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Public Records / FOIA Request Processing Checklist
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Guides intake, search, review, redaction, and response for public records requests under the federal Freedom of Information Act and analogous state public records statutes.
FOIA5 U.S.C. 552State Public Records Law
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Request Intake & Logging
- Was the request date-stamped and assigned a tracking number upon receipt? *
- Does the request reasonably describe the records sought? *
- Date the request was received: *
- Was the requester's fee category (commercial, educational, media, other) determined? *
Statutory Deadlines
- Was a determination made within the statutory response period (20 business days for federal FOIA)? *
- If unusual circumstances applied, was written notice of extension (up to 10 additional days) provided? *
- Statutory response due date: *
Search & Records Location
- Was a reasonable search of all systems likely to contain responsive records conducted? *
- Were email, text, and other electronic records included in the search scope? *
- Is the search methodology documented for potential litigation? *
Exemption Review & Redaction
- Was each withheld item evaluated against the nine FOIA exemptions before redaction? *
- Was the foreseeable-harm standard applied before withholding discretionary material? *
- Were reasonably segregable non-exempt portions released after redaction? *
- Is each redaction marked with the specific exemption claimed? *
Response & Appeal Rights
- Does the written response state the disposition and the volume of records withheld? *
- Does the response advise the requester of the right to appeal a denial? *
- Does the response include contact information for the FOIA Public Liaison and OGIS dispute resolution services? *
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