Request DASNY Records Through The New York State Freedom of Information Law

The Freedom of Information Law (“FOIL”), Article 6 (Sections 84-90) of the NYS Public Officers Law, provides the public right to access records maintained by government agencies with certain exceptions. 

“Record” means any information kept, held, filed, produced or reproduced by, with, or for this agency, in any physical form whatsoever including, but not limited to, reports, statements, examinations, memoranda, opinions, folders, files, books, manuals, pamphlets, forms, papers, designs, drawings, maps, photos, letters, microfilms, computer tapes or disks, rules, regulations or codes.

Learn more about records access and Open FOIL NY.
 

How to request records
All requests for records must be in writing and can be submitted online, mailed, emailed or faxed to the FOIL Access Administrator as set forth below. Please describe with reasonable detail the records that you are seeking. Please include relevant project information, dates, names, descriptions, time periods, etc. Also, please include your phone number and mailing address so we may contact you with any questions.

Submit your request using the Open FOIL NY online form:

 

Submit your request using mail, email, or fax:

Mailing address:
FOIL Access Administrator
DASNY
515 Broadway
Albany, New York 12207-2964

Email: [email protected]
Fax: (518) 257-3387

Submit a request for records in person:

You can submit a written request for records in person, by appointment, on business days between 9:00 a.m. – 4:00 p.m. Monday through Friday, at the DASNY offices at 515 Broadway, Albany, New York.  You may schedule an appointment to bring in the written request for records by calling (518) 257-3000. When delivering the request, upon entering the main entrance of the building, advise Security Staff that you would like to request records. Security Staff will contact the Records Access Office, and a staff member will provide assistance.  Please be advised records require review prior to disclosure. As a result, documents and records will not be immediately available. 
 

FOIL Process 
Within five business days of the receipt of a written request for a record reasonably described, we will send you a letter either: making such record available; denying such request in writing; or furnishing a written acknowledgment of the receipt of such request.  If you have not received a letter within five business days, please contact us at [email protected]

An acknowledgment letter will provide you with an estimate of when the records you request will be available, which shall be reasonable under the circumstances of the request. This date is determined by the number of documents you request, their format, their availability, the time it takes to redact any information that cannot be disclosed pursuant to FOIL, the time it takes to assemble the documents, and other factors. 

If the records you request require a fee to be paid, you will be notified prior to the records being released to you. Unless a different fee is otherwise prescribed by statute, Public Officers Law §87(1) authorizes an agency to charge a fee of 25¢ per copy for copies of records up 9”x 14”, or the actual cost of reproducing a record. In determining the actual cost of producing a record, an agency may include only:

•    an amount equal to the hourly salary attributed to the lowest paid agency employee who has the necessary skill required to prepare the requested record(s), if at least two hours of agency employee time is needed to prepare a copy of the record(s) requested;
•    the actual cost of the storage devices or media provided to the person making the request in complying with such request; and
•    the actual cost to the agency of engaging an outside professional service to prepare a copy of a record, but only when an agency's information technology equipment is inadequate to prepare a copy, if such service is used to prepare the copy.
 
Once the requested records are prepared, you may receive the records via email, fax, paper, CD/DVD, or USB.

 

Right to Appeal 
Under provisions of the Public Officers Law you may appeal a FOIL determination.  If you desire to submit such an appeal, you must do so within 30 days of the written response to your FOIL request. Please include a copy of the original request for records and a copy of the FOIL response letter you received along with your appeal letter to: 

Records Access Appeals Officer
C/O Office of General Counsel
DASNY
515 Broadway
Albany, New York 12207-2964

You will be informed in writing of the decision within ten business days of our receipt of such an appeal. Please indicate the FOIL Request Number when corresponding on this subject.

Current Subject Matter List

As of January 1, 2019


The following is a current list of records, by subject matter, that are maintained by this agency.  Some of the listed records may be exempt from disclosure pursuant to the Freedom of Information Law.

 

Unit: Business Continuity and Internal Controls

Administrative Policies and Procedures
Policies and Procedures back ground and development Files
DASNY Procedures, Management Policies, Internal Controls and Control Self Assessments
Control Self Assessments back ground and development Files
Internal Controls Certifications/Statements of Compliance
Internal Control Certification background and development Files
Internal Controls Training back ground and development Files

Unit: Budget and Payroll

Annual Operating Budget work papers, including salary budget
Journal Entries, including cash receipts and budget entries
Operating Fund working Files
A/R (Accounts Receivable)
Billings and Rentals
Mental Health Chargeback Files
Project Status Reports
Storage Records
Subject Files
Year End Audit Files
Form 941s – Quarterly Withholding Reports and Payments to IRS.
Payroll Registers and Master Controls
Management and Other Reports
Retirement System Reports
Quarterly Earnings Records
Travel Vouchers
Unemployment Records
W-2’s
Worker’s Compensation Records
New York State Biweekly Tax Receipts

Unit: Building Services

Building Access and Visitor Logs and Security Video Tapes
Fire Safety, Alarm and Sprinkler Maintenance and Testing Records
Vehicle and Travel Records
Building Management Systems and Operation and Maintenance Manuals
Miscellaneous Building Management Contracts
Condominium Billings
Building Project Files
Facility Management Subject Files
Administrative Files

Unit: Communications and Marketing

Administrative Files
Annual Reports
Freedom of Information Law Requests, Responses and Appeals
Subject Files

Unit: Human Resources

Administrative Files
Personnel Files
Recruitment Files
Organizational Charts
Collective Bargaining Agreements

Unit: Internal Audit

Audit reports and accompanying work papers
Annual Audit Plan & Risk Assessment and accompanying work papers
Administrative Files
Subject Files

Unit: Operations Administration

Authority Headquarters Files
Subject Files
Administrative Files

Unit: Accounts Payable

Project Invoices
Certified Payrolls
Administrative Records
FHA-Insured Loan Advances
Trustee Certifications
Miscellaneous Report and Logs
Public Improvement Lien Files
Address Book

Unit: Financial Management

Bond Transcripts
Debt Issues
Defeasances
Bank Accounts
Debt Service
Arbitrage
Annual Audit
Debt Audits
Financial Statements
New Bond Issues
Bond Issues Sold Report
Investment Reports
Amortization Schedules
OSC Debt Report
Outstanding Debt Report
Credit Enhancements and Credit Facilities
Collateral Footnotes
Administrative Fees Receivable

Unit: Information Systems

Telephone and Usage and Equipment Assignments
Hardware Inventory and Assignments
Specialized Software and Licenses
Subject Matter Files  
News, Events and Messages
Information Systems Policies and Procedures
System Files
Database Files
Payment Schedules

Unit: Investments

Investment Agreements
Asset Statements
Reserve & Collateralized Fund Evaluations
Investment, Purchase and Sale Reports, Records, Instructions, Conformations and Supporting files
Banking Reports
Maturity Schedules
Bank Agreements
Software Manuals
Daily Pricing from Munex
Broker Activity Analysis
Linked Deposit Loan Program Files
User Maintained Pricing File updates
Mergent Bond Records

Client Financing Files
Continuing Disclosure Material Event Files
Underwriter Proposals
Interest Rate Exchange or SWAP Records
Public Authorities Control Board (PACB) Applications and Resolutions
Annual Audited Financial Statements and Annual Supplemental Information
Client Loan Files
Healthcare Restructuring Pool Loans
HEAL Files
Subject Files
Administrative Files

Miscellaneous Procurement Records
Contract, Purchase Order and Claims Files
Project Records
As-Built Drawings
Administrative Records
Subject Files
Asbestos Abatement Records
As-Built Project Specifications
Building permits and certificates of occupancy issuance records
Stamped Drawings and related documents

Unit: Opportunity Programs Group

M/W/SBE Registry
Notice to Bidders
Notice of Requests for Qualifications
Bid Activity Data
Award Activity Data
Small Business Set-Aside Campuses
Pre-Award Compliance
Post-Award Compliance
Annual Compliance
M/WBE Technical Assistance Program
Procedures
Monthly Reports

Unit: Real Property

Lease Files
Real Property Acquisition, Sale or Transfer Files
Miscellaneous Client Records
Administrative Records

Unit: Risk Management

Claims, Accident and Incident Report Files
DA Insurance Policies
Miscellaneous Insurance Files
Contractor certificates, policies, approvals, information and evaluations
General and Property liability Allocation Files
Construction Site Safety Message Board
Broker, Vendor and Client Files
Workers Compensation Files
Safety reports and investigations
Building and Boiler and Machinery inspections
Reports
Audits
Subject Files
Correspondence Files
Administrative Files

Division: Legal

Transcripts of bond projects  
Health Care Facilities Restructuring Pool Loan Files
Health Care Portfolio Management Loan Files
Grants Files
Asset Management Files
Financing Client Files
Financing Litigation Files
Financing Subject/Issue Files  
Financing Correspondence
Public Improvement and Other Lien Related Files
Construction Contract Administration Files
Contractor/Consultant Files
Procurement Matters
Construction Litigation Files
Construction Projects
Construction Subject/Issue Matters
Construction Correspondence
Dormitory Authority Board Meeting and related records  
Delegations of Authority
Labor and Employment Relation Files
Audit Files
Legislation Files
Lobbying Files
Ethics Files
Outside Counsel Files  
Subject/Issue Matters   
Client Real Estate Files
Authority Real Estate Files
Administrative Records

Unit: Environmental Affairs

State Environmental Quality Review Files
Reports
Administrative Files

Unit: Office of Professional Integrity

Case Files and related records
Training and background development Files
Intelligence Files

Helpful Tips 
For more information about FOIL, please visit the New York State Committee on Open Government’s website.

When submitting a FOIL request:

•    Be as specific as possible in describing the requested records. Include relevant dates, names, descriptions, etc. See suggested language for a FOIL request from the Committee on Open Government.

•    Specify whether you would like to inspect the records or have copies of the records sent to you.

•    If records are available, specify how you want them sent, i.e., via US mail, e-mail or fax. We may choose to send the records by U.S. mail, if you have requested a large volume of records, for security or other important reasons. We will notify you of any charge for reproducing such records before they are sent to you.

•    Include your e-mail, mailing address and fax number, as well as a telephone number where you can be reached during business hours, if it is necessary to clarify your request.

•    Please note that the agency is not required to create a new record in response to FOIL requests.