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

Employment and Income Support Records

  • Supplemental Security Income (SSI) Files
  • Temporary Assistance Program Files
  • Emergency Rental Assistance Program (ERAP) Files
  • Home Energy Assistance Program (HEAP) Files
  • Landlord Rental Assistance Program (LRAP) Files
  • Low Income Household Water Assistance Program (LIHWAP) 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 and Files
  • State Supplement Personal Needs Allowance (SSPNA) 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 Transmittals

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, and 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
  • Equal Opportunity and Diversity (EOD) Records
  • EOD Policies and Procedures
  • Classification Files
  • Centralized Eligible List Certification Files
  • Decentralized Eligible List Certification Files
  • Examination Development Files
  • Examination Administration 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 FOIL Appeal Determinations
  • Personal Privacy Protection Law (PPPL) Appeals and PPPL 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
  • Intergovernmental Agreements
  • Computer Matching Agreements and Data Sharing Agreements
  • 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

Last updated: February 2021

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