Where can I find information about the Public Information Act (PIA)?
The PIA can be found in the General Provisions Article, § 4-101 et seq ., Annotated Code of Maryland. The Maryland Office of the Attorney General's website provides excellent information for anyone considering filing a PIA request, including sample letters and law citations.
You can also find DGS specific PIA information in the Code of Maryland Regulations (COMAR), Title 4, Department of General Services.
Can I submit my PIA request electronically?
You may submit requests through the DGS PIA Online Request Form or by email to dgs.piarequest@maryland.gov. Whichever option you choose, be sure to include all pertinent information, including explicit language stating that your request is a PIA request. The scope of information sought in your requests directly impacts the time required and costs for that PIA request.
What information do I need to provide when requesting records?
We encourage you to explicitly state that you are making a request under the Public Information Act (PIA) and identify the record(s) desired. The scope of the request has a direct correlation to the cost associated with processing it.
In order to assist DGS in conducting timely records searches in the most efficient manner possible, you should provide as much detail as possible. Be specific about the type of record(s) you are seeking (e.g., file-related information, event-related information, etc.), facility names, individual names, project locations and numbers, subject area, dates or date ranges, and originator.
If you are requesting information that is restricted by law, including but not limited to, Maryland Capitol Police records with personal information, procurement records, and business licensing records, you may be required to identify yourself and the purpose of your request to determine if you are legally entitled to the information or records.
Are there fees?
DGS is committed to transparency and will provide records in accordance with all laws and regulations. We also have a responsibility to the citizens of Maryland to recover the public dollars expended to fulfill these requests. While fees recovered can never fully reimburse for all costs involved in researching and processing a PIA request, DGS' policy seeks to recover as many costs as permissible.
Costs are recovered before the documents are provided. Costs include:
- Individual time, for computer and other search efforts, at their actual rates for actual hours. The two hours of free search time will be subtracted from this subtotal. DGS tracks time by the minute and does not round up or down in calculations.
- Record retrieval time, electronically and manually.
- Review and legal advice.
- Duplication costs.
- Postage based on the actual the U.S. Postal Service rate if mailing is required.
- Supplies such as DVDs, flash drives, and envelopes.
As stated above, the scope of a request has a direct bearing on the cost to process and fulfill a request. We are always open to discussing ways to narrow a search to potentially lower the cost. Specific, targeted requests that include explicit details may involve fewer people and time and can reduce the costs of the search and production of requested documents.
Who should I contact for information?
For cost efficiency, DGS strongly encourages you to use the online PIA request form, DGS PIA Online Request Form. For questions, you may contact the following:
Public Information Act Officer
Michelle Holland
410-799-1930
dgs.piarequest@maryland.gov
