Cost for copies

 Under the West Virginia Freedom of Information Act (WV Code §29B-1-3), public bodies like the Pocahontas County Solid Waste Authority, the Pocahontas County Commission, and county agencies are bound by strict statutory rules regarding fee charges.

1. Statutory Rules for Copying Fees (WV Code §29B-1-3(e))

• Actual Cost Reproduction Only: Public bodies may only charge fees "reasonably calculated to reimburse it for its actual cost in making reproductions of records."

• Typical Paper Rates: In West Virginia, standard duplication fees range between $0.10 to $0.50 per page for standard black-and-white paper documents (and up to $1.00/page under county clerk recording schedules).

• NO Search, Retrieval, or Labor Fees Allowed: By law (WV Code §29B-1-3(e)), a public body CANNOT charge a search fee, retrieval fee, or seek reimbursement on a man-hour basis for employee time spent locating or reviewing records. They can only charge for the physical media or copying costs.

2. In-Person Inspection is FREE

• $0.00 Fee for In-Person Review: Under WV Code §29B-1-3(a-c), every citizen has the legal right to inspect public records during normal business hours free of charge.

• Cost-Saving Tip: You can request to review audit files or SWA financial records in person at the office, review the documents, and only request photocopies of the specific pages you actually need—or photograph them with a smartphone/scanner for free.

3. Electronic Records & Media Costs

• Digital Records (PDF / Email): If the records exist electronically (such as digital PDF audits or spreadsheet files), asking the agency to email them or provide them on a digital database incurs no reproduction cost.

• CDs, USB Drives, or Discs: If electronic records are placed on physical media (CDs or flash drives), the agency may only charge the actual cost of the media (typically $1.00 to $15.00 depending on the device).

4. Postage / Shipping Costs

• If you request that physical paper copies be mailed to you rather than picked up in person, the agency can charge the actual exact cost of postage or shipping via the U.S. Postal Service.

What to Watch Out For (Unlawful Fees)

If the Solid Waste Authority or local agency tries to charge you:

• A "processing fee" or "research fee"

• Hourly labor rates for staff time

• Excessive per-page charges (e.g., several dollars per page)

...they are in direct violation of WV Code §29B-1-3(e). You can remind them in writing of the statutory prohibition against search/retrieval fees.