Every so often, a topic starts popping up more frequently in our office. Lately, it’s been Privacy Act and Freedom of Information Act (FOIA) requests submitted to the Department of Veterans Affairs (VA). If you’ve never heard of these, you’re not alone—and if you have, there are a few important points worth understanding before submitting one.
At the most basic level, a Privacy Act/FOIA request is a formal way to ask VA for copies of records. For Veterans, this often means requesting your claims file (commonly called a “C-file”), medical records, or other documents VA has on file. These requests can be useful if you’re reviewing past decisions, preparing an appeal, or simply want a complete picture of your records.
That said, “complete” doesn’t always mean everything. VA is required to protect sensitive information, which means certain records may be redacted or withheld. For example, documents containing another individual’s personal information, internal VA deliberations, or legally protected material may not be fully released. The goal is to provide access while still protecting privacy and complying with federal law.
One of the biggest issues we’re seeing is overly broad requests—essentially asking VA to “send everything.” While that might sound efficient, it often has the opposite effect. These records can be thousands of pages long and require manual review before release. The broader the request, the more time and labor it takes to process.
A more effective approach is to be specific. Ask for the records you actually need—such as a particular decision, exam, or timeframe. Narrow requests are easier to process and often result in faster turnaround times.
And about those timelines… patience is required. These requests are typically lower priority compared to active compensation and pension claims. It is not uncommon to see response times exceed 12 months, especially for large or complex requests. That’s not ideal, but it reflects the volume of requests and the detailed review required before anything is released.
So, what’s the takeaway? Privacy Act/FOIA requests can be a valuable tool, but they should be used thoughtfully. Be clear about what you need, understand that not everything may be releasable, and expect a longer wait than most other VA processes.
One final note—be cautious of non-accredited third parties suggesting you submit a FOIA request so they can review your records. Your information is valuable, and you should always know who is accessing it and why.
As always, if you have questions about whether a request makes sense—or what to ask for—reach out to your County Veterans Service Office. We’re here to help you navigate the process and avoid unnecessary delays.
Brad Anderson and Melissa Crandall, Lake County Veterans Service Officers, 218.834.8326 or cvso@co.lake.mn.us
Karen Christianson, Cook County Veterans Service Officer, 218.387.3639, or karen.christianson@co.cook.mn.us
