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Feith Systems & Software, Inc.
- (215) 646-8000
FOIA & PA
Modular tools for transformational IT
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Streamline the end-to-end FOIA process
What is FOIA Manager?
FOIA Manager is a software product that helps government agencies manage requests for information under the Freedom of Information Act (FOIA). The product includes features for tracking and responding to requests, as well as managing records subject to disclosure.
FOIA Manager can help agencies respond to requests in a timely manner, as well as find and handle records subject to disclosure. The product includes features for creating and managing request queues, assigning requests to specific users or groups, and generating reports on request activity. Additionally, FOIA Manager can help agencies maintain an audit trail of all actions taken in response to a request.
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Six major FOIA efficiencies
Request Submission 01
Case Creation 02
Data Collection 03
Case Workflow & Collaboration 04
Redactions & Reason Codes 05
Vaughn Index 06
Request Submission 01
01 – Request Submission
Gather Submissions Electronically
The Feith FOIA Manager software product helps the public quickly and easily submit Freedom of Information Act (FOIA) requests electronically. Requesters simply fill out the form with their contact information, the requested documents, and any special instructions. They can track the status of their request and receive updates via email or text message, and pay any fees associated with the request through pay.gov.
Once a request is received, a case is created for the agency FOIA personnel . The FOIA Manager system notifies the agency of the new case and assigns it to the appropriate personnel.
Once a request is received, a case is created for the agency FOIA personnel . The FOIA Manager system notifies the agency of the new case and assigns it to the appropriate personnel.
Case Creation 02
02 – Case Creation
Create Cases Automatically
Structure Cases and Assign Subject Matter Experts
Once a FOIA request is received, a case is automatically created for the agency FOIA personnel. After a detailed approval process, the system creates a new case for Freedom of Information Act request. The new case contains the requester’s information, the requested documents, and any special instructions. The FOIA Manager system notifies the agency of the new case and allows it to be assigned it to the appropriate personnel.
Once a user is assigned, they are given a “To Do” list. This “To Do” list shows all the FOIA cases that are assigned to them, ordered by priority level and due date. If a case requires special handling, it can be triaged as unique. When a user starts working on a new FOIA case, they are given information about the requested materials, the case status, and the due date. If the case is assigned to an alternate caseworker, its associated tasks will be removed from the original Subject Matter Expert’s (SME’s) To Do list.
The agency FOIA personnel will then begin to process the request.
Data Collection 03
03 – Data Collection
Assemble Materials for Release
After case creation, FOIA Manager collects all responsive documents found during discovery and places them in the case folder. This includes contents from email, file shares, SharePoint, legacy systems, social media, and more.
Feith FOIA Manager helps users search for and find records that might be released to the public. This is done by using a fast, secure, and powerful search tool. Staff who have permission can save common search criteria. This makes it easier to find the records you are looking for. By combining search with a complete set of assignable document metadata fields, staff who have permission can search and retrieve records throughout the entire enterprise. Permissions, Classifications and Markings control all search capabilities and results.
The Feith platform uses federated search, which means it can search across multiple data siloes at the same time. The platform searches through all connected repositories, finds the relevant information, and brings the data from the siloes into a centralized location. Feith can then analyze and organize information brought into the repository to facilitate future filtering and searches.
Case Workflow & Collaboration 04
04 – Case Workflow & Collaboration
Securely Pass Sensitive Information Both In and Out of the Agency
Automate the Case Process
Feith FOIA Manager streamlines the process of getting information through Freedom of Information Act requests easier. FOIA Manager helps you keep track of your requests, the tools let you collaborate with other people on requests, and the built-in Workflow engine automates parts of the process to make it go more quickly.
Feith FOIA Manager is designed to help you keep track of your requests. It allows you to see the status of each request, and provides a history of all of the actions that have been taken on each request. This makes it easy to see where your request is in the process, and to follow up if there are any delays.
FOIA Manager’s collaboration tools let you work with other people on your requests. You can share documents and information, and discuss the request with others. This makes it easy to get help from people who know more about the topic, and to coordinate your efforts.
FOIA Manager’s workflow engine automates parts of the process, so that your requests can be processed more quickly. It handles tasks such as sending reminders, and generating reports. This makes it easier for you to get the information you need in a timely manner.
Overall, Feith FOIA Manager streamlines the process of getting information through Freedom of Information Act requests. It helps you keep track of your requests, collaborate with other people on your requests, and automate parts of the process to make it go more quickly. This makes it easier for you to get the information you need in a timely manner.
Redactions & Reason Codes 05
05 – Redactions & Reason Codes
Manual and Automatic Redactions
Feith’s FOIA Manager helps organizations protect sensitive information during the process of responding to a Freedom of Information Act or Privacy Act request. The software has robust security controls that meet federal standards. These include the ability to carefully review documents and apply secure, non-reversible redactions with clear explanations of the exemption privileges involved. The software supports a wide range of document formats, making it easy to work with different types of files. FOIA Manager streamlines the entire redaction process and helps keep information secure.
Redacting information from documents can be a time-consuming and complex process, especially if the records contain a large amount of sensitive information. FOIA Manager streamlines the redaction process while providing a secure environment for processing FOIA and Privacy Act requests.
With FOIA Manager, you can:
- Apply secure, non-reversible redactions with clear explanations of the exemption privileges involved
- Work with a variety of document formats
- Streamline the entire redaction process
- Keep information secure
FOIA Manager will highlight and redact common items, including email addresses, SSN, EIN, IP addresses, and keywords or phrases. Templates are provided for redacting groups of documents.
Vaughn Index 06
06 – Vaughn Index
Automatically Generate Vaughn Indexes
Vaughn Index Preparation
The Freedom of Information Act (FOIA) requires agencies to make their records available to the public, unless the information is exempt from disclosure. The types of information that may be exempt from disclosure include:
- personally identifiable information (PII)
- classified information
- trade secrets
- law enforcement records
- internal agency deliberations
When an agency withholds information, it must state which exemption it is claiming and explain why the information is exempt from disclosure. The agency must also provide a specific enough explanation so that the requester can understand why the information was withheld. This explanation is called a Vaughn Index.
The Vaughn Index is named after the landmark case Vaughn v. Rosen, which established the requirements for agencies to justify their withholdings. In order to be considered sufficient, a Vaughn Index must:
- state which exemption the agency is claiming for each withheld piece of information;
- explain why the information falls under that exemption; and
- be specific enough that the requester can understand the determination.
If an agency withholds information without providing a Vaughn Index, or if the Vaughn Index is insufficient, the requester may file an appeal with the agency. If the requester is still unsatisfied, they may file a lawsuit in federal court.
How Feith FOIA Manager can help
The Vaughn Index is a critical part of the FOIA process, but it can be time-consuming to put together. Feith’s FOIA Manager will automatically draft Vaughn Indexes for each FOIA request. FOIA Manager records all redactions and denial reason codes used, and includes a description of the exemptions used. Automatically generating this list saves the agency time and manual effort when responding to a FOIA request, allowing SME knowledge to be better spent elsewhere.
Feith’s FOIA Manager also captures the history of user actions taken throughout the life of the case, from creation to delivery. The solution can draft a chronology of Case Actions, which includes all activity notes and user notes placed on case contents. Every file that users open, every edit they make, and every bit of content redacted or deleted will generate an Activity Note that describes the nature of the action taken.
Features for FOIA success
↳ Keep your organization’s confidential data safe.
↳ Streamline the FOIA process for faster response times.
↳ Access a user-friendly interface that is easy to navigate.
↳ Store all your FOIA correspondence in one place.
↳ Generate detailed reports on request status and compliance.
↳ Set up automatic reminders for tasks and follow-up actions.
↳ Archive completed FOIA requests for future reference.
Features for Mission Success
Process Automation
↳ Create automated workflows to manage repetitive tasks throughout the FOIA lifecycle. Route documents, notifications, and approvals without human intervention.
Centralized Structure
↳ Manage FOIA requests in a Private, Single-Tenant environment. Collect, review, and package in the same system without sifting and sorting through siloed apps.
Connectors & Integration
↳ Interface with federal, agency, and open-source data repositories using out-of-the-box APIs or create a connector with Feith’s low-code API builder.
Powerful Search
↳ Feith’s search bar can find exact words or phrases in text, search by metadata, and save common searches. Find every record needed during Discovery via a single search bar.
Public Facing Portal
↳ Collect requests through a secure and public facing request form. Or configure the solution for an external interface to facilitate customer FOIA request submissions.
Collaboration Tools
↳ Share files, work on the same cases folders together, send notifications, leave notes, and more. Administrators can task officers or groups directly from FOIA Manager.
Redaction capabilities
↳ “Burn in” box redactions, free-form shape redactions, and full-page redactions to remove sensitive information without utilizing external applications.
Security Controls
↳ Enforce security from request to delivery through security-first tools such as Access controls, Authentication, Authorization, Encryption modules, and audit logs.
Records Management
↳ DoD 5015.02 for FOIA and Classified. Manage FOIA records for their lifecycle. Capture, apply retention, follow record lifecycles, and disposition/transfer when the time comes.
Reports & Dashboards
↳ Make informed decisions with the help of analytics tools like reports and dashboards. Monitor response activities, visualize KPI’s, and check the status of cases and processes.