Are you familiar with the Privacy Act fees and how they work?
https://www.ssa.gov/OP_Home/cfr20/401/401-0095.htm
If you’re looking to request copies of your records from a government agency, it’s important to know what you might be charged for and what you can expect.
According to §401.95, agencies may charge fees for copying records, but only if you request copies of the record to which you are granted access. However, agencies are not allowed to charge a fee for searching for records, whether the search is manual, mechanical, or electronic.
If a record must be copied in order to provide you access to it, the agency must provide the copy to you at no cost. Additionally, if you designate a representative or a physician to access your medical record under §401.55, the agency cannot charge a fee.
So, what are the actual fees for copying records? The fee schedule is set forth in §401.95(b), and it varies depending on whether the record is susceptible to photocopying or not. Records that can be photocopied are charged at a rate of $.10 per page, while records that cannot be photocopied (such as punch cards or magnetic tapes) are charged at the actual cost on a case-by-case basis. If the total amount of copying does not exceed $25, no fee will be charged.
It’s also important to note that other fees may apply for providing information under the Freedom of Information Act (FOIA) and the Privacy Act. The amount of these fees is determined by §§402.155 through 402.165 of this chapter.
So, if you’re planning to request copies of your records from a government agency, make sure you’re aware of the Privacy Act fees and how they apply to your request. With this knowledge, you can avoid any surprises and ensure that you’re able to access your records without breaking the bank.