RECORDS DATABASE POLICY

Effective Date: 6/28/2026

Background

The West Virginia Freedom of Information Act (FOIA) exists to ensure the public remains informed about the actions, decisions, and operations of government. While some public records are accessible through agency websites, many records can only be obtained through formal FOIA requests.

Under W. Va. Code §29B-1-3a and W. Va. Code R. §153-52-2, public bodies are required to report certain information regarding FOIA requests to the West Virginia Secretary of State FOIA Database no later than the tenth day of the month following the completion of a request. However, the database does not require agencies to upload the records that were produced in response to those requests. In practice, this often means that valuable public records are only seen by the individual who submitted the request.

The Records Database was created to help bridge this accessibility gap by preserving and sharing records that contribute to transparency, accountability, and public understanding.

Purpose and Scope

The Records Database is a public transparency initiative operated by Bloodhound Media. Its purpose is to collect, preserve, organize, and share records that provide meaningful insight into government operations, public expenditures, policy decisions, institutional conduct, and matters of public interest throughout West Virginia.

The Database is intended to serve as an informational and historical resource for journalists, researchers, advocates, community members, and the general public.

The Records Database is not intended to function as a comprehensive archive of every public record. Priority is given to records that:

• Promote transparency and accountability
• Document government decision-making
• Provide insight into public spending or contracts
• Support investigative reporting or civic engagement
• Preserve records that may otherwise be difficult to locate or retain over time

Examples of records that may be appropriate for inclusion include:

• Meeting minutes and agendas
• Contracts and procurement documents
• Financial reports and audits
• Invoices and expenditure records
• Policies, bylaws, and internal procedures
• Correspondence related to matters of public interest
• Records obtained through FOIA requests
• Publicly available records hosted on government websites

Users are encouraged to submit records they have lawfully obtained through FOIA requests or to share links to records published by public agencies, particularly when there is concern that records may later be removed, altered, or become difficult to access.

Submission Review and Publication Standards

Bloodhound Media reviews submissions for relevance, duplication, readability, and consistency with the mission of the Records Database. Submission of a record does not guarantee publication.

Bloodhound Media reserves the right to:

• Publish or decline to publish any submission
• Remove or unpublish records at any time
• Edit titles, descriptions, tags, or metadata for organizational purposes
• Redact sensitive personal information when appropriate
• Decline submissions unrelated to the purpose of the Database

Examples of information that may be redacted include Social Security numbers, personal contact information, financial account information, medical information, and residential addresses where disclosure does not serve a clear public interest.

Authenticity

Bloodhound Media does not independently verify the authenticity, completeness, or accuracy of every submitted document and makes no guarantee regarding the contents of submitted records.

Publication within the Records Database does not constitute endorsement, legal conclusion, or factual certification by Bloodhound Media.

Comments

The comments section is public. Subscribers are encouraged to engage in conversation and to share observations or insight into the records. Subscribers should exercise caution when deciding to disclose any personal information. The following content will be rejected or removed:

• Vulgar, obscene, or profane language.
• Threatening, harassing, or abusive statements.
• Derogatory or demeaning content targeting individuals or groups.

Policy Updates

Bloodhound Media may revise this policy periodically to improve clarity, strengthen operational standards, and support the ongoing mission of transparency and accountability. Updated versions of this policy become effective upon publication.

Contact

Questions regarding this policy or the Records Database may be directed to: connect@bloodhound.media