Digital records are not automatically free—but format still matters

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Virginia law addresses records held in databases and delivery by email or another regularly used medium.

1 minute read · Gretna Junction Research Desk

AI-assisted · Last verified September 20 sources; correspondence update September 26, 2026 · Public preview of a paid feature

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At a glance

The Town describes 1,380 sheets available for inspection and offers optional copies. The requester repeatedly elected inspection and existing electronic files, disputing unwanted copying and unexplained preparation costs. The September 23 follow-up explicitly confirms inspection during regular weekday hours, 8 a.m. to 4:30 p.m.
Existing database records, paper-only records and optional copies must be distinguished. The general public-records law does not guarantee cost-free inspection, and its electronic-format provisions do not make every paper record an existing electronic file. The Town should identify which requested records already exist electronically.

In this story

September 26 update: what changed

The Town describes 1,380 sheets available for inspection and offers optional copies. The requester repeatedly elected inspection and existing electronic files, disputing unwanted copying and unexplained preparation costs.

The September 23 follow-up explicitly confirms inspection during regular weekday hours, 8 a.m. to 4:30 p.m.

Existing database records, paper-only records and optional copies must be distinguished. The general public-records law does not guarantee cost-free inspection, and its electronic-format provisions do not make every paper record an existing electronic file.

The Town should identify which requested records already exist electronically.

September 20 snapshot: The public record at this stage

The law requires nonexempt electronic-database records to be available at reasonable actual cost and, when the public body has the capability, in a medium it uses in the regular course of business. Converting available fields is not automatically treated as creating a new record.

This is the public introduction to part 11 of The Gretna Water Files. The complete analysis, document checklist and next-record questions are included in the paid series; essential safety notices and official contact links remain outside the paywall.

Sources & verification

Code of Virginia § 2.2-3704

Current Virginia public-record access, response, electronic-record and actual-cost provisions; checked September 20, 2026.

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Gretna Junction newsroom correspondence ledger

Dated publisher complaint, VDH replies and FOIA follow-up; private addresses and unrelated personal details are withheld.

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Town responses, laboratory report and correspondence through September 24

Original Town documents with private details redacted; 14 email transcripts with duplicate quotations omitted. Read each author’s claims as attributed statements.

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