Important Information Regarding the Emergency Rental Assistance Program

The Office of Temporary and Disability Assistance (OTDA) will be administering an Emergency Rental Assistance Program to provide eligible households in New York State with a one-time rental subsidy that will be sent directly to the household’s landlord. OTDA is developing an online application portal for tenants and landlords to apply for this program and will be releasing additional information regarding eligibility criteria and the application process soon.

Last updated: February 19, 2021, 10:30 AM

Freedom of Information Law (FOIL)

OTDA Home Laws & Policies FOIL Requests Subject Matter List

Subject Matter List

Maintained pursuant to Public Officers Law § 87(3)(c)

(Note: Not all listed records are available pursuant to the Freedom of Information Law [FOIL]).

Audit and Quality Improvement Records

  • Operational Assessments and Program Files
  • Administration and Management Files
  • Quality Control and Reporting Records
  • Audit Work Papers, Reports, and Responses
  • Correspondence Files

Budget Records

  • General Subject and Correspondence Files
  • State Fiscal Policies and Procedures Records
  • Routine Internal Status and Activity Reports
  • Non-Routine Financial Reports and Studies
  • Program Unit Budget Request Files
  • Agency Budget Preparation Files
  • Agency Copies of Budget Request

Child Support Services Records

  • Federal Tax Offset Program Files
  • State Tax Offset Program Files
  • Local District Files
  • Lottery Offset Program Files
  • Correspondence Files
  • Working Policy Files
  • Permanent Policy Files
  • Training Files
  • Program Administration, Management, and Legal Files
  • Documentation Related to System Requirements and Enhancements
  • Fiscal Data Files
  • Program Contract Files
  • Advance Planning Documents
  • Federal Reports
  • Program Vouchers
  • Collection, Caseload, and Performance Statistics Files
  • Audit Files and Responses

Commissioner’s Office Records

  • Commissioner’s Files
  • Executive Deputy Commissioner’s Files
  • Executive Correspondence Clearance Unit (ECCU) Files

Contract/Purchasing Records

  • Contract Files
  • Purchase Order Files (Non-Contracts
  • Bidders’ Proposal Files

Data Management Records

  • Various Monthly, Quarterly, and Annual Statistical Reports

Disability Determinations Records

  • Fiscal Processing Records/Data (Paper and Imaged Documents)
  • Budget and Finance Records
  • Case Processing Related Records
  • Social Security Administration (SSA) Case-Processing-Related Data on the SSA Network
  • SSA Network System Architecture and Design Documentation
  • Disability Determinations Services (DDS) Security Plan
  • Continuity of Operations Plan (COOP)
  • Business Continuity Plan
  • Security Handbook
  • Disaster Recovery Plan
  • Strategic Plan
  • Emergency Evacuation Plan

Diversity & Inclusion

  • Equal Opportunity and Diversity (EOD) Records
  • EOD Policies and Procedures

Employment and Income Support Records

  • Supplemental Security Income (SSI) Files
  • Temporary Assistance Program Files
  • Home Energy Assistance Program (HEAP) Files
  • Supplemental Nutrition Assistance Program (SNAP) Files
  • Employment Program Files
  • Contract Management and Quality Assurance Records and Files
  • Upstate and Downstate System Files
  • Integrated Eligibility System (IES) Records and Files
  • State Supplement Program (SSP) Records & Files
  • State Supplement Personal Needs Allowance (SSPNA) Records & Files
  • Electronic Benefits Transfer (EBT) Records and Files
  • Working Policy Files
  • Permanent Policy Files
  • Social Security Payments (SSI, SSP and SSPNA Payment Files)

Administrative Hearings Records

  • Fair Hearing Information System (FHIS) Records and Reports
  • Fair Hearing Issued Decisions
  • Audio Recordings of Fair Hearings
  • FHIS records of Withdrawn and Abandoned Fair Hearings
  • Administrative Disqualification Hearing Issued Decisions and Files
  • Fair Hearings Procedures Transmittals
  • Fair Hearing Subject and Correspondence Files

Finance Records

  • General Subject and Correspondence Files
  • State Fiscal Policies and Procedures Records
  • Routine Internal Status and Activity Reports
  • Nonroutine Financial Reports and Studies
  • Audit Reports, Responses and Work Papers
  • Reconciliation Work Papers
  • Accounts Payable Records
  • Employee Travel Authorizations and Expense Files
  • Revenue Bank Account Files
  • Payment Bank Account Files
  • Accounts Receivable Records
  • Local District/State Agency Claims
  • County Central Services Plan Files
  • Social Security Payments (SSI, SSP & SSPNA) Files
  • Random Moment Study Files
  • Quarterly Financial Reports
  • DFAFS (Department Federal Assisted Financing) Records
  • Public Assistance Program Grant Awards Files
  • Quarterly Expenditure Reports Work Papers
  • Decision Letters – PA Grants
  • SNAP Files
  • Disability Determinations Reports Files

Housing and Shelter Services Records

  • Housing Project Files
  • Rejected Application Files
  • Subject and Correspondence Files for Housing
  • Family and Adult Shelter Facility Files
  • Central Files
  • Electronic Tracking Database Files

Human Resources Records

  • Personal History Files
  • Employee Summary Service Records
  • Subject and Correspondence Files
  • Employment Inquiry Files
  • Classification Files
  • Centralized Eligible List Certification Files
  • Decentralized Eligible List Certification Files
  • Examination Development Files
  • Examination Administration Files
  • Freedom of Information Law and Personal Privacy Protection Law Files
  • Traineeship Files
  • Office Management Files
  • Budget Director’s Approval File
  • Local District Files
  • Local District Unit Correspondence/Subject Files
  • Local District Commissioner’s Files
  • Subject Files – Labor Relations
  • Performance Evaluation Appeals Files
  • Local District – Operations Files
  • Grievance Files
  • Notice of Discipline Files – Labor Relations
  • Worker’s Compensation Claims Documentation
  • Ethics Correspondence Files
  • Ethics Processing Files
  • Employee/Applicant Requests for Reasonable Accommodation
  • Public Requests for Reasonable Accommodation
  • Electronic Recommended Appointments System and Recruitment Files Workforce Data Statistics

Intergovernmental Affairs Records

  • Legislative Inquiries and Files
  • Senate and Assembly Bill Files

Internal Audit Records

  • Internal Audit Reports, Responses, and Work Papers
  • Corrective Action Files
  • Reports of Routine Administrative Studies and Consultations
  • Administrative Study and Survey Work Papers
  • General Administrative Records

Legal Affairs Records

  • Department Regulation Files
  • Litigation Files
  • State Plans and Amendments
  • FOIL Appeals and Appeal Determinations
  • Personal Privacy Protection Law (PPPL) Appeals and Appeal Determinations
  • PPPL Appeals from Requests for Record Amendments or Corrections and Appeal Determinations
  • Third-Party Subpoenas and related materials.
  • Memoranda of Agreement and Memoranda of Understanding
  • Internal Employee Discrimination Complaints (prior to December 2018)
  • External Employee Discrimination Complaints
  • SNAP Applicant/Recipient Civil Rights Complaints

Management Services Records

  • Policy and Procedures Bulletins and Manuals
  • General Transportation Correspondence and Reports
  • Department-Owned State Vehicle Record File
  • Space Planning Files
  • Health and Safety Files
  • General Administrative Files
  • Facility Management Files
  • Prompt Payment Files
  • Forms Unit Correspondence and Administrative Files
  • Forms Management Files
  • Remote Meter Resetting System Postage
  • Mail Services Files
  • Records Management Files
  • Printing Files
  • Distribution Files
  • Disaster Preparedness, Response, and Recovery Files
  • Continuity of Operations Plan Files
  • Asset Management Files
  • Agency Identification Card Files
  • Internal Control Program Files

Minority- and Women-Owned Business Enterprise (MWBE) Records

  • Contractors’ Completed MWBE Forms and Quarterly Compliance Reports
  • Annual MWBE Master Goal Plan
  • MWBE Electronic Data Reports
  • MWBE Program Management Unit Policy and Procedures Files

Public Information Records

  • Information Inquiries
  • FOIL Subject Matter Lists
  • FOIL Requests and Responses
  • PPPL Records Access Requests and Responses
  • PPPL Record Amendment/Correction Requests and Responses
  • PPPL Annual Reports
  • Press Release Files
  • Annual Report Development Files
  • Agency Annual Reports

Refugee Services Records

  • Refugee Services Program, Policy, and Administration Files
  • Response to Human Trafficking Program, Policy, and Administration Files
  • NYS Confirmation Program, Policy, and Administration Files
  • Translation Unit Program, Policy, and Administration Files
  • Language Access Program, Policy and Administration Files
  • Refugee Services Administrative Directives and Manual Bulletins
  • Response to Human Trafficking Administrative Directives and Manual Bulletins
  • NYS Confirmation Administrative Directives and Manual Bulletins
  • Language Access Administrative Directives and Manual Bulletins
  • Refugee Services Federal Laws, Regulations, and Action Transmittals
  • Refugee Services Contract Files
  • Response to Human Trafficking Contract Files
  • Translation Unit Contract Files
  • Refugee Services Request for Proposal Files
  • Response to Human Trafficking Request for Proposals
  • Language Services Request for Proposals

Service Disabled Veteran Owned Business (SDVOB) Records

  • Contractors’ Completed MWBE Forms and Monthly and Quarterly Compliance Reports
  • Annual SDVOB Master Goal Plan
  • SDVOB Electronic Data Reports
  • SDVOB Program Management Unit Policy and Procedures Files

Training and Staff Development Records

  • Course Information Records
  • Course Registration Processing Records
  • Employee Training History

For further information on the Freedom of Information Law, please visit the website of the Committee on Open Government, at https://opengovernment.ny.gov.

Last updated: February 2021

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