Section 1925.310  Information to be Provided in Requests for Records

A request for records should include:

a)         The complete name, mailing address, electronic mail address, and telephone number of the requester;

b)         As specific a description as possible of the records sought. Requests calling for all records falling within a category shall be complied with unless compliance with the request would be unduly burdensome for the complying public body and there is no way to narrow the request and the burden on the public body outweighs the public interest in the information.  Before invoking this exemption, the public body shall extent to the person making the request an opportunity to confer with it in an attempt to reduce the request to manageable proportions.  If any public body responds to a categorical request by stating that compliance would unduly burden its operation and the conditions described above are met, it shall do so in writing, specifying the reasons why it would be unduly burdensome and the extent to which compliance will so burden the operations of the public body.  Such a response shall be treated as a denial of the request for information.  (Section 3(g) of FOIA and Section 1925.410);

c)         A statement as to the preferred medium and format for the Agency to use in providing the records sought: for example, paper, specific types of digital or magnetic media, or videotape.  The Agency will make a reasonable effort to provide responsive records in the preferred medium;

d)         A statement as to the requested manner for the Agency to use in providing the records sought:  for example, inspection at Agency headquarters or providing paper or electronic copies;

e)         A statement as to whether the requester needs certified copies of all or any portion of the records, including reference to the specific documents that require certification; and

f)         A statement as to whether the request is for a commercial purpose.

(Source:  Amended at 49 Ill. Reg. 15977, effective December 2, 2025)