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Appendix A: FOIA IMPROVEMENT PLAN A. Characterize overall nature of…
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Created: Thu Oct 5 09:59:02 2006
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Appendix A:
FOIA IMPROVEMENT PLAN
A. Characterize overall nature of agency's FOIA operations:
The National Aeronautics and Space Administration (NASA) maintains a decentralized
FOIA process, in which we operate and staff 13 FOIA Requester Service Centers at each
of our NASA Centers or components. This approach enables NASA to reduce our FOIA
request processing time and provide a quicker response to the public requesters.
B. List all areas selected for review:
(1) The initial FOIA request process was reviewed against our published regulations
set forth at 14 CFR Part 1206.
(2) The current backlog status at each of our decentralized FOIA offices.
(3) The number of requests received during the past three years.
(4) Our agency's FOIA processes and practices used at each of our decentralized
FOIA processing locations.
(5) FOIA staffing at each location.
(6) FOIA request volume by Center offices.
(7) Our current public Web sites.
C. Include narrative statement summarizing results of review:
The results of our agency's FOIA review revealed that we have satisfied the requirements
of Title 5 USC §552, but we have noted, that some of our Center FOIA Requester Service
Centers maintain a small backlog of cases. Further, during FY03 FY04, we actually
improved on our median dates, even though the public FOIA requests increased
significantly after the Columbia Space Shuttle tragedy and other NASA public events.
NASA's response to FOIA requests after the Columbia accident was particularly
noteworthy. Following the accident, we established an internal process to ensure
responsive records were provided and technical and legal review were conducted; this,
coupled with immediately providing these documents in our electronic reading room,
allowed the media and public in days rather than months.
One of the lessons learned following for the Columbia accident provided NASA an
opportunity to recognize that NASA needed to improve our FOIA process. As we
endeavor to improve our disclosure of information to the public, we are developing this
quick-response approach for our future FOIA processing. Also, our internal review
showed the need to improve our computer hardware and software, such as:
· Procuring redaction software to allow a quicker, more efficient means of
redacting agency records.
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· Individual desk scanners to quicken the process to redact electronically and
the ability to download document into our electronic reading room
immediately upon completion of our initial release determination.
We also learned from our review that, out of our 13 FOIA Requester Service Centers, we
had serious single-point failures at six locations. Not having an effective Center
personnel back-up at those locations could create a serious backlog.
Finally, we discovered an important need to team build internally with our search teams
within the program offices and our initial legal reviews by our legal offices. Their help
and assistance are vital in reducing the backlog and response time to finalize the initial
release determinations.
D. List all areas chosen as improvement areas for agency:
(1) FOIA Staffing
(2) Equipment / Logistics
(3) Web Site Improvements
(4) Agency Reference Handbook
(5) FOIA Database
(6) FOIA Training
(7) Communications
E. For each improvement area provide:
(1) Name: FOIA Staffing
(2) Brief statement of goal sought: This improvement is based on several factors:
a) Eliminating single point failures at our NASA Centers.
b) Ensure that all FOIA positions are primary jobs.
c) Seek adequate administrative support for higher volume Center offices.
d) Standardize staff personnel practices concerning series and grades.
(3) List of all distinct steps planned to be taken:
a) During the next several months, the agency's chief FOIA officer and
chief FOIA public liaison officer will coordinate with the senior
management at each NASA Center to ensure the identification of
suitable employees that can be properly trained to serve as backups to
our Centers' FOIA specialists.
b) During the above discussions at each Center, emphasis will be center
around the importance of the assigned FOIA specialist's primary duties
and functions. Any other duties must be secondary and must not hinder
the FOIA process.
c) Seek an administrative support specialist to assist the Headquarters
office in the daily processing of FOIA requests.
d) Discuss human resources at the agency level to standardized position
description for agency FOIA personnel, including the development of a
GS-7/9/11 information release specialist and a GS-12/13 senior
information release specialist, in a standardized series.
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(4) Time milestones: hese actions are expected to be completed in FY07. We will
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conduct an evaluation quarterly between now and FY08 on our improvement in
this area.
(5) Means of measurement of success: verall success in this area will be based
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solely on the elimination of all single point failures at each of our 13 FOIA
Requester Service Center locations and standardizing grades and series of our
assigned FOIA staff, as stated above. We expect to achieve success once we have
eliminated FOIA as a secondary function to other duties assigned.
1) Name: Equipment/Logistics
2) Brief statement of goal sought: Redaction software should be procured for each
Center FOIA Requester Service Center and dedicated scanning support/equipment
should be acquired for each Center office.
3) List of all distinct steps planned to be taken: Each Center FOIA public liaison
officer will budget for these items with either year-end funds (if available) or as
part of the FY07 budget.
4) Time milestones: First milestone will be September 30, 2006, to ascertain which
of our 13 FOIA Requester Service Centers have received both hardware and
software. Second and Final Milestone will be first Quarter, FY07, in which all
FOIA processing offices should have received both items.
5) Means of measurement of success: 100 percent of the FOIA Requester Service
Centers have both desktop scanners and redaction software for implementation.
1) Name: Web Site Improvements
2) Brief statement of goal sought: Redeveloping NASA's FOIA Web page to
enhance the public's knowledge of our FOIA process. Redesign all subordinate
FOIA web pages to incorporate the `portal' design. Finally, consolidate the
NASA Electronic Reading Room from 13 sites into one.
3) List of all distinct steps planned to be taken: Work with NASA Internet Services
to development and design of the `portal' look and feel among all subordinate
FOIA sites.
4) Time milestones: Initial milestone is projected to be no later than 90 days from
the end of FY06 to meet the expected completion date of September 30, 2006.
5) Means of measurement of success: 100 percent of the NASA Center Web pages
updated with current information and having the `portal' look and feel.
1) Name: Agency FOIA Reference Handbook
2) Brief statement of goal sought: It has been over two years since the last update to
our agency's FOIA Reference Handbook. The goal is to revise and update all
agency information pertaining to its FOIA process including any changes or
update directly related to Executive Order (EO) 13392. Download this handbook
directly to our FOIA Web page.
3) List of all distinct steps planned to be taken: During the revision process, an ad
hoc group of agency FOIA staff will conduct a page by page review, updating all
changes since the last revision, deleting outdated information, and adding the
newly adapted changes in accordance with EO 13392.
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4) Time milestones: No later than September 30, 2006.
5) Means of measurement of success: Updated, printed, and posted onto our
agency's FOIA Web page.
1) Name: FOIA Database
2) Brief statement of goal sought: Replace current FileMaker Pro database with an
established commercial-based system which will allow the public to access and
track the current status of its FOIA request.
3) List of all distinct steps planned to be taken: Interview vendors and evaluate their
FOIA database systems for procurement.
4) Time milestones: Initial milestone - No later than September 30, 2006, for the
review and decision of which commercial package to procure; have the new
system up and operational no later than September 30, 2007, for implementation
for FY08.
5) Means of measurement of success: Procuring the commercial program and
having it available for use by FY08.
1) Name: FOIA Training
2) Brief statement of goal sought: Implement an annual mandatory FOIA training
program to be held in conjunction with the annual NASA FOIA Conference for
all assigned FOIA information release specialists and their designated backups.
3) List of all distinct steps planned to be taken: Budget travel and training dollars at
each of our Centers dedicated for annual FOIA training at American Society of
Access Professionals Annual Western Regional FOIA Training Conference and
an annual agency FOIA Conference.
4) Time milestones: Annually during the budget process.
5) Means of measurement of success: 100 percent participation.
1) Name: Communications
2) Brief statement of goal sought: Establish a toll free phone number for use by the
public to contact the agency's FOIA Requester Service Center.
3) List of all distinct steps planned to be taken: Coordinate with the agency
communications team to establish a toll free line and install in the agency's FOIA
Requester Service Center. Post this information on NASA FOIA's Web page for
public dissemination.
4) Time milestones: No later than June 14, 2006.
5) Means of measurement of success: 100 percent operational by the above date.
F. For the entire plan, group the improvement areas into the following time periods:
1) Areas anticipated to be completed by December 31, 2006:
a. Equipment/Logistics
b. Agency FOIA Handbook
c. FOIA Training
d. Communications
2) Areas anticipated to be completed by December 31, 2007:
a. FOIA Staffing
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3) Areas anticipated to be completed after December 31, 2007:
a. FOIA Database
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Appendix A: (Modification 1)
Add
D. List all areas chosen as improvement areas for agency:
(8) Backlog Reduction
E. For each improvement area provide:
(1) Name: Backlog Reduction
(2) Brief Statement of goal sought: To reduce the existing backlog of pending
FOIA requests by a substantial number each year, by periodically and
consistently focusing on the existing backlog. We will identify the agency
five (5) oldest FOIA requests at the beginning of each FY quarter and close
those by the end of that FY quarter.
(3) List all distinct steps planned to be taken:
a. On a quarterly basis, during our scheduled FOIA video
teleconference (Vits), each NASA FOIA Requester Service Center
will report out on their oldest FOIA requests, which will vary based
on the volume of the FOIA Requester Service Center.
b. A list of the agency's five (5) oldest FOIA requests will be created.
1. This listing will provide the date of the request, date received,
request's contact information, summary of the request, the
current status, and any additional information concerning the
process delay.
c. Develop an action plan for each individual FOIA request.
1. The Chief FOIA Public Liaison Officer will personally review
each identified FOIA request, and will;
a. Annotate specific instructions to complete any pending
actions.
b. Elevate the focus to the agency and or center senior
management concerning compliance with the FOIA to
eliminate any bottlenecks in the processing flow.
c. Distribute cases amongst the lower volume processing
FOIA Requester Service Centers to make initial release
determinations.
d. Require an immediate legal review of any initial
determinations pending release.
2. Based on these recommendations each identified NASA FOIA
Requester Service Centers will be directed to:
a. Implement the actions directed by the Chief Public
Liaison Officer.
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b. If directed, electronically distribute requests for
processing to its regional partners to conduct an initial
determination of responsive agency records to pending
FOIA requests to reduce its backlog.
d. Divide the 13 decentralized FOIA offices into three (3) regional
areas which can provide additional assistance in processing FOIA
requests.
1. East Region Goddard Space Flight Center (GSFC), Glenn
Research Center (GRC), Headquarters (HQ), Office of the
Inspector General (OIG) and Langley Research Center (LaRC).
2. South Region Johnson Space Center (JSC), Kennedy Space
Center (KSC), Marshall Space Flight Center (MSFC), NASA
Shared Services Center (NSSC), and Stennis Space Center
(SSC).
3. West Region Ames Research Center (ARC), Dryden Space
Flight Center (DFRC) and NASA Management Office-Jet
Propulsion Laboratory (NMO-JPL).
(4) Time milestones: Identification of the five (5) oldest FOIA requests is to be
conducted quarterly. Those identified will be evaluated and a timetable set
for each individual FOIA request to be completed within FY Quarter. These
actions are to be initiated First Quarter, FY07, and will continue quarterly till
FY09.
F. For the entire plan, group the improvement areas into the following time periods:
(1) Areas anticipated to be completed by December 31, 2006:
(2) Areas anticipated to be completed by December 31, 2007:
(3) Areas anticipated to be completed after December 31, 2007:
a. Backlog Reduction.
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Appendix B:
NASA FOIA Requester Service Center Addresses
NASA, FOIA Requester Service Center, Attention: Chief, FOIA Public Liaison Officer,
Mail Stop 9P39, 300 E Street SW, Washington, DC 20546
NASA Ames Research Center, FOIA Requester Service Center, Mail Stop 943-4, Moffett Field,
CA 94035
NASA Dryden Flight Research Center, FOIA Requester Service Center, Post Office Box 273,
M/S 4839, Edwards, CA 93523
NASA Glenn Research Center, FOIA Requester Service Center, 21000 Brookpark Road,
Cleveland, OH 44135
NASA Goddard Space Flight Center, FOIA Requester Service Center, Greenbelt, MD 20771
NASA Headquarters, FOIA Requester Service Center, Mail Stop 5-K39, 300 E Street, SW,
Washington, DC 20546
NASA Office of the Inspector General, FOIA Requester Service Center, Mail Stop 8-V79,
300 E Street, SW, Washington, DC 20546
NASA Management Office Jet Propulsion Laboratory, FOIA Requester Service Center,
4800 Oak Grove Drive, Pasadena, CA 91109
NASA Johnson Space Center, FOIA Requester Service Center, Houston, TX 77058
NASA Kennedy Space Center, FOIA Requester Service Center, Kennedy Space Center, FL
32899
NASA Langley Research Center, FOIA Requester Service Center, Hampton, VA 23681
NASA Marshall Space Flight Center, FOIA Requester Service Center, Huntsville, AL 35812
NASA Stennis Space Center, FOIA Requester Service Center, Stennis Space Center, MS 39529
NASA Shared Services Center, FOIA Requester Service Center, Bldg 5100, Stennis Space
Center, MS 39529
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Appendix C:
NASA FOIA Public Liaison Officers and Service Center Contact Numbers
NASA
Stephen McConnell, Chief, FOIA Public Liaison Officer
Judi Hollingsworth, Deputy Chief, FOIA Public Liaison Officer
(877) NAS-FOIA / (202) 358-FOIA
Ames Research Center Dryden Space Flight Center
Kelly Garcia Kim Lewis
FOIA Public Liaison Officer FOIA Public Liaison Officer
(650) 604-3273 (661) 276-2704
Glenn Research Center Goddard Space Flight Center
Angela Pierce Joan Belt
FOIA Public Liaison Officer FOIA Public Liaison Officer
(216) 433-2813 (301) 286-4721
NASA Headquarters Office of the Inspector General
Kellie Robinson Frank LaRocca
FOIA Public Liaison Officer FOIA Public Liaison Officer
(202) 358-2265 (202) 358-2582
Jet Propulsion Laboratory Johnson Space Center
Dennis Mahon Stella Luna
FOIA Public Liaison Officer FOIA Public Liaison Officer
(818) 393-6779 (281) 483-8612
Kennedy Space Center Langley Research Center
Penny Myers Cheryl Cleghorn
FOIA Public Liaison Officer FOIA Public Liaison Officer
(321) 867-9280 (757) 864-2497
Marshall Space Flight Center Stennis Space Center
Judi Hollingsworth Joy Smith
FOIA Public Liaison Officer FOIA Public Liaison Officer
(256) 544-1837 (228) 688-2118
NASA Shared Services Center
Koby South
FOIA Public Liaison Officer
(228) 813-6012