for responding to requests from the public for information as set forth in 29 Del.C. Ch. 100, The Freedom of Information Act. These regulations are in substantial compliance with, and necessary to, effectuate the Governor’s Executive Order. The regulations reflect these procedures.
2.	The Department of State has statutory authority to promulgate regulations pursuant to 29 Del.C. §10003(d) and 29 Del.C. §8703.
3.	Pursuant to 29 Del.C. §10113(b)(1), regulations describing an agency’s procedures for obtaining information are exempted from the notice and public comment requirements of 29 Del.C. Ch. 101.
NOW THEREFORE, under the statutory authority and for the reasons set forth above, the Director of the Department of State does hereby ORDER that the regulations be, and that they hereby are, adopted and promulgated as set forth below. The effective date of this Order is ten days from the date of its publication in the Delaware Register of Regulations, in accordance with 29 Del.C. §10118(g).
Jeffrey W. Bullock, Secretary, Department of State
1.1	The purpose of this policy is to set forth the rules and procedures for responding to requests from the public for Public Records under Title 29, Chapter 100 of the Delaware Code, the Freedom of Information Act.
1.2	Agency employees are reminded that all Public Records requested under FOIA shall be considered open and subject to disclosure to the Requesting Party, and any information therein may be withheld only if a specific exception applies. Exceptions shall be construed in a manner that shall further the accountability of the Agency and to comply with the policy that the public shall have reasonable access to Public Records.
“Agency” means Delaware Department of State.
3.1.1	All FOIA Requests shall be made in writing to the Agency in person, by email, by fax, or online in accordance with the provisions hereunder. FOIA Requests may be submitted using the FOIA Request Form promulgated by the Office of the Attorney General; provided, however, that any FOIA Request that otherwise conforms with the policy hereunder shall not be denied solely because the request is not on the promulgated form. Copies of the FOIA Request Form may be obtained from the Agency’s website, or from the office or website of any state agency.
3.2.1	FOIA Requests may be made by mail or in person to the FOIA Coordinator, Delaware Department of State, 401 Federal Street, Suite 3, Townsend Building, Dover, DE 19901; by fax at (302) 739-3811; by online request form at www.sos.delaware.gov; or by email to the FOIA Coordinator email address listed at www.sos.delaware.gov.
3.3.1	The Secretary shall designate a FOIA Coordinator, who shall serve as the point of contact for FOIA Requests and coordinate the Agency’s responses thereto. The FOIA Coordinator shall be identified on the Agency's website. The FOIA Coordinator may designate other Agency employees to perform specific duties and functions hereunder.
3.3.2	The FOIA Coordinator and/or his or her designee, working in cooperation with other Agency employees and representatives, shall make every reasonable effort to assist the Requesting Party in identifying the records being sought, and to assist the Agency in locating and providing the requested records. The FOIA Coordinator and/or his or her designee will also work to foster cooperation between the Agency and the Requesting Party. Without limitation, if a Requesting Party initiates a FOIA Request that would more appropriately be directed to another agency, the FOIA Coordinator shall promptly forward such request to the relevant agency and promptly notify the Requesting Party that the request has been forwarded. The Agency may close the initial request upon receipt of a written confirmation from the FOIA Coordinator of the relevant agency that the relevant agency has received such request. The Agency shall provide the Requesting Party with the name and phone number of the FOIA Coordinator of the relevant agency.
3.3.3	In addition to the foregoing responsibilities, beginning on January 1, 2012, the FOIA Coordinator shall maintain a document tracking all FOIA Requests for the then-current calendar year. For each FOIA Request, the document shall include, at a minimum: the Requesting Party’s contact information; the date the Agency received the Request; the Agency’s response deadline pursuant to §3.4; the date of the Agency’s response pursuant to §3.4 (including the reasons for any extension pursuant to §3.4.1); the names, contact information and dates of correspondence with individuals contacted in connection with requests pursuant to §§3.3.2, 3.5 and 3.6; the dates of review by the Agency pursuant to §3.7 and the names of individuals who conducted such reviews; whether documents were made available; the amount of copying and/or administrative fees assessed; and the date of final disposition.
3.5.1	Requests for email records shall be fulfilled by the Agency from its own records, if doing so can be accomplished by the Agency with reasonable effort. If the Agency determines that it cannot fulfill all or any portion of such request, the Agency shall promptly request that the Department of Technology and Information (“DTI”) provide the email records to the Agency. Upon receipt from DTI, the Agency may review the email records in accordance with §3.7 hereunder.
3.5.2	Before requesting DTI to provide email records, the Agency shall provide a written cost estimate from DTI to the Requesting Party, listing all charges expected to be incurred by DTI in retrieving such records. Upon receipt of the estimate, the Requesting Party may decide whether to proceed with, cancel or modify the request.
3.8.1	The Agency shall provide reasonable access for reviewing Public Records during regular business hours.
4.2.1	Administrative fees shall be levied for requests requiring more than one hour of staff time to process. Charges for administrative fees may include staff time associated with processing FOIA Requests, including, without limitation, (a) identifying records; (b) monitoring file reviews; and (c) generating computer records (electronic or print-outs). Administrative fees shall not include any cost associated with the Agency’s legal review of whether any portion of the requested records is exempt from FOIA. The Agency shall make every effort to ensure that administrative fees are minimized, and may only assess such charges as shall be reasonably required to process FOIA Requests. In connection therewith, the Agency shall minimize the use of non-administrative personnel in processing FOIA Requests, to the extent possible.
6.0	Agency-Specific Provisions
6.1	Fees set by statute: Notwithstanding Section 4.0 of this Policy, all fees or charges for photocopies, administrative fees, microfilm and microfiche printouts and/or electronically generated records for the Delaware Division of Corporations and the Office of the Secretary of State shall be subject to the statutory fees set forth in the following sections of the Delaware Code:
6.1.1	6 Del.C. §9-525 (Uniform Commercial Code);
6.1.2	6 Del.C. §15-1207 (Delaware Revised Uniform Partnership Act);
6.1.3	6 Del.C. §17-1107 (Delaware Revised Uniform Limited Partnership Act);
6.1.4	6 Del.C. §18-1105 (Limited Liability Company Act);
6.1.5	8 Del.C. §391 (Delaware General Corporation Law);
6.1.6	12 Del.C. §3813 (Treatment of Delaware Statutory Trusts);
6.1.7	29 Del.C. §§2315 and 2318 (Secretary of State fees);
6.1.8	29 Del.C. §4307 (Notaries Public); and
6.1.9	any other such fees as set forth in Delaware Code relating to the Division of Corporations and the Office of the Secretary of State.
6.2	Fees for archival and historical materials: Special handling of archival and/or historical materials may require the assessment of fees in excess of those listed in Section 4.0 of this policy. Such fees shall be posted online and may include but are not limited to: fees associated with outsourcing; fees associated with copying of certain bound materials; and fees for the copying or duplication of photographic, video, audio or other special holdings of the Delaware Public Archives and Division of Historical and Cultural Affairs. Unless otherwise noted at www.archives.delaware.gov or www.history.delaware.gov all requests for copies under this policy shall adhere to the fees set forth in Section 4.0 of this policy.
15 DE Reg. 901 (12/01/11) (Final)