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Streamline the end-to-end FOIA process
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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01 – Request Submission
02 – Case Creation
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.
03 – Data Collection
04 – Case Workflow & Collaboration
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.
05 – Redactions & Reason Codes
06 – Vaughn Index
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:
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:
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.