FOIL Submission Audit: Town of Pittsford (Low–Moderate Friction)
→ This post is part of the Monroe County FOIL Submission Audit.
TL;DR
The Town of Pittsford provides multiple ways to submit FOIL requests, including email, mail, and a downloadable request form. Some submission pathways request personal identifying information, but Pittsford does not require account creation and does not prohibit anonymous FOIL requests.
Overall, Pittsford’s FOIL submission process is acceptable, though less streamlined than best-practice models.
How to Submit a FOIL Request in Pittsford
The Town of Pittsford accepts FOIL requests via:
- Email to the Town Clerk
- Mail to the Town Clerk’s office
- In-person submission
- Downloadable FOIL Request Form (PDF)
The Town states that a letter or email will suffice to submit a FOIL request.
Online Contact / Email Submission
The FOIL page links to an email contact option that routes through a general contact form. This form requests:
- Name
- Email address
- Subject
- Message (description of records)
⚠️ Friction Identified
This contact form requests personal identifying information beyond what FOIL requires to submit a valid request.
However, it does not require:
- A physical address
- A phone number
- Account creation
FOIL Request Form (PDF)
Pittsford also provides a downloadable FOIL request form that may be submitted by email or mail
The form requests personal identifying information but does not explicitly state that all fields are mandatory. The Town does not state that requests will be denied if identifying information is omitted.
Because enforcement is not specified, this audit does not treat the form itself as a prohibitive barrier.
Barriers Not Required by Law
The following friction points were identified:
- Contact form requests name and email address
- Multiple submission paths with differing expectations
Pittsford does not require:
- Account creation
- Identity verification
- Use of a single mandatory submission method
Accessibility & Equity Notes
Because Pittsford accepts FOIL requests by email or letter, requesters who wish to minimize disclosure can do so without using the contact form or PDF.
This makes anonymous FOIL requests possible, though not as straightforward as in best-practice implementations.
Guidance, Timelines & Appeals
Pittsford clearly publishes:
- Five (5) business day acknowledgment requirements
- Disclosure timelines and extension notices
- Fee policies consistent with FOIL
- Appeal rights and contact information
Appeals are directed to the Town Supervisor.
Summary Scorecard
- Email FOIL allowed: Yes
- Multiple submission methods: Yes
- Account creation required: No
- Anonymous requests possible: Yes
- Unnecessary friction identified: Some
- Overall risk level: Low–Moderate
Comparison to Best Practice
The Town of Pittsford’s FOIL process is functional and transparent. However, compared to the Town of Henrietta — which requires only a description field for online submission — Pittsford’s process introduces additional steps that are not strictly necessary.
Henrietta demonstrates that a more streamlined approach is feasible.
Conclusion
The Town of Pittsford provides a legally acceptable FOIL submission process with multiple avenues for requesters. While some submission paths request more information than required by law, Pittsford does not prevent anonymous FOIL requests and provides clear guidance and appeal rights.
The process would benefit from further simplification but does not rise to a high-risk level.
Legal & Reference Notes
- New York Public Officers Law §§ 87–89
- Town of Pittsford FOIL guidance page
- Town of Pittsford FOIL Request Form (rev. July 3, 2024)foil
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