2.4.2: FOIA Request Processing Operations

Continuously evaluate the Department’s program and FOIA process and modify the structure and process to promote increased efficiency.

Other Information:

The Department of State has a centralized FOIA Program, with one office receiving and coordinating the processing of all requests made to the Department. The Department’s E-FOIA website (http://www.state.gov/m/a/ips/), which includes the FOIA Electronic Reading Room and collections of declassified documents, contains a wealth of information for the public on the Department’s information access programs. The Department has proactively released and posted substantive records on topics such as human rights issues in South and Central America and secret or “ghost” detainees. The site also contains FOIA Annual Reports and Chief FOIA Officer’s Report. Not only are the substance of the Department’s records of a global nature, but the records themselves are also maintained globally. The Department of State maintains records domestically, and at hundreds of posts located world-wide. FOIA requests made to the Department vary in size from requests for a single document to requests that are both voluminous in size and complex in scope, requiring the review of thousands of documents, frequently retrieved from multiple sources both domestically and overseas. Many of the Department’s records contain national security information and are classified pursuant to executive orders. The review of these records often requires coordination not only with other Federal agencies, but with other governments, before an appropriate release determination can be made. Due to its global structure and the nature of its record holdings, the Department faces great challenges in achieving full compliance with the time limits of the FOIA. The Department remains committed to achieving the fullest possible compliance, with the greatest level of customer service. FOIA requests are processed incrementally, with responses made to requesters as segments are completed, instead of waiting until the conclusion of all processing. For a more in-depth description of the Department’s FOIA program staffing, organizational structure, and process for analyzing and responding to FOIA requests, please visit: http://www.state.gov/m/a/ips/ and review the most recent FOIA Annual Report as well as the Department of State Information Access Guide/Manual. In the interest of transparency, it should be noted that the Department’s backlog of requests is steadily increasing. The backlog at the end of fiscal year 2008 was 4,327, and at the end of fiscal year 2009 the backlog was 8,784. The overall number of requests received by the Department rose from 5,909 in 2008 (consisting of 1,676 consultations and 4,233 direct requests to the Department) to 10,717 in 2009 (consisting of 6,014 consultations and 4,703 direct requests to the Department). Given this volume of requests, the central FOIA office continuously evaluates the Department’s program and FOIA process, and modifies the structure and process to promote increased efficiency. A number of initiatives have been identified that should lead to a more effective system for responding to requests.

Indicator(s):

Indicator:1

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