FOIL Submission Audit: Monroe County (Moderate–High Friction)
→ This post is part of the Monroe County FOIL Submission Audit.
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TL;DR
Monroe County provides multiple lawful methods for submitting FOIL requests, including email, mail, fax, printable form, and an online portal. However, the County’s online FOIL system requires extensive personal identifying information and presents strong nudges toward portal use, resulting in moderate–high friction at intake.
Despite these barriers, Monroe County does not restrict submission to a single method and does not affirmatively discourage email or written requests.
How FOIL Requests Are Submitted in Monroe County
Monroe County documents several FOIL submission methods:
- Online FOIL request form
- Printable FOIL request form (PDF)
- Email submission to
communications@monroecounty.gov - Fax submission
- Mail submission
All methods are listed on the County’s FOIL webpage.
This places Monroe County in contrast to agencies that require use of a single portal or form.
Records Access Officer Identified (Strength)
The County identifies the Records Access Officer as part of the Communications Department and provides:
- Mailing address
- Phone number
- Fax number
- Email address
This satisfies FOIL’s accountability requirements.
Online FOIL Request Form Requirements
Monroe County’s online FOIL request form requires completion of multiple required fields, including:
- Title
- First and last name
- Mailing address
- City, state, ZIP code
- Email address
- Phone number
- Short summary of records requested
- Detailed request description
Submission cannot proceed without completing these fields.
⚠️ Submission Friction Identified
The online FOIL form conditions submission on disclosure of personal identifying and contact information that FOIL does not require.
Printable FOIL Request Form (PDF)
The County also provides a printable FOIL request form titled “Application to Access Records”
The PDF form requires:
- Name
- Address
- Phone number
- Signature
- Date
The form instructs requesters to print, sign, and submit by mail, email, or fax.
Portal Nudging and Record Availability Links
The County’s FOIL page prominently encourages users to search existing databases and external systems before submitting a FOIL request, with language such as:
“Get what you’re looking for quicker!”
While this may reduce duplicative requests, it also introduces additional decision points before submission and may discourage some users from filing FOIL requests at all.
Timelines, Fees, and Appeals (Strength)
Monroe County clearly discloses:
- Five (5) business day acknowledgment requirement
- Constructive denial framework
- Appeal rights and timelines
- Copying fee limits consistent with FOIL
This information is presented clearly on the FOIL page.
Anonymous or Low-Disclosure Submission
Because Monroe County explicitly accepts email, mail, and fax submissions, the process supports low-disclosure FOIL requests in principle.
However, both the online form and the printable PDF include extensive identifying fields and a signature line, which may lead many requesters to believe disclosure is required even when submitting outside the form.
Assessment
Monroe County combines strong procedural transparency with a form-centric online intake model that introduces unnecessary friction.
Key findings include:
- Multiple lawful submission methods documented
- Online form requires extensive personal information
- Printable form requires signature
- Strong nudging toward portal use
- Clear timelines, fees, and appeal rights
Summary Scorecard
- FOIL form required: No
- Online submission available: Yes
- Email/mail/fax submission documented: Yes
- Records Access Officer identified: Yes
- Personal information required (online form): Yes
- Signature required (PDF): Yes
- Anonymous or low-disclosure submission supported: Yes (outside forms)
- Overall assessment: Moderate–High Friction
Conclusion
As presented, Monroe County provides multiple lawful avenues for submitting FOIL requests and does not restrict submission to a single platform. However, the County’s preferred intake mechanisms rely on disclosure-heavy forms and strong portal nudging, creating moderate–high friction at the point of submission.
Within the Monroe County FOIL Submission Audit, Monroe County represents a procedurally compliant but form-centric FOIL intake model.
Legal & Reference Notes
- New York Public Officers Law §§ 84–90
- Monroe County FOIL webpage
- Monroe County FOIL Request Form (PDF)