Notice of Public Records Access

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The Wisconsin Department of Veterans Affairs (WDVA) was created by Chapter 580, Laws of 1945, to ensure that the state's veterans receive the state benefits to which they are entitled and to assist them in securing their federal veterans benefits. The department's programs, benefits, and services are generally designed to provide health, educational assistance, economic assistance, and other services to specified veterans of the armed forces of the United States.

This notice covers all WDVA divisions: Office of the Secretary, Division of Enterprise Services, Division of Veterans Benefits, Division of Veterans Homes, and the Wisconsin Veterans Museum. 

State Public Offices.  The following WDVA Positions constitute state public offices:

  • Secretary
  • Deputy Secretary
  • Assistant Deputy Secretary
  • Administrator of the Division Enterprise Services
  • Administrator of the Division of Veterans Benefits
  • Administrator of the Division of Veterans Homes
  • Director of the Wisconsin Veterans Museum
  • Chief Legal Counsel
  • Communication Director
In the State of Wisconsin, laws exist to ensure that government is open and that the public has a right to access appropriate records and information possessed by state government. At the same time, there are exceptions to the public's right to access public records that serve various needs: the privacy of individuals is included among these exceptions. Exceptions are provided by both state and federal laws.

WDVA strives to protect personally identifiable information by collecting only information necessary to deliver our services. All information collected at this site becomes public record that may be subject to inspection and copying by the public unless an exemption in law exists.

In the event of a conflict between this Privacy Notice and the Wisconsin Open Records Law or other law governing the disclosure of records, the Wisconsin Open Records Law or other applicable law will control.


 

  • As soon as practicable and without delay, the custodian will either notify you of the availability of the records requested or deny the request in whole or in part because the records do not exist or are not accessible under the public records law.
  • The time it takes the custodian to respond to a request will depend on factors including the nature and extent of the request, the availability of staff, and other resources necessary to process the request. If the custodian denies a written request, the requester may receive the reasons for the denial in writing. If redaction is necessary, WDVA will provide the reasons for the redaction in writing.
  • When practicable, WDVA will email electronic copies of records that already exist in electronic format, without charging reproduction fees on a per-page basis for providing such copies; however, WDVA may charge for staff time, costs for postage or delivery services, and other actual costs to copy records from one electronic format to another electronic format and/or physical media.
  • When clarification of a request is required, WDVA will make reasonable efforts to communicate with the requester as soon as practicable to clarify what the requester is asking for, to avoid the delays that requesters may experience due to inefficiencies created by miscommunication.
  • When a requester asks for an update on the status of the request, WDVA will respond to the requester within 5 business days.

This notice is provided pursuant to § 19.34, Wisconsin Statutes. Additional information can be obtained from the Wisconsin Department of Justice's Office of Open Records.

Public Records Metrics

Total number of public records requests received for the quarter (10/1/19 - 12​/31/19): 12
Total number of public records requests completed: 14​
Average length of time taken to fulfill public records requests this quarter:3.8​​ business days
Percentage of public records requests acknowledged within one business day:91%

The Wisconsin Department of Veterans Affairs (WDVA) is committed to the principles of open government and accountability. All records created or maintained by the WDVA and its employees in connection with the transaction of public business are subject to public inspection and are subject to federal and state laws and regulations that prohibit disclosure. The working principle is that unless a record is subject to an exception from disclosure under the open records laws, the record may be released to the public. 

The WDVA website provides a great deal of information about WDVA activities and can provide direct access to this information as well as records related to these activities, operations, and decisions. 

WDVA Conferences/Stakeholder Agenda's No records available at this time.
DVA Audit Reports LegislativeAuditKing.pdf
LegislativeAuditKingResponse.pdf
DVA Biennial Reports https://doa.wi.gov/Pages/StateFinances/2015-17-Biennial-Reports.aspx
Board of Veterans Affairs: Agendas / meeting minuteshttp://dva.state.wi.us/Pages/aboutWdva/BoardofVeteransAffairs.aspx
Council on Veterans Programs: Agendas / meeting minuteshttp://dva.state.wi.us/Pages/aboutWdva/CouncilonVeteransPrograms.aspx

​Council on Veterans Programs: Biennial Activities and Membership Report

COVP 2015-2017 Biennial Activities and Membership Report.pdf
Claims Office Accreditation Approvalshttps://www.va.gov/ogc/apps/accreditation/

Annual "Consumer Information Report for all facilities Nursing Homes"

(released by DHS every spring and covers recruitment, retention, staffing, and results of inspections)

https://www.dhs.wisconsin.gov/guide/cir.htm

 

Public Comments and Hearing Notices
https://dva.wi.gov/Pages/newsMedia/PublicComments.aspx
Public Meeting Notices & Minuteshttps://publicmeetings.wi.gov/
Governor Evers' Open Book website - search of all state expenditures.http://openbook.wi.gov/

The WDVA designates a Records Custodian and Legal Records Custodians to satisfy its obligations under State public records laws. Members of the public may request an inspection of the WDVA’s Public Records, or request copies of these records, by using our Public Records Request website or by making a request to the WDVA’s Records Custodians during the WDVA’s office hours of Monday through Friday, 7:45 a.m. to 4:30 p.m. Requests should be sent to: 

Records Custodian
2135 Rimrock​​​​ Road
P.O. Box 7843 
Madison, WI 53707-7843
DVAPublicRecords@dva.wisconsin.gov
(608) 266-8105

All requests will be processed as soon as practicable and without delay.


Public Records Request Fee Schedule

The law authorizes fees for “actual, necessary, and direct” costs associated with responding to public records requests.  When requested and whenever practicable, WDVA will provide electronic copies of records that already exist in electronic format without  per-page​ fees​.  WDVA will not charge for the cost of reviewing records for possible redaction or removal of confidential information.  W​DVA will not convert non-paper records to paper for requests to inspect.​


​Hard
Copies
​Includes any paper records provided by:
  • ​Copying a paper record'
  • Printing an electronic record​
​$0.15 ​page
​​​Electronic Copies
​ ​ ​
​Includes any electronic records provided by Email, PDF, CD or DVD, Flash drive or other electronic format. 
​​Paper to Digital
Includes scanning physical documents and saving them into a digital format. 
​$0.07 per page 
​Digital to Physical
Includes records already in digital format burned to CD or DVD or copying to Flash drive. 
$1.87 transfer fee plus cost of physical medium:
CD or DVD (each)                                       $0.14
Flash drive (each)                                      
 $5.25 (2 GB)
                                                                      $5.53 (4 GB)
                                                                      $5.60 (8 GB)
                                                                      $6.29 (16 GB)
                                                                    $10.49 (32 GB)
                                                                    $19.59 (64 GB)

​Digital to Digital 
Includes copying records from one digital format to another.
​Fee waived
​Locations Fees
If the cost of locating responsive records is less than $50.00 there is no cost to the requester.  ​
Any staff time for locating records will be billed at the hourly pay rate (including fringe benefits) for the lowest-paid employee capable of performing the task, but no higher than $30 per hour.​  This includes reviewing records to determine responsive or non-responsive status. ​

State Records Center retrieval​ fee if necessary $3.05 per box. 
Postage Fees
​​​Postage fees will be the actual cost or postage, courier or delivery services. 
Payment
​​​Requests that exceed a total cost of $5.00 require prepayment with settlement of payment after total cost is finalized. ​
WDVA only accepts checks or money orders ​payable to: Wisconsin Department of Veterans Affairs.



When submitting an open records request, be sure to provide enough information so that we can efficiently process your request. The following considerations may help you formulate your request for an expedited response: 

  • What records are you seeking? Requests must be specific to subject matter AND time frame​​.
  • Date(s) or date range of records.
  • WDVA program or benefit (if applicable).
  • WDVA personnel who may have had knowledge or involvement regarding the records you are seeking.
  • Date(s) of the event(s) that are the subject of the request.
  • Other descriptive information about the subject or topic of interest.
  • Your contact information, including name and address or email.