CFC # 10222

FAIR USE NOTICE

What is the Freedom of Information Act?

FOIA, also known as 5 U.S.C. 522, was passed in 1966 and amended in 1974. It allows the public better access to government records. With these records, the public can find out what the government knows about them and what types of policies agencies use to govern the public.

FOIA is a valuable tool for whistleblowers as they obtain records that they would not be able to obtain otherwise.

What does the law call for?

Related Links Sample FOIA Request Sample FOIA Appeal

The law is actually broken up into two parts: The first part calls for all government agencies to publish the following in the Federal Registrar:

(A) descriptions of an agencies central and field organization and the established places at which, the employees (and in the case of a uniformed service, the members) from whom, and the methods whereby, the public may obtain information, make requests, or obtain decisions ;

(B) statements of the general course and method by which its functions are channeled and determined, including the nature and requirements of all formal and informal procedures available;

(C) rules of procedure, descriptions of forms available or the places at which forms may be obtained, and instructions as to the scope and contents of all papers, reports, or examinations;

(D) substantive rules of general applicability adopted as authorized by law, and statements of general policy or interpretations of general applicability formulated and adopted by the agency; and

(E) each amendment, revision, or repeal of the foregoing final orders of administrative cases, federal government agency statements of policy, manuals used by an agency's staff whose policies within apply to the public, and indexes of materials that can be accessed by the public.

While these sections may seem confusing, the second part of the law is what makes it one of the best pieces of legislation passed on behalf of the American Public. The law allows for the public to view the records of agencies. Anyone can find out how an agency is spending its money, the reasoning behind their policies, and the intended effect of the agencies policies.

What are considered records?

Records are defined as final decisions in particular administrative cases, policy statements that the agency uses, but hasn't published in the Federal Register, internal manuals written for the agency's staff that affect members of the public, and an index of the kinds of information that must be made public. The law also allows the public to see other types of records that were not enumerated above and the courts have interpreted this broadly.

How is an Agency Defined?

Agencies are defined as agencies that have executive position of the cabinet, independent regulatory committee (like the Federal Communication Commission and the Nuclear Regulatory Commission), and corporations that are owned by the federal government like the U.S. Postal Service and Amtrak. However thefollowing are exceptions to FOIA: laws passed by Congress, federal court decisions, and records of agencies that are part of the executive branch whose sole purpose is to advise the President. Other restrictions of the law deal with the types of information that are exempt from the FOIA. These exemptions are: 

1. National Security Information;
2. Internal Agency Rules;
3. Information Exempted by Other Statues;
4. Business Information;
5. Inter-and Intra- Agency Memoranda;
6. Personal Privacy Information;
7. Law Enforcement Records/Ongoing Investigations;
8. Records of Financial Institutions;
9. Oil Well Data.

How do I start my FOIA request?

If you would like to request records under the FOIA, you must submit it in writing to the appropriate agency. All agencies have a freedom of information officer who processes the requests. The letter must be as clear as possible stating what information you are requesting and the purpose of the information. Several common types for requests are: 

• Commercial Use
• Private Information Use
• Scientific or Educational Use
• Mass Media Use

What are some tips to expedite my request

Try to limit your request to only the information that you want. If you tell the agency that you just want everything ever related to the subject, you might give the agency an excuse to delay its response, or deny it flat out. Some other tips are:

• If you know that your request involves a great volume of records, try to state both what your request includes and what it does not include;
• Be as specific as possible. Cite relevant newspaper clips, articles, congressional reports, etc. If the records have already been released, let the agency know the date, release number, and name of the original requester;
• Let the agency know if you'd like to receive information in a particular order. Materials could be reviewed and released to you in chronological or geographical order - or you may simply not want to wait for all the records to be reviewed before any are released. were put on so as to protect people and institutions that needed protection.

Does it cost anything to complete a FOIA request?

Many of the agencies charge costs related to the search for the materials desired. The three types of charges are: charges to search for the requested information, costs related to deciding what information to include in your request, and reproduction related fees. The types of costs you pay depends on why you are requesting the information. Your costs can be reduced, for example, if the information is for public distribution versus commercial use. Each agency has to tell you how much these costs are before your request is processed.

If you feel you should not be obligated to pay the related fees, you can ask for a fee waiver in your request. Agencies may grant fee waivers if the requested information is to be publicly disseminated.

How long does it take to process a FOIA request?

By law, the agency has to respond to your request within ten days. However agencies can take up to an additional ten days due to backlog or difficulties in finding the information you are requesting. If part or all of your request is denied then you may file a FOIA appeal. Agencies have 20 days to respond to your appeal. The agency will send you a letter acknowledging your appeal and your case will be assigned a number. If they do not respond in those 20 days, you have a right to take your claim to federal district court. However, if after the first response you still have not received any of your requested documents, the agency must send you a letter stating the reason for the delay.

Where do I send my request?

As stated above, each agency has an office or an officer dedicated to processing FOIA requests. A good place to find which agency you should be requesting is government publications which list offices or many government web sites have pages dedicated to FOIA requests.

Related Links top

• American Civil Liberties Union FOIA web page
  http://www.aclu.org/library/foia.html
• Bill Text of the Freedom of Information Act
  http://www.nara.gov/foia/
• E.P.A FOIA Web Page
  http://www.epa.gov/foia/
• F.B.I. FOIA Web Page
  http://foia.fbi.gov
• Nuclear Regulatory Commission FOIA Web Page
  http://www.nrc.gov/NRC/FOIA/foia.html
• U.S. Department of Justice FOIA page
  http://www.usdoj.gov/foia/
• U.S. Department of Justice Office of Information and Privacy
  http://www.usdoj.gov/foia/
• U.S. Department of Labor Office of Administrative Law Judge FOIA page
  http://www.oalj.dol.gov 

SAMPLE FOIA REQUEST top

DATE

Freedom of Information Officer
Requested Agency
Address of Agency
City, State, Zip Code

Re: Freedom of Information Act Request

Dear Sir or Madam:

Pursuant to Freedom of Information Act, 5 U.S.C. Sec. 552. I hereby request that a copy of the following documents be provided to me:

{ List your documents and be specific.}

Please be aware that I am

{Use the appropriate description.}
 

[A representative of the news media affiliated with_ _ _ _ _ _ _ _ _ _ _ _ and this request is made as part of news gathering and not for a commercial use. ]

or

[A representative of a public interest organization that publishes or disseminates information and this request is made as part of news gathering and not for a commercial use.]

or

[Affiliated with an education or noncommercial scientific institution, and this request is made for a scholarly or scientific purpose and not for a commercial use. ]

or

[An individual seeking information for personal use and not for a commercial use. ]

or

[Affiliated with a private corporation; and seeking information for use in the company's business.] {this category will not qualify you for a lower fee}

Please adjust the fee I will be charged accordingly [or]

 I am requesting a fee waver because the information I am requesting will contribute significantly to the public's understanding of the operations of the government and/or is primarily in the public interest.{If this applies to you.}

As you are aware, the FOIA requires you to release documents in segregable portions in the event they contain exempt material. For any documents or portions that you deny due to specific FOIA exemption, please provide an index itemizing and describing the documents or portions of documents withheld.


 I understand I am entitled to make this request under the Freedom of Information Act, and if your agency response is not satisfactory, or if I do not hear a response in the 20 days allowed by law, I am prepared to make an administrative appeal.

If my request is denied or not fully granted, I am also prepared to make an administrative appeal. In future correspondences, please indicate to me the name of the official to whom such an appeal should be addressed. I also know that by law, your agency is required to tell me why my request is denied or not fully granted

Thank you for your attention to this matter and I hope to hear from you in 20 days.

Sincerely,
Name
Address
City, State, Zip Code
Telephone Number

SAMPLE FOIA APPEAL top

DATE

Freedom of Information Officer
Requested Agency
Address of Agency
City, State, Zip Code

Re: Freedom of Information Act Appeal

Dear [person given in response as officer in charge of appeals]:

Under the provisions of the Freedom of Information Act, 6 U.S.C. Sec. 552(a), I hereby appeal the withholding of all [or in some cases a portion] material or information referred to in your agencies response letter received on[date]. For your reference, my request was assigned the following identification number: [000 000-000].

Please review all of the deletions, excisions, and withholdings of information covered by the relevant Freedom of Information Act request, and release this information to me within twenty days.

Given the compelling need to obtain the material requested in the referenced request, I shall be compelled to initiate court action on this matter promptly after the 20-day appeal period has ended.

Thank you for your attention to this matter.
 

Sincerely,

Name
Address
City, State, Zip Code
Telephone Number

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