How do I deny a request in the Public Records Request (OPRA/FOIA) module?

In the Public Records Request (OPRA/FOIA) module, you may need to deny all or part of a request if the records are exempt from disclosure or if no responsive records exist. Documenting denials in the system ensures your response is transparent, consistent, and compliant with applicable laws.

How to Record a Denial

1. Navigate to the Denials tab and click the Add Denial button.
   
   

2. A new entry will appear with the following details:

   • Date and Time – Defaults to the current date and time.
     
     
   • By – Auto-filled with the name of the user logged in.
     
     
   • Department – Select the department associated with this denial, if applicable.
     
     
   • Search by Denial Reason – Use this field to search and select a pre-configured reason. The selected reason will populate the Denial Reason box automatically.
     
     
   • Denial Reason – Displays the official legal reason for the denial, populated from your selection above. This is the formal text that will be sent to the requester in the email notification.
     
     
   • Comments – Optional additional message that will appear in the email to the requester, separate from the official denial reason. Use this field to provide clarification, guidance for resubmitting, or any other helpful context.
     
     
     
     
3. Click Save to add the denial to the record.

You can add as many denial entries as needed to fully document the response to the request.

After you’ve entered all applicable denial reasons in the Denials tab, return to the high-level section of the form and update the Status to Denied.

This will:

• Trigger an automatic email notification to the requester that includes the denial reasons
  
  

• Populate the Date Closed field automatically
  
  

• Calculate and populate the Days to Complete field based on the Date Received and Date Closed

Remember to click Save after changing the status to ensure your update is recorded and the email is sent.

Additional Resources in GovPilot Academy

• Public Records Request (OPRA/FOIA) Module Certification
• How do I manually enter a request in the Public Records Request (OPRA/FOIA) module?
• How do I mark a request as received in the Public Records Request (OPRA/FOIA) module?
• How do I assign a request to departments in the Public Records Request (OPRA/FOIA) module?
• How do I fulfill a request in the Public Records Request (OPRA/FOIA) module?

Related terms: OPRA denial, FOIA exemption, deny records request, public records request refusal, OPRA response email