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The2016FOIAAmendments&EmergingFOIAIssues
FredSadler,RetiredDirectorFDA/HHSDivisionofFOI&Privacy
WhatWeSaidBefore:2016FOIAConsiderations
Implementthe2016FOIAImprovementAct
ExpandedOpenGov’tInitiativesOpenGov’tPlan2016–2018,includesFOIA
PotentialimpactofCapstoneEffective12/16;agenciesmustmanageallemailelectronically,w/somepermanentretentionFOIAimpactonsearching&consultationsw/NARA(forpermanentemail)
FOIAOfficers&Multi-Tasking?
TheFOIAOfficer
ReasonableSegregation
DiscretionaryRelease
FOIARelease
ProactivePosting
2016FOIAImprovementActWhatShouldHaveAlreadyBeenDonePostrecordsrequested3+timesIDcategoriesofrecordsforpro-activepostingImplementForeseeableHarmstandard
AppliesonlytoExemptionsw/discretionaryreleasecomponent(#’s2,5&7)
UpdateresponselettersAccesstoPublicLiaison,OGIS&appealrights
2016FOIAImprovementActWhatShouldHaveAlreadyBeenDone
UpdateAgencyFOIAregulationsMustinc.foreseeableharm,feechanges,etc.
ChiefFOIAOfficermustannuallyreview:Processingtime,exemptionuse,annualtrainingforFOIAstaff,regsupdate,proactiveposting,etc.Goals:Recommendefficiency&enhancements;increasedtransparency&compliancew/FOIA
Addt’lAnnualReportdataelementsEx.:#recordsavailableine-formatunder(a)(2)
DOJ/OIPInstructionsfor2018ChiefFOIOfficerAnnualReport
DOJinstructionsissued9-27-17Emphasison:
ApplyingthepresumptionofopennessEnsuringeffectivesystemsforrespondingtorequestsIncreasingproactivedisclosureIncreasinguseoftechnologyImprovingtimeliness&reducingbacklogs
ReportsduetoDOJ/OIP1-29-18
2018FOIAProgramIssues
FullCompliancewith2016Amendments
Budget&staffingrestrictions
Capstoneaccess
On-linePortal
Managingrequesterexpectations
2018FOIAIssues
NoAttyGeneral(WhiteHouse)guidancememo,atthistime
BreakswithtraditionMonitorChiefFOIOfficerCouncil@OIP;&FOIAAdvisoryComm.@OGIS;forguidance&trainingopportunitiesMonitorCourtdecisionsimpactingFOIAusingDOJwebsite(signupforautonotice)
Address2016FOIArevisions,ifincomplete
FOIA’sAllAboutResources
Nofundsallocatedunderthestatute(again)FOIAneedsMgm’tcommitmenttoresourcesinaclimateofbudget&staffingreductions
Createaddt’lworkloadmetrics,inc.requiredposting&508complianceHelpMgmt.understandtheneed&costofnotmaintainingsupportMonitorattyfeeawards;ifplaintiff“substantiallyprevails”paymentcomesfromyourAgcy(whatcanyouaffordtolose?)
Implementation–Mgmt.SupportStatutoryrequirementsforexpandedposting&proactiverelease
Consultw/ChiefFOIOfficer&localmgmt.IT/CIOsupport,esp.w/remediationundersection508ofADAExpectstaffingloss(freezes,attrition)toresultinbacklogincreaseAddingaddt’lstaffmayresultinshorttermbacklogincrease,asSr.staffreview/mentornewstaff,orcomplexrecords/issues
2018FOIAIssuesEnsureFOIAofficeaccesstoCapstone
FOIAofficerinputrein-houseretentiontimes?Howarerecordsindexedforretrieval?Whomanagesmetadata?Willthisexpandreferrals/consultations?ArerecordsbeingsenttoNARAredactedorunredacted?DorecordscontaininfosubjecttoPrivacyAct(PIIor“personallyidentifiableinfo”)
On-LinePortal&Oppt’ytoParticipateinDevelopment&TestingResponsibilityassignedtoOMBinstatuteOIP/DOJworkingwithGSA’s“18F”team
SolicitedinputfromagencyFOIofficersOIPmemoof9-20-17statesworking“intheopen”OffersAgenciesoppt’ytoworkw/development(emailto:[email protected])
Priorities:Interoperationalw/existingsystemsinagenciesSubmissionofrequests&toobtainstatusReporting&searchcapability
EnsureOperationofaConsolidatedOnlineRequestPortal
Goal:allowrequesterstosubmitrequeststoanyagency,throughasinglewebsite
MayincludeadditionaltoolsthatOMBunderstandswillimproveFOIAprocessing&complianceAgenciesmaystillmaintainownonlineportalsforrequestsubmission
OMBmustestablishstandardsfor“interoperabilitybetweentheconsolidatedportalandagencycasemanagementsystems.”
SinglePortalChallenges?
AmendmentsrequirecreationofsingleOn-linePortalforrequesterstosubmit,toanyagencyDefinehowyourAgcyusesexistingportals
Centralizedorde-centralizedIstheFOIAloglinkedtoon-linepayments,formletters,reporting,repository,etc.?
Stayincontactw/CIOofficeforupdatesorchanges
DoyouneedITto“buildabridge?”
Documentation–PartoftheAdministrativeRecord
ForeseeableharmdecisionsInternaldeliberationorpredecisional;drafts;atty-client;denials,etc.LinktoCapstone?Includeunredactedcopiesofrecords?PrivacyAct(PII)overlap?
RequesterCommunityConcerns
Facilitaterequesterunderstanding&communicationthrueducation/outreachRequestersexpecttransparencycheaper&faster
Focusonclarificationinletters&FOIHandbookInitiate2-waydialogue(seeOGIStraining)
Useavailableresources-PublicLiaison,OGIS&DOJ/OIPworkshops
Negotiationw/bothrequesters&agencystaffPhoneratherthan“stillinterested”letters
RequesterCommunityConcerns
OGIS&“FOIAImprovement:MakingItEasiertoHelpFOIARequesters”HighlightFOIAmetricson-line
#pages/recordsreleasedQuantifyextentofpro-activerelease&posting
Inc.FACA,referrals&consultations,litigation,etc.
#requestsrec’d&answeredAutomaticemailsentwhendatabasesupdated?
Usetechnology&email,butonlyin“formal”style–it’sstillagov’tresponseunderFOIA
BacktoResources(HardWorkMaynotbeEnough)
Ifyoucan’t“domorewithless,”oreven“thesamewithless,”do“lesswithless”
Don’tlogrequeststhataren’t“perfected”Sendpartialresponses(esp.“simple”requests)EnsurereasonablesegregationMakephonecallsratherthan“stillinterested”letters(documentallcommunications)Delegate-workwithpressoffice&CIOfor‘netpostingwithoutFOIAofficersDon’tduplicate–standardizeresponses(CD?)Maximizeuseofstafftalents–considerassigningworkbasedonwhatdotheydobest
Questions?
Thanksforyourinsight,dedication&hardwork.FOIAisajobthatmatters.