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THE FOIL REQUIREMENT THAT THE REQUESTED DOCUMENTS BE “REASONABLY DESCRIBED” IS DISTINCT FROM THE ABILITY TO RETRIEVE THE DOCUMENTS WITH “REASONABLE EFFORT;” THE TWO STANDARDS SHOULD NOT BE CONFLATED; HERE THE DEPARTMENT OF EDUCATION’S PROFESSED INABILTY TO RETRIEVE THE REQUESTED DOCUMENTS DOES NOT DETERMINE WHETHER THE REQUESTED DOCUMENTS WERE “REASONABLY DESCRIBED;” MATTER REMANDED (CT APP).

The Court of Appeals, reversing the Appellate Division for a remand to the NYC Department of Education (DOE), clarified the FOIL requirements that the requested documents be “reasonably described” and that the documents can be retrieved with “reasonable effort.” Courts have been conflating the two distinct requirements:

Despite the distinct nature and purposes of the reasonable description and reasonable effort requirements, several Appellate Division decisions have adopted a single test that merges those requirements … . But … application of that test has led to inconsistent outcomes … .

Evaluating the reasonable description and reasonable effort requirements separately should alleviate the confusion that the combined test has produced. Whether a requestor has reasonably described an electronic record does not turn on the degree of effort necessary to retrieve it, and the inability of an agency to retrieve a document with reasonable effort does not implicate whether the description in the request was sufficient to allow the agency to locate it. * * *

While the DOE’s professed inability to retrieve the documents is not determinative of whether the request reasonably describes those documents, such inability may bear on whether the DOE has the ability to retrieve the documents with reasonable effort. We therefore conclude that the matter should be remanded to the DOE for a new determination under the proper standard. Matter of Wagner v New York City Dept. of Educ., 2025 NY Slip Op 05783, CtApp 10-21-25

Practice Point: In this FOIL case, the Court of Appeals clarified that whether the requested documents are “reasonably described” is not determined by whether the requested documents can be retrieved with “reasonable effort.” The two distinct standards have been improperly conflated in several Appellate Division decisions.

 

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