FOIL Submission Audit: Village of Pittsford (High Friction / Deficient Submission)
→ This post is part of the Monroe County FOIL Submission Audit.
TL;DR
The Village of Pittsford’s FOIL webpage directs requesters to submit all FOIL requests through a single online form. Submission is conditioned on providing contact information and making a purpose-based declaration that FOIL does not require.
The page does not document alternative submission methods, statutory timelines, or appeal information at the point of submission. As presented, the process creates high friction for requesters.
How FOIL Requests Are Submitted in the Village of Pittsford
The Village of Pittsford’s FOIL page instructs requesters to:
“please complete the form below”
No alternative submission methods are described on the page. The webpage does not reference:
- Email submission
- Mail submission
- In-person inspection
- A Records Access Officer
- Appeal procedures
As presented, the online form is the only documented method for submitting a FOIL request.
Online FOIL Submission Requirements
Based on required-field indicators and system validation behavior, the Village’s online FOIL form requires requesters to provide:
- Phone number
- Email address
- Description of the records requested
- Preferred method of viewing or receiving records
- A declaration regarding whether the records will or will not be used for solicitation and/or fundraising purposes
- Date submitted (system field)
The form will not submit unless all required fields are completed.
⚠️ High Friction Identified
Submission is conditioned on providing contact information and making a purpose-based declaration that is not required to submit a FOIL request.
Purpose Declaration Requirement
The Village’s form requires the requester to select one of two options:
- That the records will be used for solicitation and/or fundraising purposes, or
- That the records will not be used for solicitation and/or fundraising purposes
FOIL does not require requesters to disclose or certify intended use as a condition of submitting a request. While agencies may later consider use in limited fee contexts, purpose-based declarations are not required at the point of submission.
Requiring a binary declaration as a submission prerequisite introduces unnecessary friction and forces categorization that FOIL does not demand.
Anonymous or Low-Disclosure Submission
The Village’s FOIL page does not describe a method for submitting a FOIL request anonymously or with reduced disclosure. Because the online form requires both a phone number and an email address, requesters cannot submit a FOIL request through the documented process without providing personal contact information.
Missing FOIL Process Information at Point of Submission
The Village’s FOIL webpage does not include:
- The five-business-day acknowledgment requirement
- Disclosure timelines or extension standards
- Appeal rights or appeal contact information
- Identification of a Records Access Officer
This information may exist elsewhere, but it is not provided at the point where a requester is instructed to submit a FOIL request.
Assessment
The Village of Pittsford has implemented an online FOIL submission form, but the way it is presented and structured results in a high-friction submission process.
Key issues include:
- A single mandatory online submission path
- Required contact information (phone and email)
- Required purpose-based declaration
- Lack of documented alternative submission methods
- Absence of statutory process guidance at the submission point
Summary Scorecard
- Online FOIL form provided: Yes
- Alternative submission methods documented: No
- Contact information required: Yes
- Purpose declaration required: Yes
- Anonymous submission possible (as documented): No
- FOIL timelines / appeals disclosed at submission: No
- Overall assessment: High Friction / Deficient Submission
Conclusion
As presented on its FOIL webpage, the Village of Pittsford conditions submission of FOIL requests on providing information and certifications that FOIL does not require, while failing to document alternative submission methods or core FOIL process rights.
This places the Village’s FOIL submission process among the highest-friction examples reviewed in the Monroe County FOIL Submission Audit.
Legal & Reference Notes
- New York Public Officers Law §§ 87–89
- Village of Pittsford FOIL webpage (as presented at time of review)