Central Intelligence Agency (CIA) FOIA processing … · Description of document: Central Intelligence Agency (CIA) FOIA processing manual/handbook, 2010* Requested date: 24-December-2010

Description of document: Central Intelligence Agency (CIA) FOIA processing manual/handbook, 2010*

Requested date: 24-December-2010 Released date: 02-June-2014 Posted date: 14-July-2014 Source of document: Information and Privacy Coordinator

Central Intelligence Agency Washington, DC 20505 Fax: (703) 613-3007

*Note: Most pages undated or dated at time of printing Note: See following page for breakdown of included records The governmentattic.org web site (“the site”) is noncommercial and free to the public. The site and materials made available on the site, such as this file, are for reference only. The governmentattic.org web site and its principals have made every effort to make this information as complete and as accurate as possible, however, there may be mistakes and omissions, both typographical and in content. The governmentattic.org web site and its principals shall have neither liability nor responsibility to any person or entity with respect to any loss or damage caused, or alleged to have been caused, directly or indirectly, by the information provided on the governmentattic.org web site or in this file. The public records published on the site were obtained from government agencies using proper legal channels. Each document is identified as to the source. Any concerns about the contents of the site should be directed to the agency originating the document in question. GovernmentAttic.org is not responsible for the contents of documents published on the website.

Central Intelligence Agency

WMhingtOn, D.C. 20505

2 June 2014

Reference: F-2011-00574

This is a final response to your 24 December 2010 Freedom of Information Act (FOIA) request for "a copy of the CIA FOIA processing manual/handbook." As you will recall, in our 19 January 2011 letter, we informed you that we were already processing a request for this information in connection with an earlier FOIA request received prior to yours. We crossreferenced your request to the earlier one in order to send you any records that were found to be releasable.

The earlier case was recently concluded. Enclosed at Tab A are copies of four documents, consisting of nine pages, that were released in their entirety. Enclosed at Tab B are 17 documents, consisting of 149 pages, that we determined were releasable in segregable form with deletions made on the basis ofFOIA exemptions (b)(l), (b)(3), (b)(5), and/or (b)(6). An explanation of exemptions is also enclosed at Tab B. Additional material was determined to be currently and properly classified and must be withheld in its entirety on the basis of FOIA exemptions (b )( 1 ), (b)(3), and/or (b)(5). Exemption (b)(3) pertains to information exempt from disclosure by statute. The relevant statutes are Section 6 of the Central Intelligence Agency Act of 1949, 50 U.S.C. § 403g, as amended, and Section 102A(i)(l) of the National Security Act of 1947, as amended.

Because the above referenced request was the subject of a pending litigation in federal court, in accordance with Agency regulations as set forth at Section 1900.42 of Title 32 of the Code of Federal Regulations, you are not entitled to appeal this determination administratively.

Sincerely,

./(~~ Michele Meeks

Information and Privacy Coordinator

Enclosures

Materials Released by CIA on June 2, 2014: CIA FOIA processing manual/handbook 158 pages total TAB A - materials released unredacted

Summary of FOIA Fee Rules Scoping Requests Checklists Scoping Referral Requests Checklist Table of Contents for FOIA Manual (not titled)

TAB B - redacted materials

Privacy Act Branch Orientation Privacy Act Internal Business Procedure Grant Codes CADRE Search Policy/Checklist Internal PIPD Policies FOIA Tasking Template Who to Task CADRE Search Checklist Terms and Definitions PIPD New Employee checklist Training Plan for New FOIA Employees Quality Assurance Tips Wait For it!!! Tasking Overview Scoping -Analyzing New Requests Referral and Coordination Workshop FOIA Litigation The Wrath of QA FOIA Case Logs

TABA

,,,... . . :.~.·~-,~ .....-: A.• -, •

~ .. '7.'~ • . iiii,. . .:::1 ... ,.....;..-·- .-_,..._ . -- ........ -., ...... .--. ....... .... .. ---· - . .,.,, .

iC05520222. Approved for Release: 2014/04/09 l

~

J

' : ,_.~ i ~\'; ~._ . ~ t:.. I

;

SUMMARY Of FOIA FEE RULES

Freedom of Infonnation Act (FOIA) requesters may have to pay fees covering some or all of the costs of processing their requests . .Agency regulations define ''fees" as the direct costs the Agency may charge a requester in accordailce with the requirements of the FOIA. Th() FOIA establishes three types of fees: reproduption, search, and review costs. A requester's fee category will detennine the feek the Agency may assess that requester. Agency regulations define four fee categories of FOIA requesters. ·

FEE CATEGORY

Determirultion of the requester's fee category [by PIPD] is based on the information · provided by the requester and the reasonable iiiferences that may be drawn from the identity and activities of the requester.

Commercial

1. Disclosure sought is primarily in the commercial interest of the requester, and 2. Which·-furthers such commercial, trade, income br profit interests. ·

Fees: Copy, Search, and Review Costs_

·Representative of the News Media

1. Individ,ual actively gathering news for an entity that is orgallized and operated to publish and broadcast news (as defineq below) to the American public, and 2. 'Pursuant to their news dissemination :function and not their commercial interests.

News means information that-• Concerns clllTent events,

· • Would be of current interest to the general public, • Would enhance the public understanding of the operations or activities of the

U.S. Government, and · • Is in fact disseminated to a significant element of the public at minim~ cost.

Note: includes freelance journalists who can demonstrate a solid basis (publication contract or prior publication record) for expecting publication

Fees: Copy Costs Only- Beyond the First I 00 Pages

Non-Commercial Educational or Scientific lpstitution

I. (a) Accredited U.S. educational institution at any academic level or institution engaged in research concerning the social, biological, or physical sciences, or

(b) An instructor or researcher or member of such institutions; and

2. Information will be-• Used in a specific scholarly or ·analytical work, • Contribute to the advancement of public lmowledge, and • Disseminated to the generalpublic.

. .

..... , : .. L: .. -~.-,:Approved for Release: 2014/04/09 ; ·' J .. ..- ..

APPROVED FOR RELEASEL DATE: 28-Feb-2014

05520222 -..

~ -~- ~ .. t" •

'' t ;: . " ~~. r

. ' ' . ~

{

. t

'

~: -.

Approved for Release: 2014/04/09

~: Copy Costs Only- Beyond F:it;st 100 Pages

"All Other,

1. Any requester who does not fall within the other three ca,tegories 2. Exainples include, but are not limited to:

•· ·People seeking infonnation for personal use; • Public interest groups; and .- Nonprofit organizations are examples.of requesters who fall into the third

group

~: Copy and Search Costs - Beyond the First 100 Pages and the First 2 hours of Search Time ·

TYPES OF FEES

Reproduction Costs • Generation of a copy of a requested record in a form appropriate for release

Search Costs ., • All tinle expended in looking for apd retrieving material that may be responsive to a

request utilizing available paper and efectronic indices and finding aids

Review Costs • All time expended in- .

. •: Exarriining a record to det¢,nnine whether any portion must be withheld pursuant .to law, and • • Effecting any required del~tions.

• Excludes personnel hours expended in resolving general legal or policy issues. • Review charges only include easts incurred during the initial examination of a

document ·· ·

FEE WAIVER

If the requc;ster has requested a fee wa{'Ver, the Agency [PIPD] will determine whether the Agency will grim.t the waiver. Generally, _k'¢y elements in qualifying for a fee waiver are the relationship of the jnfonnation to the public un;derstanding of the operations or activities of government and the ability~ofthe requester to epnvey that information to other interested members of the public. A requester is not eligltile for a fee waiver solely because of indigence. A requester may request a fee waiver at any tlli!.e before the release of documents or the completion of a caiie, provided that, if processilig has been initiated, the requester has agreed to be responsible for ciosts in the event of an adverse decision.

Determination Required to Grant Fee Waiver

Agency regulations require fee waivers to be gi'.anted upon a detennination that-

1. As a matter of administrative discretion, the interest of the U.S. Government would be served, or

APPROVED FOR RELEASEL .. DATE: 28-Feb-2014

C05520222

o:. ~·.: ·- . 4- •{ a 4. ,. '

~- . r. ~-

' f f,

. :~·

Approved for Release: 2014/04/09 ·

2. It is in the public interest because the disclos~ • . Is likely to contribute signipcantly to the public understanding of the

operations or activities Of the federal gqvernment, and • Is not prlriiarily in the commercial interest of the requester.

Factors to Consider in Making Public Interest Determination

1. Subj~t ofReauest: Whether the subject of the request concerns the operations or activitie~ of the federal government;;:and,.if so, · 2. Effects of Disclosure on Public Understanding: Whether the disclosure of the requested docw'nents-

• Is likely to contribute to an understanding of federal government operations or activities; and, if so, • Will contribute to public understanding of federal government operations or

activities;. and, if so, • ·Js likely to.contribute significantly to public understanding of federal

government operations and activities; and • Requester's Commercial Interest:

.. Whether the requester '1as a commercial interest that would be furthered by the requested disclosure; and, if so, · .. Whether the disclosure fa primarily in the commercial interest of the

requester.

NO FEES CHARQED

• No fees will be charged if the fee is equal to or greater than $10.00.

• · No fees will be charged for requesters seeking records about themselves under the FOIA.

FEE ESTIMATES

• The requester must provide a specific fee commitment whenever the Agency estimates that fees will exceed $100.00 .

• If the requester has requested a fee estimate, the Agency~ . ., Generally will provide an accurate ~.stimate within 20 days of the request, and ., Will not accrue or charge fees in exciess of the estimate without the specific

pennissi.on of the requester.

ADY4NCE DEPOSIT

The Agency may require an advance deposit of up to 100 percent of the estimated fees when-1. (a) Fees niay exceed $250.00, and

(b) Requester has no history of payment, or

2. For fees of any amount, there is evidence that the requester may not pay the fees.

J

i.·· .. ,.i>Approved for Release: 2014/04/09 ' ";;


C05520228 Approved for Release: 2014/04/09

J

Training Schedule for New Employees in the FOIA Branch

First Week:

/ l) Take CADRE training (when available) --Become VERY familiar with system

J 2) Sign up for first available Fundamentals of the FOIA course (try to take within first month)

j 3) Review all pertinent FOIA regulations and policies

--32CFR,/ --FOIA Guida! --DOJ websitev

j 4) Review some closed FOIA cases:

--Review thoroughly --Practice searching by developing tactics and search strategies --Compare with how case was originally processed

Month 1-3

Practice scoping and searching

a) Will be assigned NEW initial and ref/coord cases to scope and research --Develop search strategies --Cond~ preliminary searches in CADRE and on the Internet (if applicable)

.:.li..~l .... J>;:i1'L+4~ .. '.~ . ..;,{f,. '"'.

using the FOIA search guidelines --Compare search results with similar cases (how did we respond?) --Compile all search results and put into case folder

b) Practice ·making initial determinations: . --Are there previous releases?

--Can we do a pre-Glomar? -Is the search to burdensome, vague, etc.? --Can we accept?

c) Review FOIA boilerplate language templates --Practice applying appropriate language --Write your recommendations on a sheet of paper and clip to top of case folder --Return cases to your assigned trainer. At this stage, you will not continue processing cases that need to be tasked out, rather, the cases will be reassigned to experienced case managers. Before the cases are reassigned, you will receive feedback on your research and recommendations from your trainer.

, Approved for R~lease: 2014/04/09;

IAPPROVED FOR ~I [RELEASEL DATE: • • I j28-F~b-201±_ _ _;


Month4 &5

At this stage, you will start keeping your cases and task them out to the components.

1) Continue to practice scoping and research --Make initial case determinations --Determine who needs to be tasked --Detennine whether external coordinations (OGC) are required

2) If no tasks required: --Begin drafting response letters using boilerplate language

3) If accepting an initial case: --Begin drafting acceptance letters

Upon return of tasks

1) Begin reviewing tasking responses and finaling cases --Verify document accuracy --Verify that additional taskings are/are not required --Bum documents --Draft correspondence using correct boilerplate language --Prepare final package for QA

, Approved for Release: 2014/04/09

iAPPROVED FOR

IRELEASEL DATE: 28-Feb-2014


Scoping Requests Checklist

Step Determine the requestor We do not accept the following:

+ Requests from representatives of foreign governments + Foreign language requests + Reauests--'-!-- threats (turn over to ASO)

Read/review the case thoroughly to understand what exactly is being requested

•:• If having difficulty, break down the request into parts. + Seek help if havin2 trouble

Questions to ask yourself in order to understand the context of a request:

What type of reqnestor is it (e.g., news media) + Is it a frequent requestor? + Have similar requests been submitted? • Is the reauestor mone to a .• n• ligate?

Determine the validity of the request before determining the suitable action in resnonse to it. Conduct searches using the FOIA Search Checklist

+ Search CADRE to see if there are any previous requests for the same or similar subject. What was _given to another requestor may satisfy another.

+ If there are no previous requests, determine whether or not we can search for the records being requested without requiring more information from the reauestor

DO NOT Task the following: (• 3rd party referrals (initial requests must come directly to us and

not through another government agency) + Requests are:

Too broad Vague Asking questions Requiring research Publicly available documents Pre-CIA documents (refer to OSS requests to NARA) Cases/documents that are piggybacked to another case


#


,C05520209 Approved for Release: 2014/04/09

Scoping Referral Requests Checklist

Step Prepare the entire package before scanning by:

+ Verify receipt of requestor corresp<'>ndence

·=· Verify receipt of referring agency memorandum •) Verifying receipt of documents cited in referral memorandum,

or forms + Identifying and separating each document for preparation to

scanning.

Prepare documents before scanning by categorizing what gets scanned separately into the case as follows:

·:· Correspondence, includes referral memorandum, requestor letter, referral forms, queries, lotus notes, background information, etc. to be scanned into the All Documents folder

·:· Fill out a CADRE SCANNING REQUEST for all correspondence and work. Take the package, with ALL the staples removed, to the CMST in the registry

·:· Complete batch scan request in CADRE and attack all DOCUMENTS. Take the package, sans case folder, to Scanning center.

Prepare documents after scanning by: ·:· Selecting documents in the ALL DOCUMENTS folder and

change release names from NON to NOT APP.

0 Approved for Release: 2014/04/09 ·'

#


'C05520225 Approved for Release: 2014/04/09

TABLE OF CONTENTS

... · 1. PIPD NEW EMPLOYEE CHECKLIST

• 2. PUBLIC INFORMATION PROGRAMS DIVISION (PIPD}

. 3. PIPD PHONE ROSTER

.. 4. PERFORMANCE OBJECTIVES FOR DEVELOPMENTAL CASE MANAGERS

5. QUARTERLY PERFORMANCE REVIEW

. 6. TRAINING PLAN FO NEW FOIA EMPLOYEES

. 7. TRAINING SCHEDULE FOR NEW FOIA EMPLOYEES

· 8. FREEDOM OF INFORMATION ACT (FOIA) REQUESTS

· 9. EXPLANATION OF EXEMPTIONS

. 10. TERMS & DEFINITIONS

... ·.· 11. SUMMARY OF FOIA FEE RULES

12. DELIBERATIVE.PROCESS

13. FEDERAL REGISTER REGULATIONS, VOLUME 73 & 72

14. CODE OF FEDERAL REGULATIONS, VOLUME 32

15. CADRE SEARCH CHECKLIST

16. DIRECTORATE TASKING

Jc • Approved for Release: 2014/04/09 ..

APPROVED FOR RELEASEl DATE: 28-Feb-2014

.C05520225

.. ~ ... ·. tf -~·, .. '.~: :·.~ :i,,;..: ··~ "·'. ·> ;.:-') -..

1r1 .. .-:· ... ,:.:

~:~~fr . t; .. f:!~~· .


TABLE OF CONTENTS

17. INITIAL TASKING (LOTUS NOTES TEMPLATE)

18. FOIA TASKING (CADRE TEMPLATE)

19. EXPORTING & IMPORTING DOCUMENTS INTO CADRE

20. FOIA REVIEW SIGN-OFF SHEET

.. Approved for R~lease: 2014/04/09c


·TABB

, c 0 5 5 2 0 18 1 :h Orientation - cti~j


'

(U) Privacy Act Branch Orientation UNCLASSIFIED//~

From CIA

(U) The Privacy Act Branch (P AB) responds to public requests for information about individuals, as mandated by the Privacy Act. As a case manager for the P AB, you will be involved start to finish with Privacy Act requests, as well as Third Party FOIA Requests, from the initialization of the case to the final letter being sent out. You will work closely with the DS/IROs to help review and redact documents for release. An overview of the Privacy Act Internal Business Procedure, helps to outline what the basic steps in the process are.

Contents

• 1 Unique to P AB • 2 Hints and Helpful Tips • 3 Examples

• 3 .1 Letters • 3.2 Documents

• 4 Guidance and Policy • 4.1 Use of Exemptions (b)(2) and (b)(S) • 4.2 Releasable names of Office of Security branches or boards

• 5 PIPD resources

Unique to PAB

Unlike most of the case managers in PIPD, PAB case managers also review and redact documents. We work closely with the DS/IRO shop, and while we do task them on some cases, for most requests we do the document reviews and redactions ourselves. The bulk of the caseload is requests from individuals for information on themselves, which falls under the Privacy Act. Most of the tips and information on this page is geared towards the processing of PA cases, but can be applied to the Third Party FOIA (requests from individuals for information on other US persons).

(b)(3)

Hints and Helpful Tips National Security Act

··-···-···---··----

• (U//FOU~ -~-- -·--- -··-···~-- J l I

• (U//FOUO) Any document which is releasable, either in part or in full, under the Privacy ACT has a limited dissemination. Be sure to put either RIPLIM or RIFLIM, as appropriate, on that document when you are preparing it in CADRE.

APPROVED FOR RELEASEL DATE:

(b)(3) cia

(b)(S)

l of6 28-Feb-2014 3/25/2010 7:06 AM

i.1..,, .... L •. Uia~~~ .... ·~- .• Approved for R~lease: 2014/04/09.

C 0 5 5 2 0 1 8 1 h Orientation _ CIA Approved for Release: 2014/04/09 ---··----

(b)(6)

2of6

• (U) A coordination is when another government agency's document with CIA information or equities is sent to us for review. We respond back to the other agency.

• (U) A referral is when a CIA-originated document is found or held by another government agency in their files. We typically respond back to the original requester.

• (U) Since Privacy Act cases at the Agency are processed under both the FOIA and the Privacy, exemptions from both statutes can and should be applied when relevant. Here is a crosswalk of exemptions:

(b)(l) ---> (kXl) (b)(3)---> (j)(l) (b)(7D) ---> (k)(5)

• (U) You will be writing a lot of form letters - pay close attention to spacing, font, and case-specific information (addresses, dates, etc).

• It's helpful to keep a document with commonly used paragraphs, other government addresses, copies of signatures and of the CIA seal so that you can easily modify copy it into letters from letter generator. Using the Clipboard in MSWord is especially helpful for this.

• Below is a list of addresses for several other government agency's FOIAIP A offices:

(Anny) Commander USA Intelligence and Security Command Freedom oflnformation and Privacy Office 4552 Pike Road Fort Meade, MD 20755-5995

Office of Personnel Management-FISD ATIN: FOI-PA Post Office Box 618 1137 Branchton Road Boyers, PA 16018-0618

(b){3) cia

=1chief. FOINPA Office Office oflnformation Policy.I-- 'Suite 6248 National {b){G} SecurityAgency Ft. George G. Meade, MD 20755-6248

[=-_ __ -·= __ =:]Information Access and Release Center (FOIA) National Reconnaissance Office 14675 Lee Road Chantilly, VA 20151-1715 CIA

Act

(b){3)

Chief Records/Information Dissemination Section Records Management (b)(G) 170 Marcel Drive Winchester, VA 22602-4843

Mr. John F. Hackett Director, Information Management Office Office of the Director of National Intelligence Washington, DC 20511

(b){3) (b)(3)

CIA Act

(b){3)

CIA Defense Intelligence Agency DIAC, DAN-IA (FOIA) Building 6000 Washington, DC 20340-5100 Act

APPROVED FOR RELEASE_ DATE: 28-Feb-2014 3/25/2010 7:06 AM

~.~ ........ ~""·"'"' , Approved for R~lease: 2014/04/09

C 0 5 5 2 0 18 1 h Orientation - CIA !

---···--··--------··--··

Approved for Release: 2014/04/~9--·----··--···--··--- --···-·--·

i 3 of6.

~-··--

Examples

Letters

(U/~The letter generator tool in CADRE has several generic template letters. However, there are many instances when different language is needed, either in addition

1Jo or ill.stead of the temol~,

Previously, response letters were saved in the sharedrive, within the 1

.. . .. _ J You can either skim the contents of that folder for a good example, or here is list of cases which should provide you with good examples. Also, there are several binders with examples of correspondence found in the P AB office. Keep in mind that there may not always be a pre-existing example, depending on the specific case. However, these should provide a sufficient template to allow you to be able to craft an appropriate response.

Documents

(b)(3) cia

(b)(3) cia

(U) Typical cases where responsive documents are located will have a fairly limited variety of documents, usually standard HR, OMS, and Security forms. Keep an eye out for duplicates, and remember that unless otherwise indicated in the acceptance letter, only CIA-originated documents should be treated for release. Below is a list of cases which provide good examples of redacted documents and their accompanying exemptions. CIA Act

• Former emr9ye.-... e L..... ---- . .. l • Applicant _L __ • Army Coordination C . . ] • OPM Coordination t-=~=---=-J

(U/ /~Here is a list of documents which, if they exist should be included in an Official Personnel File (not all are found in every OPF):

Agency Forms

• 45 Performance Appraisal Reports (PARS) • 259B Request for Medical Evaluation (EOD only) • 444E Supplemental Personal History Statement • 444K Personal History Supplement - Intention to Marry • 444N Qualifications Update • 536 Military Status Questionnaire • 560 Pay Change Notification • 1076 Notice of Official Disability Claim file • 1150NotificationofPersonnelAction National security Act

CIA Act • 1273 Certification of Language Proficiency (b)(3) : .1451A..Qverseas~---··----··----···--··--- -·--······---·--l

i ••

• •• • 36TOApplicant lnfonnation Sheei_N_o_. 1-··-·-------

APPROVED FOR RELEASE~ DATE:

(b)(3)

28-Feb-2014 3/25/2010 7:06 AM

1. .. Approvec:I Jor R~lease: 2014/04/09.

' C 0 5 5 2 0 1 8 1 h Orientation - CIA . ···-(b)(3)-_ __ Approved for Release: 2014/04/09~··-. __ _

(b)(3)

• PHS - Personal History Statement cia

:standard Government Forms ·

• DD2 l 4 Report of Separation from Active Duty • SF50 Notification of Personnel Action • SF61 Appointment Affidavits • SF61B Declaration of Appointee • SF75 Request of Preliminary Employment Data • SF127 Request for Official Personnel Folder • SF144 Statement of Prior Federal Service • SFI 71 Application for Federal Employment • SF813 Verification of Military Retiree's Service in Non-wartime Campaigns and Expeditions • SFl 150 Record of Leave Data • SF 1152 Designation of Beneficiary • SF2808 Designation of Beneficiary - CSRS • SF2809 Health Benefits Registration Form • SF2810 Federal Employee's Notice of Change in Health Benefits • SF2817 Life Insurance Election - FEGLI • SF2823 Designation of Beneficiary - FEOLI • SF3102 Designation of Beneficiary - PERS • SF3 l03 Register of Separations and Transfers - FERS • SF3109 ERS/FERS Special Election Form

Miscellaneous Documents

• Original Academic Transcripts __ • Acknowledgement Memorandum RegardinC__(EODs) • Administrative Agreement (Detail between Government Agencies) • Biographic Profile • Certification of Separating Employee • Contracts, Contract Extensions, Contract Amendments • Disclaimer of Language Proficiency • Dual Compensation Report - Military • Employee Service Transcript • External Training Records (NO Certificates) • Marriage to Alien • Memoranda Pertaining to Personnel Actions • Microfiche of other Government Agencies • Pre-Appointed Certification of Selective Service Registration • Retirement Coverage Memo with Employee Acknowledgement

I • Retirement Coverage Under New Social Security Amendments of 1983 • Verification of Contract/Military Service • MOU-Memoranda of Understanding

l Guidance and Policy

i, 4 of6;

L..~~:d.:.i.. "°'~"' , .i. ;.;.., .Approved for R~lease: 2014/04/09~

RELEASE'-- DA TE:

(b)(3)

CIA Act

(b)(5)

28-Feb-2014 3/25/2010 7:06 AM

C 05520181 h Orientation-CIA-I Approved for Release: 2014/04/09

i'

' i (b)(3)

Use of Exemptions (b)(2) and (b)(5)

(U//~AB and the DS/IROs met shortlv afterPresident Obama andAttomey General Holder issued their memoranda OJl(>pennes~m m I····--~

[- -- ~ ~······-~.~-······-~!f ~:t:-~ ilie ap~priate wa~ ro mco~rate iliese new

guidelines in the use ofFOIA exemptions (b)(2) and (b)(5). Documents which were formerly Denied in Full (DIF) on the basis of low (b )(2) are now processed. Many times the FOIA (b )(3) exemption and Privacy Act G)(l) exemption can still be used to withhold information that was previously removed under (b)(2), but it is not typically used to DIF a document. Exemption (b)(5) can still be used, but only judiciously. It's not commonly applied in Privacy Act cases, so this is less of a concern.

Releasable names of Office of Security branches or boards

(U//~ All Security names below group level should be redacted, with the following exceptions:

• Adjudications Board (AB) • Appeals Staff (AS) • Personnel Assessment Center (PAC) [now defunct] • Personnel Evaluation Board (PEB) ccial Activities St~ff(SA~)JQ~erlJ Office of Personnel/SAS

• ·····-~ m - • - National

PIPD resources Security Act

(b)(3)

APPROVED FOR RELEASEc_ DATE:

(b)(5)

(b)(3)

CIA Act

(b)(5)

(b)(5)

28-Feb-2014 3125/2010 7:06 AM

Approved for R~lease: 2014104109, . -

c 0 5 5 2 0 18 11 Orientation - c~ l Approved for Release: 2014/04/09

I

I [. I [ '

" l

r ' ,,.

PlPD Case Manager Acronym Resource

Retrieved from Category: PIPD Bu5iness Practices----------------··--'

UNCLASSIFIEDJ/AIUO

~::1r.Ji11~~ ,., . Approved for R~lease: 2014/04/09, ,


{b)(3) cia

(b)(3) cia

(b)(3) cia

28-Feb-2014 3/25/20 IO 7:06 AM

······-----··-·---------·co 552o1 s2 . _ ,.r-·-1 '. , ill Business Procedure C~LApproved for Release: , • lOJl..:)J

CIA Act (b)(3)

(U) Privacy Act Internal Business Procedure CIA Act

UNCLASSIFIED//~

Fromci{_ ] (U) This is a set of guidelines for processing a Privacy Act (PA) case. As business procedure evolves, changes can be made that can easily be referenced by case managers. New employees will find this helpful as a training tool. Italics indicate steps within CADRE.

Contents

• 1 (U/ I AIUO) Case Opening and Initial Review • 1.1 Requester Correspondence

• 2 Quick Checks • 3 Case Tasking and Review • 4 Coordinations and Referrals from Other Government Agencies • 5 Privacy Act Glomar • 6 Finalizing Cases • 7 Example Correspondence • 8 Links

(U//~) Case Opening and Initial Review

These initial steps are typically done by the admin assistant.

• Read incoming letter from requester. • Do a profile history on the requester to see if there were any previous requests. If yes, do a search

to determine what occurred in earlier requests. Print out a copy of the history for the requester folder.

• If there was a previous search done, we will offer to do only an updated search. If, however, the earlier search is too old and there are no records in CADRE, we usually do a complete search.

1. The case is opened in CADRE and placed in the Initial Review folder.

Requester Correspondence

At this point, the case is given to the Case Manager, who reads in the incoming correspondence to determine if all biographical information is present and what action should next be taken.

2. Case is moved to Case Analysis

APPROVED FOR RELEASEc.. DATE:

(b)(3)

28-Feb-2014 3/25/2010 7:05 AM

•.. Appro\'.ed for R~lease: 2014/04/09.

I

I i

I I '

h 2of4

ii Business Procedure - CIAL_Approv~d 'tar' Release: 2014/04/09 ~·····-- ---······--·-- -- -----···--········

• (U) If requester failed to supply all necessary biographic information an SPR (Suspending Pending (b)(3

) Response) letter is sent out. The requester has 45 days to respond to the SPR. cia

3. Case is moved to Requester Pending

Quick Checks

• (U. // Aloo) .. WW···· hen all required biogral\.l!ic info.rmatio_n is sup.Jilied ~4 the reqy~fil..is dy}y signed_ \-~der.p~ ofperjury or notarized,1 (b)(3)

I

' --------··--·--·-··· ···-····----·· ·----National

4. Add letter using Letter Generator, then forward to Case QA. It will be proofread in Case QA than ~e~urity forwarded through Senior Review to Mail Release. c

--·.--;-----~~--~·~-~

-····--J then an acceptance letter is mailed to the requester, out to the applicable components and/or directorates.

Case Tasking and Review

Assuming all required biographical is present, and an acceptance letter written, the case is ready to be tasked.

5. The case should be in Generate Tasking, as this is the point where taskings are created.

• DS component offices are either tasked via email or are searched directly by the P AB admin assistant. NCS is tasked within CADRE. At this point, other directorates are generally not tasked, unless there is a strong indication that there may be records located in their holdings.

6.0nce search results are returned, the documents are scanned into CADRE and case is moved to Review Responses.

• Documents are merged, if necessary.

(U/~ The vast.majorityofresponsive <i.<?cuments in Privacy Act requests come from the DS, specifically from HRj - typically Official Personal Files (OPF), Security -background investigations, and-OMS. Once these documents are received in PAB, they are reviewed and redacted by P AB case managers. DSIIROs are consulted if there are complex issues.

• Security documents are redacted by hand before being returned to P AB, those redactions are then done within CADRE by the DSIIRO admin.

• If other directorate equities are located, documents are tasked for review to those directorates APPROVED FOR RELEASEL DATE:

(b}(3)

(b)(3)

28-Feb-2014 3/25/2010 7:05 AM

i~Jl. ~ ... ~,.,,,,,~ L Approved for R~lease: 2014/04/09 .. , .

!CO 55201~211 Business Prcx:edure-CIAj~~rov~~Vo~)Release: CIA Act

• Depending on scope of equities and which directorate, tasking may be informal and in person and noted in the comments of the case, otherwise a tasking is created within CADRE.

Coordinations and Referrals from Other Government Agencies

{U) When a request is sent over from another agency, it follows a somewhat abbreviated process, due to · the fact that there is no need for a search and it is likely that most of the review of the documents be

performed by the P AB case managers without being tasked out to another directorate.

(U) Case managers receive the case with all the correspondence and documents scanned into the case and push it through to either Generate Tasking or Review Responses (work can be done in either). They ;then review the documents and if other directorates equities are located, the document(s) are then tasked out for review. Otherwise, the documents are treated, the response letter(s) are written and the case is prepared for final.

(b)(3)

cia

National Security Act (b)(3)

Privacy Act Glomar

(U//FOUO) A Privacy Act Glomar allows the CIA to neither confirm nor deny any covert affiliations individuals may have with the Agency. Typically, for former employees, a split Glomar acceptance letter is sent stating that any part of a request regarding a covert relationship that individual may have had with the Agency will be denied pursuant to FOIA (b)(l) and (b)(3)but that we will search for any records which may concern an open atftliation. (Exact wording is found in example docs listed, although this type of acceptance letter is not currently being used.) See also Glomar Policy. __ ···--···---

.~! ··----····--····-··-····-·-·-····----·--···--··-·· ·- l

Finalizing Cases

• After documents are merged and otherwise redacted, ensure that redactions are correct and consistent. Cross through any classification markings, and stamp as ready for approval.

• Compose final response.

7. Case is pushed through to Product Generation. After documents are burned, retrieve in Burn QC.

• Approve documents if they are correct, if not fail documents and send back to Issue Resolution reprocessing them as necessary.

• Print all burned, releasable documents and prepare them for mailing (insert tabs, exemption enclosure, etc).

8. Forward to Case QA and give file to CIP AB for final review.


I

3 of4

~~.t-A'lll•,~

28-Feb-2014 3/25/2010 7:05 AM

;C05520182 · ~··· th\l'l\ , . . ~ ti Business Procedure· CIA[~pproved for Release: 2014/04/09_ ..... __ ·-·-··-· . -- -··-~

4of4

CIA Act

gxample Correspondence

Although CADRE has templates for basic correspondence, there are many variations and other types of letters which P AB issues. Below is a list of example letters that are not currently found in the CADRE

r····-~-,

templates, referenced by the case number they can be found in. Most of these are found within the ~~ l__~ ]sharedrive folder, but all can be accessed in CADRE.

Common Privacy Act Letters

Type of Letter -·····_Case Numb~e=r ____ J

(b)(3) cia

(b)(3) cia

ACC - attorney (b)(6)

CAN - previously answered

SPR - specific docwnents

'SPR - citizenship status

SPR- signature

SPR - naturalization # and date

SPR • POB & cit statement

SPR-POB

NRL - updated search (no acceptance)

NRL - no acceptance

NRL - additional info provided, no acceptanc . ---··-·-.. - ....... --·-·-~·--·-·-~·.--.. -· ... ,, ................ ...._ ..... ~-. ... --··~·--"-·--~-·- .. --......... .,...,-.. --·····-········-"-~''"i

NRL - additional info provided - attorney ___ ,_ .. _.~ .... --·~-·-···~-·~*•''" .. '"'''''"""'~"'------"·~-·~·-·-~~~·~ ...... ._.,_ ... _ .. Dual FOIAIP A language

OGA Coord/Refwith Tab language

Links

Executive Order 12958 Freedom oflnformation Act (FOIA) Privacy Act (PA) Publications Review Board (PRB) Public Information Programs Division (PIPD)

----~-······~ ------···1 Retrieved from i Category: PIP~ractices m---······ ---···---

UNCLASSIFIED//AlG,,O S~ .. ----~----1

l_ ..... -~·-······-·-······-····-- -~---~-APPROVED FOR RELEASE~ DATE:

(b)(3) cia

(b)(3)

cia

28-Feb-2014 3/25/2010 7:05 AM

£:_Approved for R_~lease: 2014/04/09,

f 05520212

f Grant Code 1

,.

,.

.. c

'

GIF DIF GIP

GIF

GIP

GIF

GIP GIF


OveraU Case Grant Code Used on Distribution Page

Grant Code 2 Grant Code 3 Overall Grant Code

GIF = GIF DIF = DIF GIP = GIP

DIF = GIP

DIF = GIP

GIP DIF = GIP

~·

DIFI I

DIF\ (b)(3)

= GIP' GIPI =

National Security Act


v

(b)(3) National Security Act

APPROVED FOR RELEASE I DA TE: 28-Feb-2014

'C05520214 ,,,_ ..


CADRE Search PolicvJCheckllst

Search Polley:

• For basic searches, you must search on ALL orlglnal, In work, and burned documents. • Narrow down your search by limiting BOTH release decision and distribution (limit by RIP and

RIF and PUB). • EACH case needs to.include hyper-snap images of EACH search conducted as outlined by the

search checklist. DO NOT just include a copy of this checklist. All cases that do not have evidence of searches will be returned for re-work.

• For obscure topics, at a minimum, searches should be done on case subject and document title. • For ALL OTHER searches, follow the checklist below. • Double check au spellings when conducting searches. • Make notations on the search hiMist that you actually checked the documents for

responsiveness/non-responsiveness (e.g. NR, etc.)

Search Guidelines:

1. Before starting a search develop a search strategy. 2. Conduct an initial search, look at results, determine what is relevant/non-relevant, and refine the

search. It is best to start broadly and narrow down as you go. 3. Assume there are typos and misspeUings In keywords, tiUes, etc. Search on multiple and

variations of keywords, names, etc. 4. As you peruse the request (both initial and refs/coords) for the second time, write down keywords.

Write these words and other notes (e.g. fee waiver requests, etc.) on your worksheet. 5. Look at ALL results and verify them. Make notes on your requester report for each decision. 6. Search ALL attachments in a document 7. Search associated cases when you get hits on documents. 8. If unsure about a topic, also search on dates. 9. Make wildcards a routine part of a search. 1 O. Use documents in similar cases to try and find other cases. 11. Go through all documents as necessary. You can eliminate documents by subject and release

codes. 12. Check for EO and Privacy cases as well. 13. Note who was tasked In pc· us rea~sts on.tllfiL.l!!!.ama.orBnilar subjects. 14. Note all release decision 15. When searching a name, ermtnrrsnmcnasrname-asseparate entities. Do a broader

search (e.g. last name) to begin With. National Secur:i ty Act

Questions to consider when searching:

1. Are there other documents on the subject, or the same documents, in non-related cases? 2. Is there a previous case that exactly matches the new request? 3. Is there a previous request with the same subject? 4. Look at dates of previous searches. Is there anything likely to appear after those dates? (If it is a

big topic, i.e. Bay of Pigs, why start a new search.)

Initial Requests:

1. Select Original, In PrOC888, and Bum 2. Search Requeeter Hfetory and Fees 3. Run Case History search

(b)(3)

4. Run Case Subject search APPROVED FOR RELEASEL DATE: 28-Feb-2014

1115110

~ ~ App_r~~~QJQr R~lease: 2014/04/09

....-------------·-···-- -

C05520214 " .


5. Run Case Keyword search 6. Run Document Title search 7. Run Document Keyword search 8. Run Internet search (when appropriate) 9. Run Full-text search (when appropriate) 10. Print out all search results (except for information on frequent requesters) and put into the

hardcopy file.

Refa/Coords:

1. Select OriglnaJ, In Process, and Bum 2. Search Requeeter History and Fees 3. Run Case Subject search

: ~Look at.~ ~~tJt~lffi~~~--'!l!l~nts second. -=----·--=:J (b)(3) 4. Run Case External ID search (when appropriate-when more than one referral on the same

topic) 5. Run Document Title search 6. Run Document Keyword search 7. Run Document Publlcatlon Date search 8. Run a Full-text search (when appropriate) 9. Print out all search results (except for information on frequent requesters) and put into the

hardcopy fde.

Requester Report:

1. Run Requester Report(•) on Document Keyword/Title 2. Print out all reports.

Approved for Release: 2014/04/09~ ;;;. ' - . -


APPROVED FOR RELEASE~

DATE: 1115.28-Feb-2014

___ _..

I of9

(b)(3) Approved for Release: 2014/04/09 V Ir'\ r"\Vl.

(U//AI\o) Internal PIPD Policies

UNCLASSIFIED//~ (b)(3) CIA Act

This page is meant to capture current policy within the Public Information Programs Division (PIPD). As policies change and evolve, instant updates can be made for employee reference.

Contents

•

• TiaSkilig Policy·····-·······-~-·· • 2.1 Background information for Requests for Information

on Airborne and Satellite Reconnaissance Programs • 2.2 ~ge As8"~ment .- --··········---•

• 2.6 Third-Agency Rule • 3Correspondence

• 3.1 NSC Policy for Handling Referrals • 4Appeals

• 4.1 Appeals Tasking • 4.2 Appealing the Adequacy of Search

• 5 Links • 6 References

I I I I I I

I I

' I

(b)(3) cia

CIA Act

(b)(5)

(b)(5)

(b)(3) (b)(3)

CIA Act

(b)(5)

APPROVED FOR RELEASE_ DATE: 28-Feb-2014

1115/2010 7:41 AM

"' ..,L,~ ...... : .. ,. Approved for R_§!lease: 2014/04/09" , " .... ~-~-.~-~----~--


. l ApprovedJor R~lease: 2014/04/09 ..

(b)(3)

cia

APPROVED FOR REL EASEL DATE:

l/1!28-Feb-2014M . j


" 3of9 . .. . ~~ , ,,"

1<"-~-a1;,~.,-~ ... Approved for ~lease: 2014104/09, , "'

I

(b)(3)

cia

(b)(S) (b)(3)

APPROVED FOR RELEASE~-


, 4of9. "' .:;,.,,.le: wt ... ,. Approved for R~lease: 2014/04/09

National

(b)(3)

(b)(3)

I

Act

(b)(3) I !

FOR 1..L..J"">Vl...L DATE:

28-Feb-2014

l/15/2010 7:41 AM

. Sof9


(b)(3) cia

(b)(3) cia

(b)(3) cia

Tasking Policy

Background information for Requests for Information on Airborne and Satellite .. R.econnamance Programs

Approved for R~lease: 2014/04/09.. .


l/lS/2010 7:41 AM

C05520216 . .' : , -·-··- ... - . ----•es -CIA! (b)(3) Approved for Release: 2014/04/09

6of9

bl October 1996, the CIA signed a Memorandum of Agreement with the newly-fonned National Imagery (b)(3) and Mapping Agency (NIMA) that turned over the majority of the records of the former National Photographic Interpretation Center (NPIC) and the fonner Office of Imagery Analysis (OIA) to NIMA. NIMA has since been renamed the National Imagery and Geospatial Intelligence Agency (NGA). With few exceptions, all imagery, imagery-derived information, and imagery analysis tradecraft information fall under NGA's purview. Some NPIC and OIA records were retained by CIA; these include budget and other administrative information, personnel records, imagery support to operations files and the ground ~hoto collection~ Please_c()ntinu~toJask req!lc;:sts forthis in{e>_rmatiQn to the ]2S&T/IRO. Please note t4at

National

--····-~··--- ~--·- -------------------------~-~------------------- ---------- ---~--------------'

Act

Information related to satellite research, development, technical specifications and capabilities, and (b)(3) operations and management falls under the purview of the National Reconnaissance Office (NRO) and should be refeITed to them for review. NRO will protect any sensitive Office of Development and Engineering (OD&E) equities (except for administrative and personnel information) during the course of their review. OD&E administrative and personnel records should continue to be sent to the DS&T IRO for review.

A great deal of information related to the U-2 and A-12 aircraft reconnaissance programs has already been released. Previously unacknowledged information should continue to be refeITed to the DS&T/IRO; however, U-2 activities post October 1974 should be refeITed to USAF, and infonnation limited to foreign basing and other liaison information related to these programs should be referred to the State Department for a release determination.

On 22 February 1995, President Clinton signed Executive Order 12951, which entitled release of imagery acquired by space-based National Intelligence Reconnaissance Space Systems. This order provides for the declassification and transfer of imagery from the Corona, Argon, and Lanyard space-based national itltelligence reconnaissance systems to the National Archives and Records Administration (NARA) with a copy to the United States GeologicaJ Survey (USGS) within 18 months of the signing of that Order.

The CIA History Staff published an unclassified paper on CORONA on 16 August 1960 (3 copies reside

on the bookshelf in PIPD) that is available to the public thru NTIS & Library of Congress. l2l

Damage Assessment

A review is considered a damage assessment when a classified record is pulled from an open file in which it was overlooked during records processing. When unclassified copies are found in an open file of a classified record that is located e1sewhere, the classified record is reviewed, but the review is not considered a damage assessment.

(b)(S)

APPROVED FOR ---~-~-···--------····---

RELEASE~ DATE: 28-Feb-2014

1/15/2010 7.:41 AM ., Approved for R~lease: 2014/04/09.

CO 5?~0?16;ies-CIAJ (b)(3) Approved for Release: 2014/04/09 i

7of9

... _J

cia

(b)(3)

(b )(3)

cia

(b )(3)

Third-Agency Rule National

The following is an NSC memo descnbing the "third-agency" rule.

''The 'third-agency' rule requires an addressee agency to obtain the pennission of the originating agency before transmitting documents or information to a third party, including other agencies, the Congress, the courts, and the public. Therefore, when processing a request for documents involving information Of!iginating at the NSC, you should forward such documents for NSC review prior to release. Our policy remains to release such documents and information wherever possible, but our obligation to protect certain categories of information necessitates review prior to release. This obligation extends to both olassified and unclassified documents, since the latter may contain policy-deliberative of other exempt or

privileged infonnation". [ 61

Correspondence

NSC Policy for Handling Referrals

From the NSC perspective, an individual copy of an NSC record that resides within the holdings of another government agency is under the control of that agency. Therefore, that agency should obtain NSC concurrence on the review of the NSC record. Once that review is complete, the NSC will return the redacted items with a cover letter to the agency surfacing the record. Then it is µiat agency's responsibility

to reply to the requester. C71

-Appeals , '

APPROVED FOR RELEASEL DA TE: 28-Feb-2014

l/15/2010 7:41 AM

'-"'" ·''"' l' "~"'-' ' Approved for R_elease: 2014/04/09

C05520216. -------.- _ _ -.---;1es- CIA (b}(3)Approved for Release: 2014/04/09

8of9

cia

When a request is denied in full or in part, or no records responsive to the request are located, a requester (b)(3) is normally granted the riQht to appeal the decision to the Agency Release Panel Appeals are not . considered valid if they meet any of the f9llowing criteria:

• More than 45 days have passed since the date of the final response letter. • The requester was not granted appeal rights because of an operational files exemption. • The subject was appealed within the last 2 years. • The requester has unpaid fees.

Appeals Tasking

If an appeal is determined to be valid, it must always be tasked for either a new search or a new review. At the initial level, a case mana~r often_~nds_a,n~il toan ~Q_tQ~fQ!_!ll>PrOval to send the -~~.!I' a Glomar respo~~j 1 (b )(3)

:At appeal, however, the directorate that issued the Glomar at the initial level must be tiiSk:ed to either withdraw or uphold the initial Glomar.

Tasking at the appeal level requires an examination of the initial response from each directorate that was tasked, and determining the most efficient way to re-task them.

Some examples:

If the requester is appealing the redactions in one or more documents, it is essential to assess each individual document to determine who to task at appeal. If multiple directorates issued a Release-in-Part (RIP) decision at initial, all must be re-tasked. If one directorate issued a RIP but one issued a Deny-in-Full (DIF) for the same document, only the directorate that issued the DIF should be re-tasked (unless they reverse their decision at appeal). If a particular directorate issued a Release-in-Full (RIF) response for a particular document, there is no need to re-task that directorate at appeal.

Appealing the Adequacy of Search

If no documents were located at the initial level and the requester appeals, all directorates that were initially tasked (and possibly additional directorates) must be tasked to perform a new search. Additional directorates might be tasked for a search if an IR.0, the C/IRRG, or the Agency Release Panel recommends it.

Links

Public lnfonnation Programs Division (PIPD) Executive Order 12958


(b )(3)


Freedom oflnformatiori Act (FOIA) Privacy Act (PA) Publications Review Board (PRB)


1115/2010 7:41 AM Approved for R~lease: 2014/04/09

9of9

(b)(3) Approved for Release: 2014/04/09

(b}(3} cia

References

}. I

2. 1t~ord~~~-=-~~-jio[ __ - ~ - )rut~--=-- --~~Tffie:-(b}{3}

(b)(3)

(b )(3) 3. {b )(3)

4,, I

(b)(3) -1 •••• -

5. ' (b)(3) 6. -fMemor8Il.dUD:inonf ··-·····-····-fo'Ageiicy Counterparts'. Subject: Release ofNational {b){3)

Security Council Documents"~47f87f99T ... ________ _ 7. t Record of Telecom betweenC---==-_---andl \CNSC). Subject: ''NSC Return of CIA (b ){3)

Referred Executive Order Case," 10/02/2006 ---~-----

Retrieved from (b)(3) Category: PIPDBu8UiessPractl.ces- cia

UNCLASSIFIED//AIUO

(b)(3)

APPROVED FOR RELEASEL. DATE: 28-Feb-2014

1/15/2010 7:41 AM

· · .-.L; .i~a~. , Approved for R~lease: 2014/04/09,


FOIA Tasking Template

Instructions: -Fill out template while in WORD. Make sure ALL fields are filled in. --Even if a field is negative (e.g. no material located) put in NO or NONE. --Simply put an "X" in the "No New Releases" box. If there are new releases, please identify them. --If it is a litigation, indicate whether ours or OGA, as well as any special instructions (e.g. deadlines). Follow-up with a note if deadlines are involved. -Include your secure number on the· contact line. --Copy completed template into CADRE. -Use the first template for searches; the second for document reviews. DO NOT include both templates into the field, as it may cause confusion upstairs. We may not be able to get the template input into CADRE, for the foreseeable future anyway. In the meantime, use as two separate templates. -If you are unable to see the entire template in the tasking field in order to hypersnap the image, print a copy of the tasking in WORD and include in the file, as well as hyper-snapping. the image that is in CADRE. -DO NOT copy any of these instructions into CADRE!

Search

Please conduct a search on the following:

We have made a reasonable effort to make a preliminary search for previously released material responsive to this request and our results are below. Nonetheless, the integrity of the Agency's search process and reliability of the results depends upon independent replication. Your office should not rely on our preliminary results but should consider it only a starting point for your own search to verify or expand upon what we have found. Your efforts will help ensure that the Agency complies with its legal obligation to undertake reasonable searches for responsive records.

Systems searched: Material Located: Fee Type [Directorates need to provide a list of all fees incurred]: Additional Comments:

Previous Releases (repeat categories as necessary for each):

Case Number: CADRE Ref ID: Document ID: Release Decision: Date Released: Similar or Identical Doc:

New Releases [YIN]:

Other Special Instructions:

If you have any questions, please contact:


APPROVED FOR RELEASE~ DATE: 28-Feb-2014

.C05520217 Approved for Release: 2014/04/09

LN Pre-Acceptance Guidance Template

pnsert snapshot of Direct Request!]

Additional Reauest Comments .. . . rnclude any other stgnlflcant details about the request in.this field (e.g. frequennequester, historian, ~amous defector, significant relatives, Immigration case, citizenship status when appropriate, etc.).

QUERY Systems searched:

• CADRE • Internet • Requester Report .. MORI

Search Tenns Used:

RESULTS

• . Hits • No Hits • No CIA-Originated

Materials • FBIS Materials Only

Previous Case F-xxxx-xxxxx Numbers/Releases Document: ###11##

• Mere Mention • Include Direct requests• Who previously tasked:

to CIA and refs/coords • Release Decision: from OGA • Reviewer:

• Include whether • i documents were DIFed or Released in F-xxxx-xxxxx each case. Document: ###11##

• Include document • Mere Mention ' nun1bers .· • Who previously tasked: •

• Differentiate between • Release Decision: ..

· . .,, documents with many • Release Authority: ~

details & documents . I •. that merely mention a topic but add no details.

Na Se

(b)(3)

tional curity Act

(b)(3) National Security Act


Appro\fed for R~lease: 2_Q.._,1~4rt_'/0~4..,_I0:::.:9~._;.;_--------------


Document Review

Please review the following documents referred/coordinated by [Organization Name] for CIA equities:

[amount] [agency name] document(s) [amount] CIA document(s) Special Handling (RD): Litigation: Expedited processing (also send LN):

We have made a reasonable effort to make a preliminary search for previously released material responsive to this request and our results are below. Nonetheless, the integrity of the Agency's search process and reliability of the results depends upon independent i;eplication. Your office should not rely on our preliminary results but should consider it only a starting point for your own search to verify or expand upon what we have found. Your efforts will help ensure that the Agency complies with its legal obligation to undertake reasonable searches for responsive records.

Previous Releases (repeat categories as necessary for each):

Case Number: CADRE Ref ID: Document ID: Release Decision: Date Released: Similar or Identical Doc:

New Releases [YIN]:

Other Special Instructions:

If you have any questions, please contact:

a Approved for R~lease: 2014/04/09

APPROVED FOR RELEASE!_ DATE: 28-Feb-2014

C 0 5 5 2 0 218 lness Procedure - CIAO .,. - - -- - ------ ---- - - -

,------- '

Approved for Release: 2014/04/09 L__

Who to Task . , . .,.~- ., .. •. • , ... •> • '" --~,_,. '--~,,, , ,., <.. ;_. " • .,. ' ,,. .... , •'·'"'

lj Suh,ject Directorate 1o 'fask ~

I ' Arms Control

Assassinations (event) I

I IJiographies I

l

: Chemical/Biological Warfare '(CBW)

: Contracts . . : Covert Actrnn ; I CSI (Center for the Study of

1 intelligence)

! ))CIDs ! jj Detainees

! Domestic Issues (usually not i under the purview of the CIA)

No tasking required

'.Events I ! •.

, .FRUS (Foreign Relations of the t United States

I JAEIC (.Joint Atomic Energy · Intelligence Commission)

Liaison with other Intelligence Services

f No tasking re'luired [~ff.~HA~~ ... l~~{JLT~ !No tasking required

I ii NID (National Intelligence f Daily) I

l NIE (National lnteUigence [ Estimates)

!!Nuclear Proliferation

j Operations ······ .. .. ........ ..

!~~~~ Jlistories

1ioss '

ii PDBs (Presidential Daily Briefs)

1 I of2

l"1c&., . .,;._,i,;,ii,.c~ .... ;,c,, ~ • " Approved for Release: 2014/04/09

I

(b )(~)

(b )(3)

cia

-(b)(3)

CIA Act

(b )(3)


APPROVED FOR RELEASE~ DATE: 28-Feb-2014

1213012009 10:02 AM

C 0 5 5 2 0 218 ness Procedure - CiA D A~~~~d for Release: 2014/04/09

!I Photographic Intelligence

lj R~ndition .

j Signals lntelligenc~ Senior CIA Officials, Information on '

i

l SEIB (Senior Executive ! i

! Intelligence Briefs) r--f SNIE (Special National I_ i Intelligence Estimates) } .... ..... .. . .... . ...... ... . . ...

il~tarGate l Studies in Intelligence

__ jNo tasking required

I Terrorist Organinttions and i Activities ' ; U.S. Citizens (third party 'requests)

iuFo jNo tasking required !

: Weapons of Mass Destruction ' 1.~\YMD>, ..

2 of2

L ''·· ~ •. C.~-'-'·'' ... Approved for Release: 2014/04/09 ;.

11

(b)(3)

CIA Act National Security Act

'\

(b)(3)

CIA Act


12/30/2009 10:02 AM

C05520220 .. ~····-------------------------------Approved for Release: 2014/04/09

CADRE Search Checklist

Search Tips:

1. Before starting a search develop a search strategy. 2. Conduct an initial search, look at results, determine what is relevant/non-relevant, and refine the search.

It is best to start broadly and narrow down as you go. 3. Assume there are typos and misspellings in keywords, titles. etc. Search on multiple and variations of

keywords, names, etc. 4. As you peruse the request (both initial and refs/coords) for the second time, write down keywords. Write

these words and other notes (e.g. fee waiver requests, etc.) on your worksheet. 5. Look at ALL results and verify them. Make notes on your requester report for each decision. 6. Search ALL attachments in a document. 7. Search associated cases when you get hits on documents. 8. If unsure about a topic, also search on dates. 9. Make wildcards a routine part of a search. 10. Use documents in similar cases to try and find other cases. 11. Go through all documents as necessary. You can eliminate documents by subject and release codes. 12. Check for EO and Privacy cases as well. 13. Note who was tasked in previous requests on the same or similar subjects. 14. Note all release decisions and any instances of non-attribution. 15. When searching a name, consider the first and last name as separate entities. Do a broader search (e.g.

last name) to begin with.

Questions to consider when searching:

1. Are there other documents on the subject, or the same documents, in non-related cases? 2. Is there a previous case that exactly matches the new request? 3. Is there a previous request with the same subject? 4. Look at dates of previous searches. Is there anything likely to appear after those dates? {If it is a big

topic, i.e. Bay of Pigs, why start a new search.)

Initial Requests:

1. Search Requester History and Fees 2. Run Case History search 3. Run Case Subject search 4. Run Case Keyword search 5. Run Document Tltle search 6. Run Document Keyword search 7. Run Internet search (when appropriate) 8. Run Full..text'search (when appropriate) 9. Print out all search results (except for information on frequent requesters) and put into the hardcopy file.

Refs/Coords: (b)(3)

1. Search Requester History and Fees National

2. Run Case Subject search . Security Act

: _Look_at..the_reauest Itself first and documents second . - -- I

3. R1 case t:xterna1 10 searcn cwnen appropr1ate-wnen moretnan one reterraro~ the same topic) 4. Run Document Tltle search 5. Run Document Keyword search 6. Run Document Publlcatlon Date search 7. Run a Full-text search (when appropriate) 8. Print out all search results (except for information on frequent requesters) and put into the hardcopy file.

Requester Report:

1. Run Requester Report(s) on Document Keyword/Title 2. Print out all reports.



12/3/09


L

TERMS & DEFINITIONS

Burn - The process in which Cadre permanently makes redactions a part of a document. The FOIA case manager initiates this process, after thorough coordination with all directorates.

Frozen -This is the process in which Cadre locks directorate's redactions so that it can no . longer be changed.

QGA - Other Government Agency. Examples are: State, NSC, Army, DOJ, etc.

Response/Reply - The written memo/answer from a directorate to tasking that has been sent out.

ACL - Access Control List. Used to grant directorates and other Cadre users access to . specific documents.

Taskina- A request by the case managers to have one or all of the CIA directorates either search for information or review documents.

Open Tasking- A tasking in Cadre that does not have a response already posted to it.

Redaction - The process requiring a valid legal exemption code in which classified information is removed by electronic means, using a line, rectangle, or polygon.

Directorate Decision -An overall decision that the directorate granted in response to a tasking. This decision is reflected in Cadre on the tasking screen and on the hard case file. The directorate will normally list all exemptions used in their memo.

GIF - all documents reviewed, are released in full" OIP- If some documents reviewed are released in full and others are released in

part. GIP - If some documents reviewed are denied in full and others are released

in part. DIF - all documents reviewed are denied in full.

Docyment Release<l Decisions - The decision as determined by the directorate on the releasability of the equities contained in an individual document.

(a) NOTAPP- Not applicable. Usually assigned to correspondence, directorate reply memos, work folder information, or any information that the case manager doesn't want searchable in Cadre.

(b) RIFPUB- Release in Full public, potentially shared to the general public, and FOIA website.


~ ~j·AA·,..;. .. ~ .. .. Ii. .. Approved for R~lease: 2014/04/09, .


( c) RIFLIM - Release in Full, limited dissemination.

( d) RIFLIMND - Release in Full, limited, no public dissemination.

(e) RIPPUB- Release in Part Public, potentially shared to the general public, and FOIA website.

(f) RIPLIM - Release in Part, limited dissemination.

(g) RIPLIMND - Release in Part public, limited, no dissemination.

(h) REFER- Refer document to another agency.

(i) COORD-Coordinate document with another directorate or agency.

G) DIF - Denied in Full (not released to anyone).

(k) GLOMAR - The decision to neither confirm nor deny the existence or nonexistence ofrecords. This term is used along with DIF. When the case type= FOIA, must use exemptions (b)(l), and (b)(3) unless otherwise specified. When the case type = PA, must use exemptions (b)(l), (b)(3), (j)(l), and (k)(l), unless otherwise specified.

Case Grant Code - This is the overall, combined release decision of the documents and the directorate's actions.

GIF- all of the documents, responsive to the request, are declassified in full. GIP- all or any number of the documents, responsive to the request, are

partially declassified. DIF - all of the responsive documents are denied (too sensitive to declassify). NRA - all of the responsive documents that are found NRL - after all levels (case manager and directorate) of searching have been

exhausted, and no documents have been found. REFER-all responsive documents originated with another agency.

=====::::;::===--=================================

Case Types

F= FOIA (Freedom of information Act Request) P= Privacy Act Request EO= Executive Order Request (mandatory declassification case) EB= Executive Branch (this is a speed mandatory declassification case)

" Approved for Release: 2014/04/09.


"

;C05520223 Approved for Release: 2014/04/09

======-=

Case Action Types

Searches :::: This type ofrequest comes from the typical requester. They are asking for documents pertaining to a particular subject, period of time or person.

Coordination = Documents that contain equities belonging to more than one CIA directorate, or a document that originated with the CIA, but has equities belonging to another OGA.

Referral = Documents that were found by one CIA directorate, but were written by or have equities of another directorate. Additionally, documents can be found by a directorate, but were originated by another OGA (we just happen to be distribution).

.. Approved for R.elease: 2014/04/09.

CIA Act

(b )(3)

(b)(3)

CIA Act

APPROVED FOR RELEASE I DATE: 28-Feb-2014

,C05520226 Approved for Release: 2014/04/09

UNCLASSIFIED//~

L1

•.

PIPD New Employee Checklist

Welcome to ClonMSllRRG/PIPDI In English that's: CIO: Chief Information Officer IMS: Information Management Services IRRG: Information Review and Release Group PIPD: Public Information Programs Division

What follows is a list of things to help you get settled in during your first few weeks with IMS. Ask any of the PIPD staff members for help if you need it!

form• and Websites Verify your accesses to the following (your orientation team rep will send you a list of links to the various websites/database8[__ ___ · H I

/ Update your Locator information with your office phone numbers, etc. (from CIALink, click "Locator Update; Complete your IMS Check In/Out Sheet Visit and bookmark the IMS website Verify your access to the IMS intemal website (click on login at the very bottom of the IMS extemal website)

Ji. If you do not already have an Agency Internet Network (AIN) account see your supervisor Visit and bookmark the Information Management institute (IMI) course schedule and review upcoming courses of interest to you (training plan included in your orientation package)

_ Verify your access to the IRRG/PIPD Share drive ?"' If vou are having problems setting up your voice mail, callc=Jor help or visit the

[ u _ _J Verify your accesses to the following (your orientation team rep will send you a list of links to the various websites/databasesC:______ _J

FOIA Internal Business Procedures PIPD Policies PIPDCJ General FOIA [] IMS Orientation Team~ j CADA~ ~ IRRG PIPD Cl~~-.. llitellipedia

Datlbafff Verify your accesses to the following (your orientation team rep will send you a list of links to the various websites/databases{_. --1

PIPD Calendar CIO ENROLL (training database) Agency Release Panel Database

UNCLASSIFIED//~

,,,;;..j, ,,M! .. ~ .... ~ , , Approved for R_~lease: 2014/04/09,

(b)(3)

CIA Act

CIA Act

(b)(3)

CIA Act

(b)(3)

(b)(3)

(h)(1)

(b )(3) (b)(3)

CIA Act

(b)(3)

CIA Act


J

C05520226 . ,. . ..

lntroclyctlona


UNCLASSIFIED//~

· TFRJolfieerslstaff (D~Dl~os~um;NCSJ

Nettings Schedule meetings with: (b )(3) CIA Act

- JC!PIPD 'Yoi.ir supervisor ~ ---

~U!mbert, D/IMSJ .... _ -----·· ___ ··············--

------

MMllQS•tt1~'C:a1J:!i;9!=1~g. Thursdays, 0830L_ ~---~' _ FOIA Case Managers' bi-monthly meeting, Wednesdays, 10:00-11 :00 (room -~

- _ ___J

Training and IM§~Plicatlons _ Vault train for, ___ Jwith orientation team member or supervisor

Register for IMS Orientation through ENROLL Take lnfonnation Management CBT (see link on IMS website)

r orientation Team reD to show vou where Agency Scannj11g CenterL __ _Jwhere documents are introduced into CADRE Registry r-- for classified/unclassified fax machines, mail, etc. ClassifiedTrisli R901'Jl · -for disposal of filled bum bags, classified waste PIPD file room I to retrieve case folders PIPD supply c86iriitt=] Fitness Center! ~readmills, stationary cycles, Stainnaster, weight machines, locker rooms, e~ Nurse's station 1--1; For emergency call (sr~

(b)(3)

(b)(3)

(b)(3)

CIA Act

cia

(b )(3)

cia

(b)(3) CA

(b)(3) cia j

I

ES_reak-rOOO!_(if Y®·are a coffee drinker and desire to join the coffee fund, please see

Cafeteria ---···-

_j(conference rooms for FOIA Brahch case manager and PIPD staff meetings)

UNCLASSIFIED//~ APPROVED FOR RELEASE DATE: 28-Feb-2014

[1.-, .. _ .. "'·""'·k: .. LLJ<.<.'" . ;. I.· .; Approved for R§!lease: 2014/04/09>

:cpss20227 Approved for Release: 2014/04/09

Training Plan for New FOIA Employees

General IMS

IMS Orientation (See the IMS website for scheduled dates.)

FOIA Specific

CADRE-~~

This course introduces case managers to the functions they will use to manage cases in CADRE. Students will learn how to review and create case correspondence, perform basic case research, assign case cross-references, assign keywords, create and manage taskings, manage fees, and conduct quality control.

Additional CADRE courses will be offered in the future.

FOIA for Attorneys and Access Professionals (DOJ course in DC)

This basic training program is designed for attorneys, paralegals, and information officers with limited previous experience under the FOIA who are now or soon will be working extensively with the Act. Workshops on FOIA exemptions emphasize the criteria for making informationdisclosure determinations, and procedural issues are addressed as well. FOIA case managers should focus on the B 1 and B3 workshops.

Fees and Fee Waivers Under the FOIA

This workshop focuses on the provisions of the Freedom of Information Act governing fees and fee waivers. This workshop will explore the statutory fee categories for different types of requesters, the types of fees agencies may charge requesters in the various fee categories, the uniform fee schedule and guidelines prescribed by the Office of Management and Budget, the standards for fee waivers, and the CIA's implementation of these requirements.

Fundamentals of the FOIA

This course provides students with an overview of the fundamental requirements of the Freedom of Information Act. The course examines the judicially-enforceable right to access federal agency records provided by the statute, the nine exemptions and three exclusions available to federal agencies to protect information from disclosure, procedural issues associated with the processing of requests, and litigation considerations involving the statute. The course explores topics of special interest to the CIA, such as the Glomar response, the operational files exemption, and the CIA-specific statutes that protect CIA information from disclosure.

•. Approved for ~lease: 2014/04/09~ •.

~···········-----

!APPROVED FOR IRELEASEL DA TE: 28-Feb-2014

·-···--·~--·~-------------C05520227 Approved for Release: 2014/04/09

Infonnation Review and Release Related

Fundamentals of the Privacy Act

This course provides students with an overview of the "code of fair infonnation practices" established by the Privacy Act of 1974. This course explores how the fundamental requirements of the Privacy Act attempt to balance the Government's need to maintain infonnation about individuals with the rights of individuals to be protected against unwarranted invasions of their privacy stemming from the Government's collection, maintenance, and dissemination of personal information about them.

Comnumication Related Courses

Briefing Techniques

The best way to develop the skills needed to give an effective presentation is through actual experience. This course focuses on developing fundamental briefing skills. It helps students gain competence in analyzing an audience; selecting and organizing content; preparing and using a variety of visual aids, including PowerPoint; dealing with stress; displaying self confidence; and responding to challenges. So the students can critique themselves, all briefings are videotaped. The course is provided by CIAU.

Effective Feedback Skills for Non-Supervisors

CIA Act

An important part of a CIO and I- -1 officer's job is to contribute to an overall productive work environment. Historically, trammg m the area of effective feedback skills has been limited to the supervisor. Because the success of a performance feedback discussion is based on twoway dialogue, it's appropriate for employees to receive training in how to respond to feedback in effective and respectful ways. This training can be valuable to both parties in the development of clear perfonnance expectations.

Listening Skills

This course presents proven techniques for effective listening in a technical environment. Active listening in today's fast-paced, technical world demands the discipline to pay attention, the persistence to get to the real message, and the willingness to hear the meaning. Participants will learn what to listen for, what to look for through nonverbal cues, what to overlook, and how to ask questions to get to the real issue in technical discussions. The Return on investment for effective listening is great. The results you will see include better relationships, more opportunity, increased productivity, fewer mistakes, and greater success. (Although aimed at a technical audience, this may be valuable for all.)

Customer Service Workshop

This course is designed to help sharpen ones Customer Service skills. Enhance our understanding of who the "Customer" is; Assess the challenges facing Directorate of Support in

(b )(3)

meeting customer requirements; Develop specific listening skills; Develop skills in handliruz ······---· difficult customer situations; Develop Techniques for giving and receiving customer-focu~~~~~i'~~ 6~fE: I feedback. 2s-Feb-2014 _ _J


l l l I

f

C.05520227 Approved for Release: 2014/04/09

i

Writing Clear and Concise Memos and Reports (formerly Essentials of Writing)

This course is designed to help students develop strategies for composing, organizing, and editing documents that vary in length from the short business letter to the analysis of a complex business problem. Following a brief review of grammar, syntax, and style, the course emphasizes the principles of unity, emphasis, and coherence--necessary components of the wellwritten document. The course demonstrates techniques for the effective use of supporting detail in works designed to anticipate and meet specific readers' needs.

Negotiate to Succeed

In this course you will learn the "WIN-WIN" philosophy of negotiation, including identifying negotiating styles and recognizing tactics in negotiation. You will also cover how to succe~f'.ttllY resolve conrict, while stan.9ing firm and create better outcomes from your negotiations. Instructor:; l (b)(6)

L~---··--·--"~··--··--·--··--··--~

General Courses

Seven Habits of Highly Effective People

This workshop is based on Stephen R. Covey's best seller, Seven Habits of Highly Effective People, a holistic, integrated, principle-centered approach for solving personal and professional problems and living life more effectively. This workshop integrates penetrating insights and pointed anecdotes with a step-by-step program to employ the seven habits and allows for the opportunity ~o discuss powerful principles that help participants live more effective lives, both personally and professionally. Through self-reflection, individuals journey from the "private victory" of knowing where one is headed and following through to the "public victory" of developing trust with others. The knowledge gleaned from this course enables participants to maximize their personal and interpersonal development. All participants will receive a Franklin Covey Seven Habits planning system. This workshop is provided by the Leadership Development Department of CIA University's Leadership Academy.

An Overview of Critical Counterintelligence Issues ../ (b)(6)

This intense1

2raduate-level course. soonso.red.Jni; the NCS Counterintelligence Center (CIC) and presented byt_ Jis open to staff employees of all grade levels. Students will grun an m-depth understanding of counterintelligence issues through dynamic multimedia presentations by outstanding experts in the counterintelligence field. In addition to covering literally dozens of the most significant and intriguing spy cases of this century, the course will focus on the strategic role of counterintelligence in national security successes and failures; the myths and misunderstandings about CI successes and failures; and the philosophical, ethical, legal, cultural, and national values basis of counterintelligence. Particular emphasis will be placed on the continually evolving role of CI in CIA, demonstrating how the value placed on CI at various points in our history has affected our mission, our culture, and our effectiveness. Participants will receive several readers filled with CI-related articles and documents. They will also receive additional CI-related readings during the course of the class.

. Approved for Release: 2014/04/09. ~ .

[APPROVED FOR·:RELEASEL DATE: :28-Feb-2014 L .. -~~~---.. ~------

C.05520227 Approved for Release: 2014/04/09

How Full in Your Bucket?

This course is based on the book by the same name. In this brief but significant book, the authors, a grandfather-grandson team, explore how using psychology in everyday interactions can dramatically change our lives. The authors suggest that we all have a bucket within us that needs to be filled with experiences, such as recognition or praise. When we are negative toward others, we use a dipper to remove from their buckets and diminish their positive outlook. When we treat others in a positive manner, we fill not only their buckets but ours as well. The authors illustrate how this principle is used in business and management, marriage and other personal relationships.

CI and the Internet (b)(3) NatL::i-:\al

This seminar is geared towards emplovee~ who hav~.some knowle.d2e and experience on the l t, Internet. Discussion topics includei 1counterintelligence dangers from careless use of the Internet, an<fAgencypollcfes.--~~-~

Conflict Management This course will help you identify how to predict a problem situation before it develops and will present techniques for defusing emotional reactions that do arise. You will also find out how your personality drives your emotional responses and define tips for remaining cool and collected in even the most volatile situations.

Critical Thinking Workshop

Critical thinking involves evaluating how you think and then choosing a path of investigation that helps you find the best possible answers. You practice critical thinking when you carefully and deliberately evaluate your own thought processes used to reach a conclusion. Non-critical thinking often leads to the wrong conclusions, going off in the wrong direction, and disagreements due to misinformation. Learn to develop the best solutions to problems, recognize your own biases to guide self-improvement, identify key issues, and give sound arguments to create buy-in for your ideas.

Getting More Done in Less Time

This powerful one-day seminar will show you how you can easily handle even the most impossible priorities and demands. Among other things, you will learn how to use an innovative priority plan that assures you'll get the important things done on time, every time. You'll master a simple "worksheet" formula that guarantees good results in any situation. You will discover realistic, effective methods to defeat procrastination and learn how to deal with changing deadlines smoothly and easily.

Interpersonal Survival Skills

The purpose of this one day course is to provide officers with the tools to improve work relationships and gain insight into the most important aspects of their jobs. Workshop activities provide opportunities for officers to identify and understand their "Emotional Intelligence" .~arll---··-how to proactively respond to various situations in their own workplace, develop a person~PPROVED FOR gro~ and success plan and develop the skills required to communicate effectively in a n9~;.~;~-~~14 DATE: defensive manner. ---------·-···

'CJ)5520227 Approved for Release: 2014/04/09

Leadership Courses

Leading for Creative Results

This two-day workshop is primarily designed to give officers enhanced skills for getting others to perform. It is a framework that blends essential skills in traditional fields of leadership and negotiation that promote joint problem solving to reach results. Effective professionals and managers must be flexible to know where to rely on formal lines of authority and when to informally lead a group to results. The workshop will teach techniques that will motivate staff to reach results and create effective working relationships with senior staff.

Situatio~al Self Leadership -~

More than ever, organizations-including the CIA-are depending on individual contributors who take the initiative to go beyond problem spotting to problem solving. Situational SelfLeadership helps participants develop the skills they need to succeed in this new world of greater personal responsibility and leadership. The workshop will give officers a model, tools, and strategies for gaining more satisfaction from their jobs. Participants will find their notions of leadership challenged, have an opportunity to examine their motivation, confidence, knowledge, and skills, and be encouraged to assume greater responsibility for development toward peak performance.

Leadership Communications

Transfonnational leadership requires the leader to create a vision and then articulate that vision. To effectively create the vision, the leader must listen fully to the needs and values of the constituents. And to effectively articulate that vision the leader must design written and oral discourse that inspires the transformation. Thus, the transformational leader makes use of strategic listening and speaking skills in communicating successfully.

, Approved for R.elease: 2014/04/09,

r~PPROVED FOR RELEASEL .. DATE: 28-Feb-2014 ··--------.. ·-------------~

lcoss20231 A f (I L Approved for Release: 2014/04/09

QUALITY ASSURANCE TIPS

• INITIALS

• LANGUAGE AND TEMPLATES -• ACCEPTANCELETTERS • UPFRONT GLOMARS • PARTIAL GLOMARS AT END OF CASE


[APPROVED FOR! I RELEASE_ IDATE: 28-Feb-2014

~:- ---- ----.-- --- - -··· -. ---· . . . . . - g I ~ ~

N. " c::i I ~ N ~- w

"'''

..,_

)> 0 0 a < CD a. 6' .... :::0 CD err tu (/)

m I\) 0 ...... ~ 0

~ ~ ~

Standard Acceptance Language

The CIA Information Act, 50 U.S.C. § 431, as amended, exempts CIA operational files from the search, review, publication, and disclosure requirements of the FOIA. To the extent your request seeks information that is subject to the FOIA, we accept your request and will process it in accordance with the FOIA, 5 U.S.C. § 552, as amended, and the CIA Information Act. Unless you object, w~ will limit our search to CIA-originated records existing through the date of this acceptance letter.

Use most of the time .... only two exceptions.

!~~-~~~ lro mm:::o 9"'' >o, "' CJ) "'O "'O a < CD a.

O' """ :::0 CD ar m (f>

CD

N 0 _,..

~ <D

,__.

~v 11!."l :.... ,,.

'

11r·

"' ,,,. ')>

::g a

·< CD 0. -0 ..,

1'i:? (i)" l.U (I)

CD

N 0 ...>.

I .. <O

Modified Acceptance Language

The CIA Information Act, 50 U.S.C. § 431, as amended, exempts CIA operational files from the search, review, publication, and disclosure requirements of the FOIA. To the extent your request seeks information that is subject to the FOIA, we accept your request and will process it in accordance with the FOIA, 5 U. S.C. § 552, as amended, and the CIA Information Act. We will search for records existing through the date of this acceptance letter .

Use this version when:

1. Requester is seeking a known CIA document. 2. Requester objects to limiting to CIA originated.

l'iJd :;o )> c;o )> m -o "'Tl-if"'"'-0 m mm:;o o-··)>o ~ (/) -0 -0 a < (l) c.. 0 ..... :::0 (l)

<D Q) <n (l)

N 0 ..... ~ ~ <O

h C)

Ul Ul N C)

N w 1-1

-~---~ ~ U1

' U1 ' . "' ' 0 ~ ~· ~;

"

In

)>

:g a . dj 0. ..... 0 .....

I~ Q) n> (/I

~ N 0 ~

-~ .r:>. 0

l'<P

Dual P A/FOIA Request

We have assigned your request the reference number above. Please use this number when corresponding with us so that we can identify it easily. With regard to Items xxitem numbersxx, that portion of your request for records on yourself falls under the purview of the Privacy Act and has been addressed via separate correspondence under xxPrivacy REFNOxx .

Change to the following for Third Party Request (FOIA handled by PA Branch)

~ We have assigned your request the reference number above. Please use this number when corresponding with us so that we can identify it easily. With regard to Items xxitem numbersxx, that portion of your request for records on XXX has been addressed via separate correspondence under xxF REFNOxx.

Kn;j :::U )> cp)>m-UI '"11 -f I "'01 ro mm:::u )'"'" l>Q I\) (/) < o mm .... ~ I ~ D .,,

0 :::0

)> -0 -0 a < (I) 0.. -0 .... :::0 (I) (i) D.l Cll

~ I\.) 0 ....... -I:>-

~ (!)

N w 1--'

~ .. ~.

f. ~'

J,::' t,. .. '

...

~·

)> '"O "'O 0 < CD a. -0 ..., ;:o

I CD co Q) UI ~ N ·a ....>.

~ 0 CD

..•.

Searches (Overly Broad)

The CIA, whose primary mission is the collection and analysis of foreign intelligence, has a vast amount of records in a variety of offices and files that are indexed and therefore retrievable under the name of a specific country or region of the world or under a broad subject of public interest. An overly broad search would locate a vast quantity of records, much of which would be extraneous, mentioning the subject of the request only in passing, thus being of little or no value to you. Further, the review of such records would impose an excessive and unreasonable burden on the Agency, and pursuant to relevant precedent, we must decline to process such requests.

Geographical location

l\J 0 ;:o )> l·Cf')>m-u "'Tl-lr"U co mm;:o o-··)>o "' Cf) < o mm ~ I 0

"'Tl 0 ;:o

)> "C "C

a < CD a. -0 ..., :::a CD CD ni en CD

N 0 ...... ~ 0 ~ 0 <D

n 0 Ul Ul N 0 N w I-'

F'·· , ..

L ~-~I,

~

...

.. ·)> -0 -0 ., ,0 '< CD a. ·-0 ., I~ ro Ql (/)

~ 'I\) 0 -""' ~

~ --0 ~CD

Searches (Vague, Burdensome)

Your FOIA request cannot be accepted in its current form, because it would require the Agency to perform an unreasonably burdensome search. The FOIA requires requesters to "reasonably describe" the information they seek so that professional employees familiar with the subject matter can locate responsive information with a reasonable amount of effort. Because of the breadth and lack of specificity of your request, and the way in which our records systems are configured, the Agency cannot conduct a reasonable search for information responsive to your request. We encourage you to refine the scope of your request (such as including a time frame for, and narrower, more specific descriptions of, the information you seek) to enable us to conduct a reasonable search for responsive information.

Most topics fit best using this language. Remember to take out time frame if requester has provided one.

rv o ;:o )> 9° )> rn -o ,,-ir"U co rn rn ;:o c-·· )>Q r\.> (/) < o rn m ~ I 0 ,,

0 -~I

)> "O "O a < CD a. 0 ., :::0 CD CD Q) en CD

N 0 --" ~ --0 ~

0 co

n C) (Jl (Jl

N C)

N w I--'

F:--· ·:-- ----

f.' ~-· ,, ,,_

ii' ., ~

II<·

\'

}> "O "O 0 < CD a. 0 ..., :::0 CD m Q) (fl CD

fl,) 0 ...>.

~ .l>---0 co

'· ~~

Previous Release and Ops file

We conducted a search of our database of previously released records that contains copies of documents released over the years to thousands of other FOIA requesters. Searches of this database, consisting of over 500,000 pages, can be accomplished very expeditiously (since no review is required) and at little or no charge. We located the enclosed [ # of DOCs] documents which we believe to be responsive to your request. Please be advised that these documents were released as part of another release program.

With regard to any other information concerning the subject of your request, please be advised that if any information responsive to your request, should it exist, would be located in operational files. The CIA Information Act, 50 U.S.C. § 431, as amended, exempts CIA operational files from the search, review, publication, and disclosure requirements of the Freedom of Information Act.

Verify documents were released from another program, if not delete- sentence or edit to accurately reflect situation.

i~~-A{~

1

-n-ir-O: ro mm:::u '?" · · )> ol II\) {/) "O "O 0 < CD c..

O' ..... ;o CD m Q.l (fl

~ I\) 0 ..... ~ ~ (.0

0 U1 U1 N 0 N w I-'

~t~ ~

~·· !!"·

~ ~

•·

}> "O -0 0 < CD a. 0 ..., :;o

'CD ii) (I) C/l CD

I\.) 0 ...... ~ --0 ~ 0 co

Searches Overly Broad with Previously released material

The CIA's primary mission is collecting and analyzing foreign intelligence. The Agency has a vast amount ofrecords in a variety of offices and files indexed and, therefore, retrievable under the name of a specific country or region of the world or under a broad subject of public interest. An overly broad search would locate many records mentioning the subject of the request only in passing. These extraneous and non-responsive records would be of no value to you. Reviewing them would be an excessive and unreasonable burden. Federal courts permit agencies to refuse to process such requests .

In an effort to assist you, however, we searched our system of previously released documents and located the enclosed records consisting ofxxnnnxx pages. We found these records as a result of previous requests for information concerning various subjects.

If the information enclosed is not sufficient and you wish to pursue your request further, we ask you to specify particular subjects and provide a time frame for your interest. If you have a short deadline, it would be beneficial if you would limit your request to finished intelligence since this would be more likely to result in the greatest release of information to you, providing that any releasable information exists.

Verify documents were released from another program, if not delete·'sentence or edit to accurately reflect situation.

NO;;a~ cro ~ m "'U

l "'Tl-lr"'U comm;;a C" .. ~ 0 ~ (/) < ~ f1l m .,,.. 0

"'Tl 0 ;;a

}> "O "O 0 < CD a. 0 ..., ;;o CD ii) (I) C/l CD

N 0 ...... ~ --0 ~ --0 <D

n 0 Ul Ul N 0 N w 1--'

;;:::-· -·.,; c u:

~ ·)

~-~· 1 ,,

•·

....

)> "O -0 a < (l) a. ....,, 0 .., :::a (l)

CD Dl (/) (l)

I\) 0 --" .i:o. --0 .i:o. --0 (0

Examples of using previous request to fulfill your current request. Must tell requester we have searched .

1. Same Subject, providing documents

In response to an earlier request on the same subject, searches have been conducted in our records systems. Accordingly, we searched our database of previously released records and located the enclosed XX documents, totaling XXX pages, which we believe to be responsive to your request. Please be advised that some of these documents were released as part of another release program. We have provided the best copies available. Since you are entitled to the first 100 pages free of charge, the total cost to you is $XX.XX for copies at the rate of ten cents per page. Please send a check or money order in this amount payable to the Treasurer of the Unitetl States citing reference number F,.;2009-X:XX:XX to ensure proper credit to your account.

I\) 0 ;u )> <i°)>m-u ,,-1r-u ro mm;u c:;r-- )>o I\) CJ) < a mm :j;'.: - 0 ,,

0 L_ ;u

..... . ... ,=n-·

)> -0 -0 a < (l) a. 0 .., :::a (l)

CD Dl (/) (l)

I\) 0 --" .i:o. --0 .i:o. --0 (0

0 (Jl (Jl

N 0 N w f--'

!Ji;·.

t. I'. r ~··

r ~·

ii:"

'

"" " -6' "O a < (I) a. .... 0 ..., :;:o (I)

a; Q> en (I)

N 0 .....

~ c.o

--·-·-··------ -·· . n

2. Same Subject, providing requester report

We conducted an earlier search on behalf of another requester for records on the same subject as yours. Accordingly, we searched our database of previously released records that contains copies of documents released over the years to theusantls of other FOIA requesters. Enclosed is a listing of documents available on XXXX. If you would like to order documents from this list, please clearly mark those you want and return the entire listing to us. Document copies will be provided at a cost of ten cents (US$.10) per page less the first 100 pages to which you are entitled free. Please do not send payment in advance as the page counts are not always accurate. We will bill you at the time we provide the documents you choose. At that time, we will ask you to make your check payable to the Treasurer of the United. States.

"No;:1r1>1 9' )> m -u ,, -Ir -u romm;;o cr··)>o ~ (/) < o mm .... r-_,.. 0 ,,

0 ;;o

0 Ul Ul N 0 N w f-l

)> "O "O a < (I) a. 0 ..., :;:o (I)

a; Q> en ~ l\J 0 ..... ~ 0 ~ --a c.o

r·-~t' t-· • '

....

)> "O "O a < (1) a. -0 ..., :;o (1)

ii) I.\) I/I ~ N 0 ~

i <D

·······~-· 0

3. Subject is similar, providing documents

We have previously conducted searches on behalf of earlier requesters for records relating to the topic [similar subject] of your request. Therefore, we searched our database of previously released records and located tile eaclosed XX documents, totaling XXX pages, which we believe to be responsive to your request. Please be advised that some of these documents were released as part of another release program. We have provided the best copies available. Since you are entitled to the first 100 pages free of charge, the total cost to you is $XX.XX for copies at the rate of ten cents per page. Please send a check or money order in this amount payable to the Treasurer of the United States citing reference number F-2009-XXXXX to ensure proper credit to your account.

1~ o::a )>I 1

1 )> m ""01. ,, -I r -0

1ro mm::ul .. _ cr··)>o N (/)<I' o mm ~ I CJ

,,1 Qi ;:a

0 lJ1 lJ1 N 0 N w I-'

)> "O "O a < (1) Cl.

0 ..., :;o CD ii) I.\) (fl CD

N 0 ~

~ ~

0 <D

~'.--·-·--"-· -- ---·-

f ~; r-F, r

,.

)> "O "O 0 ·<

CD 0.

0 ..., :::0

'CD (j) n> (I)

~ I\) 0 -" ~

~ 0 <.O

3. Same Subject, NRL

We conducted an earlier search on behalf of another requester for information on the same subject. No responsive records were located. Although our searches were thorough and diligent, and it is highly unlikely that repeating those searches would change the result, you nevertheless have the legal right to appeal the finding of no records responsive to your reque.st. Should you choose to do so, you may address your appeal to the Agency Release Panel, in my care, within 45 days from the date of this letter. Please include the basis of your appeal.

*Must give appeal rights with a DIF determination as well.

ri·e1 :::o :.i>1

<»)>m-o 11-lr'"'O C7~~~1 .... N (fJ < o mm, ~ IO]

i 111 i 0

;:ul

,..,._. 0

)> "O "O a < CD 0. -0 ..., :::0 CD (j) Ql (I)

~ I\) 0 ...... ~

0 ~

0 <.O

0 (J1 (J1

N 0 N w I--'

~~...-----

~:

r, t r l ~, ~ ;<

~

)> "O "O a < CD c. 0 ...... ;::o CD ro Ill C/l CD

I\) 0 ..... .::..

~ 0

.<D

0 - -- ' ;;.cc-.~-- --. . . - -, . --~-~~-... .. - • . ·• .... , .... " ~

--- . -- -- "' -~ N

FEES - SPR - Need Commitment

For your information, the FOIA authorizes federal agencies to collect fees for records services. You will note on the enclosed fee schedule that we charge search fees, including computer time where indices are computerized, and copying costs for releasable documents. Search fees are assessable, and you will be charged, even if our search results are negative or if we determine that no information is releasable under the FOIA.

(Insert any additional fee-related paragraphs here, before the final paragraph below.]

Before we can begin processing your request, we must receive your commitment to pay all fees incurred under the conditions stated above. We will hold your request in abeyance for 45 days from the date of this letter pending your response.

If a requester mentions fees in their letter, change "For your information," to "As you are aware,"

I I\.) o;U-:t>i 100 )> m 1l' ii.;,-; r 1ll ro m m;o c-·· )>Q

I~ ~ riil 1~ I ~I i :::o: l_ '

)> "O "O a < CD c. 0 ...... ;::o CD ro Ill C/l CD

I\) 0 ..... .::.. ..._ 0 .l:>. a <D

0 N w I-'

,., ,, 0

0 U1 U1 N

~ 0 ' • N

' w t ,..,.

t ~.,,' ~

)> '"O "O a < CD a. -0 ..., ;:a

'CD m l.ll (/)

~

"" 0 __.. ~

~ -.. 0 co

Always verify the accuracy of the information in the templates as it relates to your particular scenario. Such as:

Singular or plural

~ o::UJ>1 I )>m-u1 .,, -I r -u co mrn;:al 9'"' l>QI N (/) "O "O 0 < CD a. b' ..., ;:a CD

m (/)

~ !\) 0 __.. .i:..

~ a co

1--'

[!;._ .. I!'--~--i

..

)> "O "O a < (1) a. b' ..., ::u

I (1)

(j) Dl

~ N 0 .....

~ 0 co

0 - ........ -.---~ --~-"--- --" ... 0 . --,- ., - ., - (J1

Example: Not a proper FOIA request, however popular topic/frequently requested

For your information, the FOIA does not authorize or require federal agencies to answer questions on behalf of requesters. However, in an effort to provide some assistance to you, we have searched our database of previously released records that contains copies of documents released over the years to thousands of other FOIA requesters. Enclosed is a listing of records on XXXX. If, after reviewing this list, you decide you want copies of documents, please mark those items you want and return the listing to us. Document copies will be provided at a cost of ten cents per page, less the first 100 pages to which you are entitled free. Please do not send payment in advance as the page counts are not always accurate. We will bill you at the time we provide you with the documents you choose.

§fo:U>I I )>m"tl -n-lr"'O ro mm::u ,,. .. )>o! N (/) "O "O a < (1) a. -0 ..., ::u (1) (j) Q.) {/)

~ N 0 ..... ~ 0 .J:>. 0 co

----~-----·-- . ·---:c-··--· -. --~---cc- ... -. ··---~-.-. -•• -,,., •. ~. ,,. '~"····'··•"'''" 0 r . ~ ~ ~ t,· ~

i w t ~ ' l;:·

ii,;~{

)>

" -0 a < (1) c.. O' .., ;o

1(1)

ro ll>

~ N 0 ..... ~

~ 0 <D

Final - releasing documents/docu·ment

We completed a thorough search for records responsive to your request and located material which can be released in segregable form with deletions made on the basis of FOIA exemptions xxxxx. Additional material was determined to be currently and properly classified and must be withheld in its entirety on the basis of FOIA exemptions xxxxx. An explanation of exemptions is enclosed. You may appeal my decision to the Agency Release Panel, in my care, within 45 days from the date of this letter. Please include the basis of your appeal.

We completed a thorough search for records responsive to your request. One document can be released in segregable form with deletions made on the basis_ofFOIA exemptions xxxxx. Additional material was determined to be currently and properly classified and must be withheld in its entirety on the basis ofFOIA exemptions xxxxx. An explan~tion of exemptions is enclosed. You may appeal my decision to the Agency Release Panel, in my care, within 45 days from the date of this letter. Please include the basis of your appeal.

~:;ti)>] m"IJ 'Tl I 1J

i(I) mm:::u· i._7·· )>QI "' (/) < l

o m_ m·] ~ r 0 . .,,

Qi ;:u' ___ )

)> -0 -0 a < (1) c.. O' .., ;o (1)

(1) ll> (/I

!!! N 0 .....

~ 0 (!.)

~. , ..

J ~.

~· !l-

""' !" ' :)> ro "O 0 < (I) Q. ·-0 ....,

I ;;a '(I)

m VI ~ N 0 ..... J>. --0 J>. 0 ~©

i"

~. ·,_,___

0 ··c-, -.-,c~o.. ---·-"~"' .. ~~'<- ,,, ~

Tidbits

Do not need a fee commit for "news media" or "educational" fee category.

Do not SPR and ACC in the same letter.

Do not place requester in a fee category when providing previously released documents.

Do not need to quote time frame of search if we are not accepting.

Do not Glomar until final letter. (Cases involving more than 1 item.)

1r~m~1 ,.,,-! r -cl.

I('!) mm::o c .. · )>Q'

'"' (/) d lo mm· . ..... r- I ,...., 0 , .,, I

0. ::o I

Ul N 0 N w I-'

)> "O "O a < (I) Q.

0 ...., ;;a CD a; Ill VI (I)

N 0 ..... ~ J>. --0 ©

. "" •. . . ", .. ,. ··"·. .. ....... "' ' . ~="-······- '· .• , ... ,, ~. ~-~-----""'-l!!!!."111!1!1111111!1111111~---------~ n l 0 t ~ fr· ~

~ ~ ~ w ~ ~ II<

!"''·

)> 'O "O a ~ a. ..... 0 .., :::0

~ <D CD Ill (/)

~ l\J 0 -" ~

0 ~ -0 c.o

t ' I

• REFERRALS AND COORDINATIONS FROM OTHER GOVERNMENT AGENCIES, NARA, AND PRESIDENTIAL LIBRARIES

• TEMPLATES • REVIEW OF FINAL LETTER LANGUAGE

i~ cr~)>I I )>ml)

1

-n-tr"O. ro mm;:o C'")>Q 'N (/) < 1~ f!I m 1.jl>. 0, ; 111 I o

~I

)> "O "O a < <D a. ..... 0 .., :::0 <D CD {.\) (/)

<D

l\J 0 -"

~ 0

25 c.o

r.·· --- ,_,,, -_.--__ --c•---~:-~--- --- --· - ·- ~--- ..... -. g ~ (..)1 ~ I~ Ii VI

r N ~- 0 f N ~--- w ; ~

~: ,,

~,_;.·

)> ~ ~

a < CD a. --0 ..., :::0

ICD CD Ql (JI

~ N 0 .....

~ 25 <O

• ' - ' '

(fJ 2; ([l OJ (l rt ~ I-'· '1 0 I-'· ::i rt OJ '-< i-'

;i:; n rt

• OPENING PARAGRAPH ON General Correspondence Language (opening paragraph)

• Sample Final letter on referral • Sample Final letter on a coordination • Sample Final letters involving a referral and a

coordination • NARA • Two letters • LIBRARIES • PARAGRAPHTHREEFORNARA •

I

I lf\.) 0 ;;ti )>f-n 't>l>m-c-n-ir-C

,ro mm;:a -117 .. )>Q l'V CJ) < ~ mm ~ 0

I (31 l__ _;:aj

--------

-er -w -

)> "O "O a < CD a. 0 ..., :::0 CD CD Ql (JI

~ N 0 ->.

~

0 ~ <O

r ---: • • -.-- •. , .... ,.~~-----",~,--·······7·~ -- . n

l 0

~ ~ ~ ~ r w ~ ~

~

t. '

""

r )>

"O "O a e< ('[)

•Q. ·-0 ..... ·:::u I CD ii) m en ~ N 0 ......

l <D

'~"'

• UNCLASSIFIED • FULL-TEXT COPIES

• GRANT CODES VS RELEASE DECISIONS ON DOCUMENTS

• GIF/GIP/DIF LANGUAGE • TEMPLATES AND EXAMPLES • COPIES OF LETTERS TO OTHER

AGENCIES • FINALS CHECKLIST HANDOUT

l ~o:ll:r> , )>m-a ,,, -I'm -a

ICll m :;u :G .. ~ 0 :o m< ~ I~ m l.i>- . a ,,

0 :;u

)> "O "O a < (I) a. -0 ..., :::ti ('[)

ii) m en ~ N 0 ..... ~ ..... 0

25 <D

...,,..--------------------. -;----,-- 77"-.•· -c--.- -

~ . 0

t ~ F' ~ r· ~ p N ' w fi-».,

"

)> "'O "O 0 < CD a. -0 ..., . ;;o CD CD Dl VI CD

N 0 ....>. A .._ 0 A .._ 0 <.O

INITIAL FINALS:

• What does the requester want? What did we agree to?

• Does the final letter clearly state documents to be released in full, released in part, denied in full, referred to another government agency (when appropriate) or a partial glomar included (from.component on acceptance letter)?

I\) 0 :::0 :i> ~ l> rn -u ..,,-;r-u ro rn rn :::o i:r·· l>o I\) (/) < o rn rn :;;:: I 0 ..,,

0 :::0

)> "O "O a < CD a. -0 ..., ;;o ct> CD Dl VI ~ N 0 ....>. ~ .._ 0 ~ ...... 0 co

1--'

5· ~,-:-.

~ ~= ~ -r

'

..

)> '"C "O a < (ll c. ·-0 .., ;;a

'(ll

CD Q) (fl

CD

N 0 ......

23 ~ 0 <O

n -,.,...,.,,,~-·~-· ,<,.,.,... 0 ~ ''"' .. ~- •. - ~-. - ----- . "... (Jl

-~ ~

• Are the denier(s) and exemptions used stated at the end of the letter? Any previously released documents?

Processing Cases with a NRA/NRL/DIF Grant Code

The QA review process for these cases is similar to the one stated above. The main difference is that there aren't any documents going out to the requester. However, there may be documents going to another other government agency or previously released documents that were retrieved. In the case of a Referral be sure to

~ o:t1)>1 I )>m'"O, "'Tl-il'"O co mm:;u t:r"J>O "' Cf) < ~ 1'11m .,,. 0

"'Tl 0 ;:o

N 0 N w I-'

)> "O "O a < (!) a. O' .., ;;a CD CD Q) (fl

~ N 0 _,. ~

~ 0 <O

fi" --~- .--,-- - _, .. . ·.··c·;--·--- '"" ' .• - ·•-"· ........... ,. .... •• . •"'., .,. . - --- . n [. . . 0

l ~ F" ~ ; N ~: 0 E N r w ~ f-l

., inform the OGA to respond directly to the

.....

....

)> :g ..., 0 :< CD a. O' ..... ;:a

l('D

Ci) cu (/I

~ N 0 ..... .:.. 0 .:.. --0

"'<D

...

requester .

• REFERRALS AND COORDINATIONS

• Ensure that the original letter and set of documents is intact as received from the other agency. It helps QA to solve a lot of problems upfront. Verify documents in file against those scanned in. We have fou·nd instances where pages were not scanned.

l ~o;:a)>I I )>m"lJ 11-tr-U,

,ro mm::u1 7 .. )> o: l\J (/) < ~ fTI m _,.. ' 0 ,,

~J

)> "O "O a < CD a. O' ..., ::::0 CD Ci) cu (/I CD

N 0 ..... ~ ~ --0 <D

I\~ ~ ~·

~'

. >·

~; t; r ~·

...

~.:

)> '"O "O a < CD a. 0 ..., :::0

I CD CD Dl (/)

~ N 0 --" J:-.

~ ..._ 0 CD

• General Correspondence Language (opening paragraph)

• Final letter on referral • Final letter on a coordination • Final letters involving a referral and a

coordination • NARA • LIBRARIES • PARAGRAPH THREE FOR NARA

•

l ~O;;tJ)> , )> m -u "'Tl -I r "'U

I co m m ;;a 7··)>0

I"' (/) < .o mm !~ ,- 0

"'Tl 0 ;;a

:to' Ul z n ro ui rt n rt

r:; f-'· ,.--... H 0 0-f-'· ::J ..._.. rt Pl ,.--... '< r ~

)> "O "O a < CD a. 0 ..., :::0 CD CD Dl (/)

CD

N 0 --" J:-. ..._ 0 J:-. ..._ 0 CD

n 0 (Jl

(Jl

N 0 N w I--'

~ . \,' , ~

~ ~ r

~ ~ ~

~.

y,•,-

.. )>

"O

" 0 < CD 0.. -0 ...., ;;o CD (j) m (/I

~ f\.) 0 -->.

. ..r:.. 0 ..r:.. 0 }D

•

• UNCLASSIFIED • GRANT CODES VS RELEASE

DECISIONS ON DOCUMENTS • GIF/GIP/DIF LANGUAGE • TEMPLATES AND EXAMPLES • FINALS CHECKLIST HANDOUT

/~a;o)>J ;, )>m-o, ""Tl -I r -ul

(I) mm ;o 7··)>0 I\.) (/) < o mm'

~ I ~I '. ----~I

>' ()) z 0 (]) PJ rt 0 rt

>::I-'· -1-1 0 CJ 1-'·::l -rt PJ -'< I-' ~

l

)> -0 -0 a < CD 0..

0 ...., ;;o CD (j) m (/I <ll f\.) 0 -->.

~ ..r:.. 0 <D

0 U1 U1 N 0 N w I-'

C0

55

20

23

1

..

Approved for R

elease: 2014/04/09

-· -· -· -·

Approved fo

r ~lease: 2014/04/09,. , "

iAP

PR

OV

ED

FO

R

!RE

LEA

SE

ID

AT

E:

l28-Ft1b-2014

-

rOSS.2023.2

t i ~ •

~ .

..

...


UNCLASSIFIED/~

WAIT FOR IT!!!

Tasking Overview

by

UNCLASSIFlED//AIUO


(b)(3)i

cia

APPROVED FOR !RELEASEL DA TE: 28-Feb-2014

··. ' 60/vOtv~m~ :

esea

1at:i

JOJ

paA

oJdd

\7''"

'i .,,

-

-I

Q)

~

en ~

-I ~

-·

Q)

:::J

Q)

co

(JJ

,........ ~

ro

~

v~oz

-qa.

:::1

-szl

-I

-·

Q

) I

:31

va

'3

SV

31

3H

:::J

CD

t!O

.:::I

03

AO

tld

dV

. Q

) co

(J

J --··-

-·

(JJ

::0

0 0

~

0 en

-

-· C

D -

:::J

:::J

~ c

o en

...

,........

)>

c Q

) 0

c z

-I

()

;a

c:

z ...,

cc

()

s;: 0

CD

..., Q

) s;:

(/)

en

0 en

CD

(/

) (/

) !!

,........

3 CD

~

~

. .,, m

Ste

> 0

:J

m

0 -·

(JJ

:::::

:: ...,

:::J

0 >

)>

a.

' ~

-·

CD

a.

en

CD

n>

... ...,

... (J

J

60/VOIV~Ol :

asea

1at:i

JOJ

paA

OJd

d\7'

p.;;-· - -t.

~ r ~,

~· "

1<·

)> "O "O

a < CD a. -0 .., ;;a

I CD CD Q) en ~ I\) 0 -->.

~ 0 co

UNCLASSIFIED//AIUO

Tasking Basics FOIA PROCESS-

• Scoping

• Researching

• Tasking

• Finalizing

TASKING TEMPLATE-External

• Include pertinent information about the case (number, docs, etc.)

• Suggest expediency for returning determinations if necessary

TASKING TEMPLATE-Internal

• Search or Review

• Describe your research findings

• Be concise

• Include detailed reasons for any retasking( s)

TASKING RESOURCES-

• Wiki (work in progress)

• Reviewer's handbook

• Fellow case managers

'N-:;o )> .._----------------------i~m~..._ __________________ ..i.,. ______________________________________________ .....

,, r ~ m m ::o O" )> 0 I Cf)

:~ r1 ~I UNCLASSIFIED//AIUO

I 0 "Tl )>Q

rT1 ;u

gl Ul Ul N 0 N w N

)> "O "O

a < CD a. 0 .., ;;a CD CD Q) en CD

I\) 0 -->.

~ 0 ~ 0 co

60/v

Olv~oz:

:ase

a1at

1 JO

J pa

AoJ

dd\f

• •

• •

• G

) OJ

,,

,, -

-·

0 0

0 0

..., ...,

·3

en

(1)

(1)

0 -·

-·

Q)

ca

co

..., .....

., :J

:J

:E

en

en

v ~

m~-qa.::1-sz

CD

-co

:3

.1 'v

'O

--, 3

S'v

'31

3C

I Q

) C

IO.::

I 0

3/\

0C

ldd

'v'

:J

:J

0 ::

J'

-·

co

<

Q)

::p

v V

I'.)

0

CD

(£)(

q)

..., c

..., ..

..+

O'

Q)

:J

:E

c !

co

3 z

..., CD

c

(")

CD

CD

z r

CD

(")

)>

-·

a.

~

CJ)

co

::J

C

J)

0 r+

C

J)

""Tl

::::J

0 C

J)

m

(")

c.

""Tl

0 0

m,

:::::::

c 0

0 )>

0

\ ~

~

3 ("

) -·

:J

("

) CD

c

-·

3 ~

Q)

:J

....

+

-r+

CD

en

CJ

) -I

:J

r+

Q

) en

CJ

) ~

60/vOlv~oz:

:ese

e1et

1 JO

J pe

AoJ

dd\f

"· :60/vO!v

~oz:

:as

ea1a

H J

OJ p

aiio

Jdd

'f ·"

•

(s)(

q)

Q) ~

1-· v~

oz-q

a.::

1-sz

l :3

1.V

O 13SV313~

0 !

~0.::1 03/\0~dd'v'

~

------

~

-·

:J

-0

c a

z () s;:

cc

Cf)

(J

)

CD

:!!

m

0 en

:::::

:: ::t>

en

~

0

60/vO!v~m: :

asea

1aH

JOJ

pa1

10Jd

d'V

.. -~,...

' ~'T~~~l4'',"'mf', i

;a

CD

en

0 c ..., 0 c

CD

z ()

en

s;: (J)

(J)

I '

:!!

m

0 0 "'l

..., -I

Q) en ~

-·

:J

cc

fCOss20232 ~ .

f t

~


UNCl.ASSIFIED//f CIA Act

{b)(3)

(U//AIUO) PIPD Case Manager Tasking by Publication IJNCI ASSIFIFD AllJO

Tasking by Publication

(b)(3)

"·

lntelliJ:1ence Memorandum (ExecutM!

Note: lhas similar tables for tasking by topic, organization, personnel, and codewl}\,;¢R"ovEo ~~~3) . RELEASE DA TE:

UNCLASSIFIEO//Att1() 28-Feb-2014


~-·

~·. ~:

~/t·

&'

t ' ~

)> "O "O a < CD a. 0 .,

i ::0 CD CD Ill en CD

N 0 _.. ~ --0 ~ --0 CD

~ ........ 0--........ (,.) .._..

UNCLASSIFIED//~

Resources for Tasking ·I -~a work in progress • Reviewers' Handbook

- Our Name {CIA) • Official euphemisms

- CAS (Controlled Americ~_fJ Source) -- ·-- - - J • Unoffici9I ~uphemisn]_s ·----

-1 I

........ 0--........ (,.) .._..

........ 0--........ (,.) .._..

Ul z <D OJ 0 rt ~ f-'· H 0 f-'· ::J rt OJ '< f-'

>' 0 rt

NOTE: You can finq:?{;U$re euphemisms on page C-40 of the Reviewers' Handbook I m -u,

"Tl r -u CD m ::::0 C')> 0

~~~I UNCLASSIFIED//Al~O 0 111

I ~~I m --~~~~~~~~~~ ~~

0 0 (Jl (Jl

N 0 N w N

)> "O "O

a < CD a. -0 ., ::0 CD CD Ill en CD

N 0 _.. ~ --0 ~ --0 CD

F- ,-,z• .,,,,., ,, ,,,, (") i

f~ .

'

' liNCLASSIFIED//7

0 (J1 (J1

N 0 N w

' ~ i " r (>',

":'

ilo·'·'

)> "'O "'O

0 < CD a. O' ..., Al CD ii) Ill /JI

~ N 0 ....

i <D

() H ::i;;

::i;; 0 rt

•Tasking Reminders~-

• Use the templates

• Use l~=:Quidance for "special cases" - Nazi war crimes - High value detainees - Piggybacking

• Provide contact information • Move docs into tasking .

• Forward case to "Review Responses" N ::0 )>~ 9" m -o .,, ,.... "'ti ('!) m ::o ,,. )> 0 I\) (/) < ~ r1 m .i>-' 0 ...:o.,, ')> 0 ~ -i ::0 m ! ..

UNCLASSIFIED//~

N

)> "'O "'O ..., 0 < CD a. ..... 0 ...... Al CD ii) Ill /JI CD

N a .... ~ ~ a co

~-

fc ~'

i .,....

~ ,.. ~_. .. II

jl\.":'·

... )> -0 -0 a < (1) c. 0 ..., ;a (1)

CD ru (/)

~ N 0 ......

23 23 c.o

-···-- ----- -~-- --------~------ n

UNCLASSIFIED/~

War Stories

• Operational Files

• Biographies

• Golden Oldies - Department of the Army Detachment

- Office of Coordinator and Advisor

- OSS records - The OSS Web Site

N~)> 9> m -o

;;r hi] ~ 9" )> 0 ~ ~ ~ UNCLASSIFIED//AI ~I 0

0""Jl >o -I :;:a !'Tl

0 U1 U1 N 0 N w N

)> -0 -0 ..., 0 < ~ -0 ..., ;a (1)

CD ru (/)

~ N 0 ...... ~

~ c.o

·-V

• ...J

·-V -

I ... en

v ~m:

:-qa

.:=J

~sil

)>

-I

:3

i. va

:3

s\f

31

3ti

t!O

.::I

03

AO

tld

d'V

' z

I -<

m

c 0

m

z z

c: ('

) ~

·-V

c z

• ('

)

(/)

0 u

>

(/)

11

·-V

m

(/)

(/)

m

11

CJ

~

en

0 m

·-V

CJ t

-I

.,, 0

-I

I z

m

en

r .\

)

.~

z m

60/v

O!v~oz: :e

sea1

a~ J

OJ

pe

Ao

Jdd

\f

ZE

ZO

Z££

0J


SCOPING - ANALYZING NEW REQUESTS


(b)(3}

APPROVED FOR

11RELEASE~ DATE 1~8-Feb-2Q1_!__

r----- -~~---- .. -;------;--·-~ ' '

, . -~:·.; :co;---,,,,,,, -cc· -- ~---. · "''""" ffe·• z · ,.,. O «

0 U1 U1 N 0 N w w

~--r -~ ; l. ~-

);.

"'

•· )>

-0 -0 a < ([I a. ,....., 0 ..., ;;a ([I Ci) Ill (/)

~ N 0 ~

~ ~ 0 (,0

~--~'·~-__ , __

WHO IS REQUESTING WHAT?

• REPRESENTATIVE OF FOREIGN GOVERNMENT

• FOREIGN LANGUAGE REQUEST • THREATENING REQUESTER

~-:~r>i 1cr>m-o, ·1-n•1J1 <D m;;a

! :r; ?n_ ~ ·1

lomm

'_~' DI I D -n I )> 0

-I :All f1:l I

____ j

2

)> -0 -0 a < ([I a. 0 ..., ;;a ([I Ci) w (/) ([I

N 0 ~

~

~ 0 <.O

~~---

~: -t . .. Iii''

t ~-

jo.. l:

~

)> "O

" a -<

CD -Cl. '-h 0 .... ;a

I CD iD m (JI

~ N 0 ..... ~ ~ -~

----- ·n ,, "' .,,,., ------ 0 -----~~ ~

INFORMATION SUBJECT TO FOIA

• EXECUTIVE BRANCH AND FEDERAL GOVERNMENT

• AGENCY RECORDS

• PERSONAL (EMPLOYEE) RECORDS

• CONGRESSIONAL RECORDS

[N ;cf)>il 0) m l'J l;,rl'J' ,CD ~ ::oi I ~ (J) 21 om · :~, g}I I o 11 I > o! I -i:;ol

r:i

3

)>

" " a < CD Cl.

6' ..... ;a CD CD ID (JI (I)

N 0 ..... ~ ~ 0 <D

(J1 (J1

N

w w

Ii'---· -J:~ ~. . ~¥

r ~

~"

~·

)> "'O -0 a < Cl> a. -0 -.

• :::0 I(!)

CD" Ill rn ~ N 0 ~

~

~ 0

.<O

--,~~~~-----~

UNDERSTAND THE 'CONTEXT'

• INITIAL QUESTIONS - TYPE OF REQUESTER?

- FREQUENT REQUESTER?

- SIMILAR REQUESTS?

- REQUESTER PRONE TO APPEAL/LITIGATION?

- FEE CATEGORY ASSIGNMENT- CONSISTENT?

- WHAT SHOULD YOU EXPECT?

~l !OOffi"o' ' I j"' "t)

I ~~ ::0 I "' 0 l\.)w<

I~ P10'1 I

0,, )>Q -I ::0'

L~ .

"" n-.-~.,, Ur• . ~· > .,

0

4

0 (Jl (Jl [\J

0 [\J

w w

)> "O "O a < Cl> a. -0 ..., :::0 Cl> CD" Q) rn Cl>

N 0 ~

~ --0

25 (0

F---i,

~k f· ~ i' ~-

~

,.

)> '"O -0 .., .0 ;< (!) a. -0 .., ;;o

I(!)

ro Q) Cll ~ I\.) 0 _..

i <D

;..

DO NOT TASK

• ADMINISTRATIVE - Incorrectly addressed?

- Referral?

• SUBJECT Too General/Broad?

Vague? Involves Research?

Asks Questions?

Seeking publicly available documents?

Pre-CIA?

Piggyback?

~~-~~1 -TI r "'O m m ;;o,

l ~~~-1 -'I 0

1 ~0.,,1 )>ol -i :::a

I rn I

5

)> -0 -0 0 < CD a. -0 .., ;;o CD ro Q) Cll

~ I\.) 0 ...... ~

~ co

0 0 (J1 (J1

N 0 N w w

r·--------.

~' . ~--~--. ~

r SEARCHABILITY ISSUES "" ,.. r ;)> ~"C "O a ·< (I) a. ,_ 0 .., I~ a; Q) VI !-I! tv 0 -"

·~ 0 ~ 0

ff.cp r;,,

~~-~.

• IS THE SUBJECT UNFAMILIAR? •NEED TO RE-SCOPE? • SEEKING c·LASSIFIED/UNCLASSIFIED

RECORDS? • RELEVANT TO CIA MISSION? • DUAL FOIA/PRIVACY ACT?

f I\) ;:o )>l OJ m -u

I • r il'

l~~e51 il\)(/J<1

•omml I~ r· o ' 0,, I :i> 01 I -l ;:o

f1:1 I

6

. -"..... n

)> "O "O a ~ a. 0 .., ;:o (I) (i) n> VI Q)

tv 0 -"

i CD

0 Ul Ul N 0 N w w

r~ -~-·-------- ----- . -. . g ·:, . U1 I ui r'· N

t ~ t w kc

!·

' QUICK RESPONSE REQUESTS j,.,

~- • GIF -~ "O "O 0 < (!) a. ._,, 0 .... ;;o (!)

(ii Q.) f/I (!)

I\) 0 ..... ~ 0 ~ --0

.,.,r.o

• SPR - Citizenship status; DOB; POB; Proof of Death - SSN Internet Search

• RootsWeb.com; SSN index

• OPERATIONAL FILES • REFER • DIF

- Glomar

'N-f).>l I (lO ;;u "'O 11;, PJ "'01 ro m ;;u 17 )> Q,

l~~iiil ,~I Oi I o ,,I ' )> 01 I rri ::u I

.. i

7

~ "O -u 0 < (!) a. O' .... ;;o (!)

(ii Q.) f/I (!)

I\) 0 ..... ~ 0 ~ --0 r.D

-------~-.- .............. ... .. ·····----~·---.. ·-··-··· ..................... ,.,"·····-·-------- ................... -- - o· . . 0

r INITIAL SEARCH ! ~; c

"

.,.,

-6' " a < <D 0.

0 .... I~ CD m C/I <D

N 0 ...... ~ 0 ~ J5 "

HOW FAR WILL THIS CASE GO?

• SIMILAR CASES? - Previously released documents

• Compare documents • Within 2 years - No Mandatory Re-Review • In-work documents (Piggy-back)

r_.~-~~~ «TI r 1J lmm;:o. r!.jT)>Q'

1

1\J (/) < ~mm ,.,... 0

I )>O 11 I Q I -I ::0 m .. I

8

)> "O "O a ~ 0. ..... 0 .., ;::o <D CD m C/I <D

N 0 ...... .i:..

~ --0 co

C0

55

20

23

3

Ap

pro

ved

for R

elease: 20

14

/04

/09

O>

('..

w

rJ)

CJ)

('..

w

l5 C

J) rJ

) w

<

( w

C

J)

u >

<

( t--1

u

w

t-w

t--1

>

CJ)

>

('. .

z ......

CJ)

........ t-

I-w

w

.....

CJ)

CJ)

u ........ rJ

) <

( z

z z

CJ)

w

w

CJ)

~

w

w

(i: w

rJ

) t-

LL :::>

LL 1

-1

(.!) t-

I-t--1

0 z

t--1

z t-

........ C

J) l.U

t!)

N

z Q

z

........ 0

t--1

t--1

rPR

OV

ED

FO

R-

z 0

CJ)

RE

LE

AS

EL

DA

TE

: I

u C

J) 2

8-F

eb

-20

14

i

(.!) ~

t-w

0

s u 0

u :c:

0 ~

s w

:c:

c.. ~

• •

•

C05520234

~ f


Referral and Coordination Workshop


(b)(3)

1CIA Act:

.:Af>PR0vfo!=6RRELEASE_ DATE: 28-Feb-2014

~ .. F2

t. ' ~ ~ r· U1

f'. SE ~ ,. N : w ~. ,.i:::.

...

• )>

'"O "O

~ <Tl 0.

O' ..., I~ ro ID Cll

~ l\J 0 .....

~ 0 co

Objectives

• Referral and Coordination

• Typical workflow

• Initial processing

•Quick Note

• Document preparation

3/22/2010

,-~~~I I r '"Oi d;'~;ui 1i" (/) 0 ~m~ ~I 0

0.,, ::t>o -I ;u m . . I

2

)> "O "O a < <Tl a. -0 ..., :;:o <Tl <Tl ID Cll

~ l\J 0 ..... ~ --0 ~ g

t . . g1 ~- Ul !

f .. :~ SEC~ ui I w N. ~ 0 ~ N .. w ~

,.,. ..

•· )>

'"'O -0 Cl < ([)

·O.

er ..., :::0 ([)

co Q) (/)

.~ !\) 0 ..... -~ .i:.. 0 c:D

~"'·

Objectives

• Case Research

• Document Research

• Permanent Resident Alien status related to referrals - handled by Privacy Branch

• Preparing a scan request

• Chang_ing Metadata

3/22/2010

I~ :::o 101 . I m '1J

1.~~:::01 9" en o. ~rn ~I

o ,,I ~01 m:::o . • I

.... 1

~ 3

)> "O "O a < (1) a. er ..., :::0 (1)

(1) m (/)

~ f\.) 0 ..... ~

0 ts c.o

~: .. r..;~ .. ~.,

/,

~ ~-• ~ ~

~?.

'

r I .... f ')>

a < CD a. 0 ...... :;:a CD ro Q) (/)

CD

N 0 ~

.,t:.. --0

.,t:.. --0 co

s~

Objectives

• Generate Tasking

• '---~--~ • Routine Piggyback

• Returned Response

• Internal Coordination

•-·NARA and Presidential Libraries

3/22/2010

f r\J ~)>I cro m "U "Tl r "U CD m ::0 o-)>o

"' (/) < omm i~I 0

1

I ~£1 m L_··_I

·~

....... O" ...__.

z ....... Dl w ...__. g. ::J

~ (/) CD C'l c:: ..., ~ )> u

4

)> "O "O a < CD a. -0 ...... :;:a CD ro Q) (/)

~ N 0 ~

~ 0 ~ 0 co

0 0 U1 U1 [\.)

0 [\.) I

w ..i:::.

C05520234

~~-· r ~ t


Referral and Coordination

• Pursuant to subsection 3.6 of Executive Order 12958, as amended. Documents responsive to a request found in the custody of another agency containing other agencies information, or originated by another agency, must refer or coordinate to the agency owning the equities for processing. This is known as the "third party'' agency rule.

• A typical referral or coordination has single or multiple documents referred for review.

• A referral has CIA documents referred for direct response to the requester.

3/22/2010 SE~ Approved for Release: 2014/04/09

·--£__-·-· APPROVED FOR IRELEASEL DATE: '28-Feb-2014

'

r.·! . . ·--·-·-·· ---· . .. .. . ... ... ·- .. ~ .... 0 .,, C)

~- ~

f ~ ~ t· J N ;. w

' ~

ii" "' ~

!· ~··

' ,, r ~ ),.

"O "O

a < (I) a. O' ..., ;o (I)

ro Q) If)

~ l'V 0 -"

~ 0 ~ 0 cp

Referral and Coordination

• A coordination has CIA information in documents not originated by CIA and sent for consultation and response back to ref erring agency.

• Most cases, we receive a combined (referral/coordination) set of documents in one case. We respond to the requester and back to the referring agency.

3/22/2010

N ;:1j )>! 7' m -o· '11 r -o ro m:::o c:r )> 0 r\.> en< omm ..... , 0 ""'o )>,, ~o fl:1 :::0

s~

l'./l z o:o: ro ru ...._.. ..._.., (') rt ...-..... ...-... c !-'· w ~ H 0 ..._...._.. !-'· ::J rt Pl

'< I-'

>' (l rt

6

)> "O "O

a < tt> a. O' ..., ;o CD Ci) I)) C/l ~ I\) 0 -"'

~ ~

0 co

I

f·". .

.

. f,

"" ' ~ i

~ it,. ~

t r )>

'"O "O a < CD

,a_ ,_ 0 .... ::a CD CD Ql VI CD

I\) 0 ..... J:>. 0 J:>. 0 <D

~ Typical W orkflow

• Receipt of referral in Registry • Registry creates new case • Registry scans initial request into new case • Case assigned to case manager • Case manager does defined research against

case subject history and document release history

• Prepare scan request

3/22/2010

N ::cJ )> oo m -u I r-u

J;1 m ::cJ C")>Q r\, en< omm ~'o

0"'Tl )> 0 -I ::cJ m

s~ 7

)> "O "O

a < CD a. -0 .... ::a CD CD Ql VI CD

I\) 0 ..... J:>. 0 J:>. 0 <D

0 0 Ul Ul [\.)

0 [\.)

w ..(::.::.

~;' ft . r· .. t ~; 1{ r.

' 1.

~

f:>

>6' -0 a ,< i~ ·-0 .... I~ CD ru (/)

~ . l\J 0 -" !~ -:o '~ --0 :CO ~·

" ~

~ Typical W orkflow

• Generate tasking

• Documents reviewed by IROs

• Case manager monitors for return responses

• Response returned by IRO

• Accept or reject IRO response

• Additional taskings .. on IRO recommendations

3/22/2010

10· Xi)> <i° m -u "11 r -u ct> m ::a O" )> 0 r\J (/) < omm ~I 0

0 "11 )> Q;

rri ::a' . . I

~ 8

}> "O "O a < CD a. 0 .... :::a CD CD ru (/)

CD

l\J 0 -" ~ --0 ~ --0 co

() 0 Ul Ul N 0 N w .t::.

C05520234 .. AppnwOd foe 7 2014/04109

Typical W orkflow

• Ready for final - careful, read and print all comments • Merge redactions and clean-up documents • Sanitize metadata if necessary • Product Generation - send to burning • Product QA - pass or fail documents, ready for release • Fail - Issue Resolution, fix issues - repeat burning • Identify new releases • Prepare final letter for conclusion • Respond to requester or back to OGA, and sometimes both

3/22/2010


a

!APPROVED FOR RELEASE I DA TE: 128-Feb-2014

r· -n---- cc;c:oc•• . .-,-c;;.-·-.-c:c-;cc-c-. .- ,; ,_ ·""'"""" ..••• ,;ag i'. fi' ~

~-~ ..

I<!'

~-

)> '"O -0 a < CD a. -0 ..., ;u

I CD

'

m Cf)

~ f\) 0 -" ~

0 ~

0 co "·

~

Initial Processing

•Reassign case

•Correspondence date stamped

•Correspondence scanned in case

•Memo or letter addressed to the CIA/IPC

~Original request letter received

•Ensure case ID, requester name, case subject, and external ID in Cadre matches-label

3/22/2010

N ;u )> co m -o I I "1J ;rm ;u 7 )>Q N(I)< omm ~'o

OT1 )>Q -I :AJ;

l r:i

~ 10

)> "O "O a < <t> a. 0 ..., :::0 <t> (j) ID Cf)

CD

f\) 0 ..... ~

~ co

Ul Ul N 0 N w ..i::::.

~ r ~-~ .. ~

;.,.

, ~ ~. .)> "O

" a < ~ -0 ..., :;o

I CD ro Q) f/j

!I!

"' 0 ..... ·~ ~ 0 <D

~""

' t.,··

........

~

Initial Processing

• Verify receipt of all documents ref erred

• Case type is FOIA

• Status is open initial (OPENI)

• Action is Ref erral/Coord, not Search

• Case manager assigned correctly

• Verify check box litigation or appeal if appropriate "'

3/22/2010

1.N::ul>I ()') m '1l. ' r '1JI .,, m "'Tl

~ )>,..,.

N cn 21

omm _.I CJ .jl>.o

)>.,, -lo m ::u

~

.,.1,

11

""""""'~~--

)> "O "O a < CD a. 0 ..., :;o CD CD Q) C/I CD

I\.) 0 ..... .j::>,

~ 0 <O

a Ul Ul N 0 N w ..t:>.

·"'''"'-cc--- - 0 -

Ul r._---- ~' ~ i ' $ ~ Jr··· ""

f: ~

"'· ~

"" "' ')> '"'O -0

2 (\) a. ...... 0 ....,

I~ m Q) Ill ~ N 0 ....>. ~

-~ "'(!)

~

~-r1

f.

..

Initial Processing

• Verify Requester Profile history: address,f ees,frequency

• Verify case subject accurate - change to make it more appropriate for future searches

• Verify External agency

• Verify External ID

• Change fee information - no fees

3/22/2010

~-~ ~i I r "U ~ m;o r:r )> 0 ,\, (/) < omm! ~ r· 01

0 "Tl ~o rr:i ;o

~ 12

)> -0 -0 a < (\) a. O' ...., ;a (\)

(\) Q) Ill ~ N 0 ....>.

~ 0 ~ 0 CD

'C05520234 Approved for Release: 2014/04/09

1-·-I

l ~...;}o~..:i.~~ . .iit..""'M··J. ;.;, ,,_ Approved for Release: 2014/04/09~

. --· ~ -

National Security Act jCIA Act

l(b)(3) I ;

APPROVED FOR ! RELEASE~ DATE: 28-Feb-2014

~---

0 T"""

0 N C\l ~

r -----. .

' '

t .. ,.... j:; .. f f'..

~

"' ..

"" "1

)> '"O "O a < (!) a. -0 ..., ;a

I(!)

CD Q) f/l !I! N 0 -" Ji. 0 Ji.

'~

____ ., ..... , - - --,--------·· ·········-·····-------

SE~

Quick notes

• Referrals received where requester owes fees; under regulation 1900.11 requests received from members of the public who owe outstanding fees for services at this agency or other agencies will not be accepted and all action shall be terminated. This is handled on a case by case basis.

• Referrals - Always conduct searches on case subject to identify if we received identical or similar request on topic referred.

r • Verify an>j_ . on subject referred.

~-~~-I l

<tl m ;ul 31221201 o I~~ ~ 1

""" 01 , o ,,I ~oi !1:1 ;u.

-O" -~ ~ ~ ~ SE~ET rt Ort \

i:: f-'· H 0 ,.,. ::i rt Ill '< ....,

14

'iii·'

)> "O "O a < <Tl a. O'

0 (J1 (J1

N 0 N w ..r::.

..., . ;o <Tl CD Q) f/l

~ N 0 -"

~ co

F. ··-··

J .

i ~

~-.-

)>

cg a

'< (l) a. ·-0 ..., i~ .ro

OJ (fl

~ I\.) 0 __. . .::... --·O

~ CD ~ .

"' Ir.."',

z Dl -c;· ::l ~ C/) (I) (.'") r:: :::'!. -.<" }>Sl

-O'" --w -

··-------~-------·-,.·--. ~-----

$~

Quick notes

• Other referrals on the same topic.

. -

• Direct request, third-party documents located, referred for direct response. Case closed. A year later, same documents returned to us for review of CIA information. If case is closed, open new case, copy original documents in new case, reference old ·e·ase. Identify this information in your tasking to··,· directorate that located the previous document.

3/22/2010

'tv :;a)>

lcom"U I r '1J ;;rm :::a

'1 C" }>- 0

IN~< ~rm _,.. 0 ~ p (/) z:

0 (]) ll! rt 0 rt

.::I-'· -H 0 0-1-'· :i -rt ll! -'< I-' ~

15

)> -0 -0 a < (l) a. O' ..., :::a (l) ii) OJ (fl (l)

I\.) 0 __.

I CD

0 U1 U1 N 0 N w .t::.

~-·

i'' ~-g1{.

~ ~--.

"'" j-· [ ;:

" "'

I"'

j!·, .•

)> "O "O 0 ·~ ·a. 0 ......

I :::0 '(I) (i) Dl en (I)

N 0 .... ·~ co

~~-

• i-..

~

Document Preparation

• Prepare each document for scanning • Separate CIA documents if attached to other agency

documents • Scan sections of cables as one. • Partial document - only required to review what

was ref erred to us • Doc with missing pages - make note in tasking • Separate attachments when embedded as one large

document

3/22/2010

I"" ::u > i 1'.hPJ:gi -

1

7 ~es ~m;:il i~ 0 ~ 16

... ~-----------~1 ~~~-: ~ll_ _____________________ ~

)> "O "O 0 ~ a. 0 .... :;:o (I) ii) Dl en ~ N 0 __,, ~

---0 ~

0 co

0 0 U1 U1 N 0 N 0J ~

-....----,~~~. --··-.. --- ~ r··-· --~--:---.. ·-----:·--.. ---------· .. -····--···-------- --. . ,• ··---···-----....,------

. .

~ f ~: ~.

~;

"' !'<·· '

!•

"" l... T:··

;)> 'U "'O

a < (1)

IQ. 1_,, 0 .., ::0

I CD CD Q) en -~

-~ ..... -~ •O ; .t. .._ ,0 i,.C.O \·

'!'

Document Preparation

• Attachments previously released. • Locate, review, and treat document the same. • More difficult to locate if embedded in larger document. • Determine equities for each document to be tasked

Useful tasking tools • FOIA reference guide by topics (appendix J). • 1 -------lguidelines on Publications and Organizations • Google and Intelink • Agency Release panel link • Reviewers handbook

N ::tJ )> 9' m -u .,, r "U ro m ::o

3/22/201 o Ii(; l; ~ ~ n:Em

,,-... .i:i.'~O

, ~ I ~~ :§ I ~::o

~ ----~-- I

17

)> "O "O a < CD a. O' .., ::0 (1)

CD Q) en (1)

N 0 ..... .t.

~ 0 c.o

~..., ~· ..__

N 0 N w ~

r-:-· . ----- .- . -- .... -.. ---- ··-··· .... ---- --SE~ ~

.

. .

·~~-..

~~ ~-~ "

....

. .

Case research

~· • ALWAYS USE WILDCARDS '· }>

'"O "O a ·<

• Search requester profile history and fees CD

•a. ,_ 0 ..., I~

CD Ill (/)

• Conduct searches on requester last name, first name (all cases) and when subject is on a person of interest

CD

N 0 ...... ~ --0 -~ ·--0 ~cp i.. ~··

. {'-

• Conduct searches on case subject- look for previous request on same topic, or similar topics. How did we treat previous cases.

• Assume variations, misspellings, so search broad on the case subject, search multiple keywords

• Conduct search on case external ID for frequent referrals related to same subject- review can be treated with consisten1r-J :u }>

cro m "'U "Tl r -u

3/22/2010 CD m A) 7 }> 0 l\J (/) < ~mm .,,.. 0

011 }>Q

SEC~ -I ;u ! . m

~- ··~

18

}> "'O "'O a < CD a. 0 ..., ::0 CD CD Ill (/)

CD

N 0 ...... ~ --0 ~ 0 co

0 0 Ul Ul N 0 N w ..i:::,.

r~-·--·-------· - . .

. ---

~

f J,, i''

~j,

ii·'

)> "'O :"O ..., 0

·< (I) a. ·-0 ..., I~ (j)" Dl en (I) .. l\J 0 .....

. .::.. . .__ 0 .::.. .__ 0 (()

~·-·

.:.~

i.iw.., • ..; ., ---

-O" --VJ -Ul z ro Ill 0 rt i:: !-'· H 0 !-'· ::J rt Ill '< f-'

;i,; (l rt

~ ()

5> -)> O" (") -- .......... w -Case research

• Check current and past referrals for same subject. . = ~ -~~--------· ------------------ -- -----·· ·---~=--] •

1

Did we release or deny information to r~~ester___________ j

•, .1

l --------------------- -

• Do we have any open appeal or litigation cases on same topic - If so, . cannot release until those cases completed

• Do we have a piggyback case - will discuss later

• Let IRO's know er:ve h. i_n_ gin you .. r .. tasking about case history on previous subjects P1ultiple cases, etc) and document release 1s ory· ----

3/22/2010

N ;;tj )>] oo m -01

J;i ~ ;81 I 0- )> 0 ..:., C/) < omm ~I 0

0 '111 )> 0'1 -i ;u m

Ul z -ro Ill O" 0 rt x i:: !-'· w H 0 -!-'· ::J rt Ill '< f-'

;i,; 0 rt SECRf\

.......... z O" $. --o· w :::l -~ C/) CD (') c: 3: '< )> (') -

19

)> "O

n 0 (J1 I

U1. N o, N w ..i:::.

z ~ Ill 0 • :::!: < 0 .......... (I) :::l O" a. Ill -Ci) '(;) 0 CD - ..., (') :;o c: (I)

3: CD '< Dl )> en u (I)

l\J 0 ..... :!.:: ~ 0 (()

··- ----.. ··- ... ...,._

. ' ~

~ ~ t' t ~

I!'

)> "O '"O a ~ O' ..., ;:o

I CD 1D Q) CJ)

~ N 0 .....

I <.O ..

!;,

-...,.,.,,.

Document research

• AL WAYS USE WILDCARDS • Conduct research to determine if documents ref erred have already been

treated • Cadre searches against all release programs • Conduct multiple searches using different variations (full-text,

keywords, title, pub date) • Search pub dates in between the actual date (1/1/2001) to (1/4/2001) to

locate a document dated 1/2/2001 • Search doc title and pub date to narrow search • Search full-text and pub date to narrow search • Search Title or Full-text by itself • Never rely on one single search, always try multiple searches

3/22/2010

I\) ;:o )> 1 o:i m 1J I I 1J

ci1 m ;:o tr)>o I\) (/) < omm ~I 0

o,, ::; 0 f1:1 ;:o

~ 20

"""'g]

)> '"O "O a < m a. O' ..., ;:o m Ci) Q) CJ)

~ I\.) 0 .....

~

Ul Ul N 0 N w .!:::>

:. . ..,. ...... --~~~

(

..•......•. /1\t; .... ··.. . .

··----·---···-···-~. ·-~~.,

t f ·~ ~> ~·

t ~

~ l \~

" !"'-)>

"O "O a < Cl> c. 0 -, ;;o Cl> m !;< Ql Ill !'!! 1'J 0 ~

.t>.

~ (!)

~ ji,

"" i

Document research

• Search CADRE ID or MORI ID numbers • Search inside associated cases • If documents have attachments, search each attachment separately to

see if previous release • Document all results • Make notes on all hit lists to help identify your results for QA • Under 2 year rule - if you locate direct hit (exact duplicate), copy

original from CADRE into new case. Release previous version at time of final.

• Over 2 year rule, copy original and task for re-review • Find version of document, task for review, but reference document

treated.

3/22/2010

(I\) ;:0-,,;i j<r»m'll/ ,, r -01 /ro m ;u

,c;:r ~Or

11::5 m ol ' ;;:l:u1

. . l

~ 21

)> "O "O a < CD c. 0 -, ;;o Cl> m Ql Ill Cl! 1'J 0 ~

25 25 (!)

() 0 Ul Ul N 0 N w ~

p .. •,_, __ . rn --, ' '~ '"''--------~--

i!P ·.

~·. SE~ r. Permanent Residential Alien status related w..;:i

Ir: ;, h

"''' ~

' )>

'"O "U . ..., 0

1< 'CD IQ. ·-0 ..., I~ CD Ill (/I

CD

N 0 --" .ti. --0 ~ 0

'<!) ~-"

i> ~

I ~

to referrals - now handled by Privacy branch

• Documents referred for review on a person of interest

• Need citizenship status of requester • Person with PRA status has the same rights as a US citizen

• What is required? • Alien register number, Date of PRA status, Date of expiration, Sworn

statement, privacy waiver signed and notarized authorizing release to third party or person coming in for the information on behalf of them

• If unsure of citizenship status, assume foreign national status

• If documents referred fall outside of PRA status, open as a FOIAC~

~~---~--------- -- - --~ - ___ J • If documents are within PRA status, open as a Privacy case

)> "U "U a < CD a. 0 ..., ::a CD CD Ill (/I

CD

N 0 --" .ti. --0 .ti. --0 <!)

n 0 Ul Ul N 0 N w ..i::::.

~.···· ---······ ·-----··----··-~ fi•-·

~-···· ·---------.-------~----~--·---··-- ---·-_,,_......, ___ .

s --·-- -- ~- ~ (*' •

1.- ....

r ~,,

t-·

"'' ... " r

)> -0 "O a < (1) 0.

0 ..... ;o:.• (1)

CD Ill U1 ~ N 0 ~

~ 0 J:>. --0 <D

• •

......... " ---

Preparing a scan request

• Go into Primary case and select scanning request icon • Select new scan • Select number of documents (keep in batches of 20) • Select originating agency (categorize by agency) • Select save button • Batch number assigned • Number of documents displayed and status is N for new • Select forward button • Status changes to P for process • Print scan request form • Attach form to documents, walk over to scanning department • When returned, select all documents and change from new to Inwork status • The documents move from action to All documents folder in primary screen

3/22/2010 1~~~ 11 ,,,IJ lro m:;ol 17~01 l~m< I_.·- mi ,~I 0 I o -nl I )> ol I rri :::o !

---- . ··-j····

~ 23

N 0 N w .J:::,.

)> -0 -0 a < (1) 0. -0 ..... :;:o (!)

CD Ill U1 (!)

N 0 ~

~ 0

~ <D

t ,,,

~ r

f r [)>

tg a

·< a> !Q. ...... 0 ..., :::0 CD CD m (/I

CD

N 0 ~

~ ~ <D

Ul

~ ~ 0

Changing Metadata

• Locate and right click on document • Open document index to review document metadata

• Verify Pub date • Verify document title • Verify classification

• Verify Control number • Verify keywords if necessary

• Verify Copyright or Illegible checked if necessary • Verify Originating agency properly selected on metadata

3/22/2010

-)>

I ~ ;:a -u ,m 'II I -U

l ~~:::a I (/)0 Nm< i~r 0 i CJ.,,

I

)> 0 -i :;u m .. I

~ 24

)> "'O "'O a < a> a. C3' ..., :::0 CD CD Ill (/I CD

N 0 ~

~ .j:>. --0 <D

N w .i:::.

------------------------------- I r . gr ~ ~-

~ ~ ~. J; ~ S. ~ ~

1, ,, ~~

)

!""

' f '.~

:)> :-0 "6 a ·< 'CD ia. ·-·O -,

,:::a CD

iro Ql (/)

-~ I\) 0 ...... i~ 0 co

~--~·

n·

I

l

Generate Tasking

• Go to primary case, move to generate taskings workflow • Click on Task and select task entry

• Fill out task entry form • Task type review • Fill in defined tasking language in MS Word template • Select appropriate IRO to task and select + to add them to list • Click and drag documents from case into tasking form

• Click on forward icon to save and forward the task into the IRO tasking workflow

• Forward case to Review Response workflow

3/22/2010

I\) ;:o )> com "'tl I r"'tJ J1 m ;:o

C" )> 0 N en< omm ~'o o,,

)>Q -I ;:o m

L_"

~ 25

)> "O "O

a < CD a. -0 -,

:::0 CD <D ru (/) CD

I\) 0 __. ~ 0 ~ 0 co

C05520234

(b )( 1) (b)(3)

National Act


J_._ IAPPROVED FOR :RELEASE~ DA TE: [28-Feb-2014

,:. .. ;

t: I:'"'" .

~-

~" 1'

s~ ,,.

~

Routine Piggyback

"' • Referring agency receives separate FOIA requests on the same r subject I)> :o "O a '<

(1) ;Q.

!-0 -, ;:a

lro CD Ql VI ~ N 0 _.,,. :~ 'O

.l:>. ·--0 ~50

' '

.....

......

• Ref erring agency only refers one set of documents for initial .

review

• Ref erring agency sends one memorandum identifying two requesters for response on same referral

• Ref erring agency sends each original request letter to show two separate requesters on same subject

• Registry opens two separate FOIA cases

• Registry scans ref erring memorandum letter into Both cases

• Registry scans each original request into specific case

3/22/2010

I"' ;:o )> (X) m -o

I I I -0 ;:/;' m ;:o C" )> 0 r\J (/) < omm ~'o

0 "Tl , ~o ' ---, ;:o

~I

s~ 27

)> "O "O a < (1) a. 0 -, ;:a (1)

CD Ql VI (1)

N 0 _.,,. ~ 0 .l:>. --0 (0

n 0 Ul Ul N 0 N w .i:::.

··- -- --- --- .. ..... ·'·' . ... .. (} I r . ~ 5;1 Ul .... . . SEC . ~

~- ~ r ~

~-,, r·

.....

"" ~~

~)> cg a ~ 0. -iQ

. ..., ;:u

ICD (ti OJ Cll ~ I\.) ·a

->.

i~ 0 '~ :0 :(0 If·, ~·· ~r

....

Routine Piggyback

• Conduct defined case and document research on case subject and document release history

• Cross reference (Piggyback) child case to parent case that will be tasked

• Child case is moved to review response in Cadre workflow, it is not tasked

• Child case file remains with parent case file to keep files together for final response

• File by patent case for locating file

• Prepare main case - task and file for eventual response

3/22/2010

r~-m-~I "'Tl r "ti CD m;;o r::r )> 0 ~en< omm ~: CJ

CJ "'Tl

~o m :;a

~ 28

)> "O "O a < <D 0.

O' ..., ;:u CD (i) !» Cll <D

I\.) 0 _,.

i <D

,... i'!· ~.

i· t···-t.·· t,;. ~··

' !Y-

"' .. )>

:"O "O .., 0 '< CD . a. -0 ..,

I~ CD Q) en CD

l\J 0 __. .,!:>. ..._ 0 .,!:>. ..._ 0 <D

i•:· f ...

ii..

• • • • • • • •

,(·-1- ........ . , . ..,,·,_

···~.-•'''·'' SECK~

Review Response

Monitor notifications for completed task

Click on task manager icon

Select appropriate directorate in task doc list where status displays completed

Select Task Information tab and review returned response

Select Accept or Reject icon

Print tasking response, including all comments

If complete, move case workflow to Ready for Final

If additional taskings, prepare internal coordination

f l\J ::u )> I CDm"U I r "01

3/22/2010 ~m;:u C')>Q

"' (/) < omm ~ ~'o 0 "Tl )>Q -I ;:u r1:1 I

29

.. ~ . .. ~·-~- .. -'" ,, •; ~ .

)> "O "O .., 0 < CD a. -0 .., :::0 CD CD Q) en CD .. l\J 0 __. .,!:>. ..._ 0 .,!:>. ..._ 0 <D

0 0 (Jl

(Jl

N 0 N w ..i:::.

.· '() 0

····---~ - --- Ln -- Ln

~--, --- - ------~--- "-.. ~

Ji·. s~ ~ ~ A

ti·

St ~: t'· ;.

~

ilJ ,:,

~

r'

.....

;)> '"'O "O a < CD c. O' ..., :;o

I CD 1D ti> (/)

fl! l'V 0 ..... ~ ·~ ~f,D

a;.,.,.

Internal Coordination

• Click on Task and select task entry

• Fill out task entry form • Task type Referral internal • Fill in defined tasking language in MS Word template • Select appropriate IRO to task and select + to add them to list • Click and drag documents from case into tasking form

• Click on forward icon to save and forward the task into the IRO tasking workflow

, , • Case remains in Review Response workflow

3/22/2010

[K>:::Ol>I com -o ' I r "'t)

l;rm:;o ?" )> 0

! f\.) (/) < ·amm 1~ I CJ i CJ "Tl ' l>Q I -4 :;o I m l : . I

~ET 30

)> "'O "'O a < ([) 0.

0 ..., :::c ([) (j) ll> (/) ([)

"" 0 ..... ~

~ 0 <D

I ~' , .. ~ ~· i

....

"" t ')> "o "'O

a I<:

CD 1Q. -0 ..., ::ti

ICD

Im (J) CD

!\) 0 ...\

~ 0

~ ,(() , .. I '.t'-,-

"''-~·(,-

-·

.--- . ,, ' . .) ~ ,, '

s~

PRESIDENTIAL LIBRARIES

• Assign limited release status (RIFLIM; RIPLIM) • No approval for release stamp on CIA documents in FOIA program • Scan all documents received or copy exact duplicates from hitlist • Piggyback case and release previous version if reviewed under two years

ago • Piggyback case if you find copy currently tasked and reference that case • If reviewed more than two years ago, task document and reference the old

release citing case number and DocID with status of previous case. • Not originated by CIA, IRO recommends additional external coordinations,

we respond back to the Library and reference additional recommendations • If CIA-originated, IRO recommends external coordination, we must

coordinate the documents before responding to the Library. • Follow Library instructions for NSC waiver rules. Do the documents need

to be referred to NSC per NSC guidance?

3/22/2010 l~~r~

I m ""tJ ;r hi ::0 O" )> 0 ;.;, Cf> < ~ fl1 m .;..' 0

0 "Tl )>Q -I JJ fl)

s~ 31

··~ ()

0 U1

.. U1

)> "'O "O a <: CD a. 0 .., ::ti CD ii OJ (J) CD

N 0 ..... ~ -... 0 ~

0 (!)

N 0 N w ..i:::.

---------------------···~- g

~. , • SE~ ~ ~ w t: i;;, ..i:::. ;·

~

''" ~· fi ')>

~ 0 < CD a. 0 ..... :::a CD CD O> (/)

~ I\) 0

i ....>. ,.ti. --.o ,.ti. -'0 i;.CD i. :r:

''"·

NARA • Use approve for release stamp on all CIA originated documents

• Use PUBLIC (PUB) release status on all CIA-originated documents (RIPPUB) in FOIA program

• Repeat same steps in processing

N;:tJ> c;x> m -u

~ "'Tl r "U CD m ;:a O'" }> 0

3/22/2010 ,:., (/) < omm

:;'.~~1 ::r>o -I ;:a m - .... J

32

)> "O "O 0 < CD a. 0 ..... :::a CD CD O> (/)

CD

I\) 0 ....>. .ti. --0 .ti. --0 CD

(coss202~s ~ .

~· ~ ~ '"

.. . . Re;~~se: 2014/04/09 Approved for

FOIA LITI

I

I I

/

\ \ \ \

\

Approve . 2014/04/09 d for Release.

;I\ I I \ (b:~3)

I \ ~ I I I I I I

I ! I I I I I I I

[APPROVED 6f:E: RELEASE. ;28-Feb-2014

~- ---~----- -ccc-JC-,,,,. . .. • · ... -_. ·· •- ·' •.• -~~-- '· •• ,.. ""··· · ·· --···· ' · (}

~ 0 ' Ul l ' - Ul ~ N

k ~

f PRIMARY REASONS FOR ~ ~·,

~

it;

~

)> '\:) 'U d < CD a. -0 .... I~ m Ill (/)

~ N 0 ..... a ~ 0 <.D

LITIGATION

• Adequacy of the search ..-..

• Challenging the denied i~rmation, -denials or the redacted ri~drmation

I I

j \

• Expedited ProceSsi~g / \

rN ;:0)>1

114;~:g1 (D ~ ;:o 7 roo i~m~1I l~r Di , o .,,I I ~£1

fl:1 ! ~~-'

I

2

)> -u -u a < (I> a. 0 .., ;::a (I>

(I> Ill (/)

~ N 0 ..... ~ ~ --0 <D

r . ' . , . . .. · ·-.--- · · . ., .. :-··-~---· ,-- . __,,, . ,- •~,, , --.--::-=·<"=·--," .• ~. =• •'!i' '• •="""'" '"''"'""''" ...,,.... '"'"""''"•WO< o. » Am>> Q g ~ ' ~ f . ~

f FOIA LITIGATION ~· ~.-

II-'· ..

P".

"" t )>

"O "O 0

·< (!) a. 0 .... ::ti ([)

Ci) llJ (/! ([)

N 0 ....>. ~

0 ~

0 <.O

--

• Statute of limitation is six years on FOIA requests so a reaues has six years to file a lawsuit.

• Before filing suit, a FOIA requester ftust have "exha administrative remedies. ~

It

• The FOIA requires agencies to re~o d to a proper within 20 workin~ days. If the Agenq;y oes not resp request within this statutory time Air1Jit, requester ~i~ho~t first filing an administratj~e ~PP I with the L1t1gat1on) / /

i • If the Agency does not proce~s the appeal\within

the requester's administrativ rem~dies ars- deeme exhausted and the requeste is fr910 to file s~it in co

rN:::U)>!I com -o .;, r "'O jm ~ :;o.j ·7,,,0 !Nw<

lomml ...:i.r o (o"'Tll . )> 01 I -I :;o m

I !

I

A request / to a proper ile suit I cy. (Earl;'

I 1ng dJys,

have bfaen .

3

)> '"O -0 a < ([) c.. 0 -. ::ti ([)

ro fl) (/)

~ f\J 0 ...>.

~ 0

~ co

,.~·-·~. --:;-~~--· • .,..~- ;;;· . -· , ••.••• -,- ·;--; •• _,.. .... - ··"·• • ·--• .,. • , ................ ~_.,.._,.,,,,,.._,,,,.~--~-~' .... ·-· @> "·- ' • '"'' (l

0 . ~

~···· INITIAL REVIEW ~· " ry, i'~

r

"'··

... )> -0 "O

~ (l) a. --0 .....

I~ (l) I.\) C/l ~ N 0 _...

I -

• COMPLAINT RECEIVED - From OGC or received directly by us.

- The Complaint is a document that sets forth

• CA;n~ ~~~;~t~~c~s;s~~t~~f"t\M1eSter - Usually the CM who processed lbe case or C/F

assign a CM / • REVIEW COMPLAINT I

- Determine which cases are i vdlve~ in the litigat or if necessary, have them 9 died f~m AARC.

• REVIEW CASES TO FAMILIARIZE YOUR , I \ THEM. . ..,Look for other open case/on.1hr, same ~pie. - Look to see whether doctJments have been relea

b. . h I I \ su Ject 1n ot er cases. / ' ·· - Verify tn-~-~~1 itial (and a

"Tl r -a

adequat11

.!?: ~ ~11

"'m 0 I iii :u

4

)> "O "O a < (l) a. ..... 0 ..... :::0 (l)

1D D> C/l (l)

N 0 _...

~ 0 <D

F------·- ---~·.

t ,...

~-r ~-

~-

~-~'

I!'-

.. )>

::g a ·< ('I) 0.

O' .... ;:u ('I) Ci) Ill (/)

~ N 0 _,. ~ 0 ~ 0

,,_co

-- "''"'-".. ---- ... ---- ·--- . . 0

NOTIFY OGC/LD • FIND OUT WHICH OGC ATTORNEY IS ASSIGNED TO THE CASE

- Send a note to OGC, Chief/Litigation or Deputy Chief/' ··· - cc CIO/Legal on any relevant notes to OGC

• SEND COPY OF ADMIN RECORD TO&:>GC - Correspondence (without distributio~ page) - Lotus Notes discussing the case / - Tasking Responses 1

- Copies of documents if any provi e~ to\ the requester

them) , /

• AFTER OGC REVIEWS THE ioMIN RE'90RD - Discuss with the OGC attd'mey/ any pe~inent

. . taskings, deadlines, actiefns. 1 \

- If case is still in process/OGG /may ask tis to ge from the components t<f comp,letion of th~ proc case. !§> ~)> /

I <i° m -u ,, r -u

,('£) m ;:o ]9' )> 0 . r:5 ffi < 1_.

1 m

I"" 0 I 0 '"Tl ! )> 0

-I ;:o fl:1

5

)> "O "O a < ('I) 0.

0 .... ;:u ('I) Cl)

\ ~ \ N

0 _,. ~

~ 0 <D

0 (Jl

(Jl

N 0 N w (Jl

~'-" t;: ~-

~,;

Iii'

)> '"C -0 a < (1) c. --0 ..... :::0 (1)

m Q) I/) (1)

N 0 ~

..t>.

~ 0 (0

------- ----------- "'··-~~"- --------- .... ·-··"'--- n

OPEN AMERICA

• When a FOIA requester files suit before the Agency has comn•0 T01

its processing of the FOIA request , the Agenc of proceedings" in order to complete t e request.

• The FOIA permits the court to provi this "stay of when "exceptional circumstances" , ist, the Agenc exercising 0 due dtligence" in respon pg to the For-· the requester does not have an "~~ e~tional need o type of "stay of proceedings" is o~eb r~f~rred to as America" stay, named for the cafe ppen America v. Special Prosecution Force. 1 /

I I

I I • If the court grants the stay, the' Agency will have

it needs to complete th_~ adm/nistr~tive probessing the requester can show a cqmpelhfig need br u~gen request processed out of t~fn, the /court ma~deny t request for an Open Ameripa sta~1

\

'~ ::o )>I 1

1 m "U ,, ,... -ul· ·ro m ;;o lcr )> o I~ Cl> <j 1~rfl1m I~ O· i 0 ,,, I ,,. o I rrl ;;o I l_·· _I

eedings" s been uest, and ency." Th;'s 'Pen I

tergate /

I onal time

e req ue'st. If or having his

.J..

gen

6

0 U1 U1 N 0 N w U1

)> -0 "O a < co c. 0 ..., :::0 ([)

a> Q) I/) ([)

I\,) 0 ~

~ ..t>. --0 (!)

r~.:.~·------~-----··-:-·. .-;;;·--:;.·." -- ----. - ___ , ___ --·- -······-··------------- .......... -------~·-"-·····---··---------·-----· -·· ·--- .. (.( .. @ g

r. .. . . ~

.. N

•. o. N,

~ TASK AS REQUIRED ~ ~-

~--

,,,.

)> -0 -0 0 < <D a. --0 .... ::0 <D a; Ill (fl

~

"' 0 .....

~ ~

.<f'

• NEW TASKINGS ARE NOT ALWAY~ REQUIRED

- If component has already bee there is no need to task again, now in litigation. I

I

• IF CREATING NEW T ~~Kl GS - Highlight in your tasking thC1i it r·s a Ii ·gation pr_io - Tell component to keep tra6k o sea~ h terms a

searched. I - Tell them which OGC att~rney/is assig~~d to th·· - Inform them of deadline1 and i1

ny other\-elevant

~)>I CXI :::0 ...,., , m., ""11 I iJ. (!) m ::Oj I()> 0 I\.) (I) <j ~ pim """ 01 0.,,

)>Q -i ::o I r:i

I \ I ,

·esponded, t know it is

7

)> "O "O a ~ Cl.

0 .... ::0 CD a; Q) (fl CD

"' 0 ......

~ ~ 0 <D

~;;:-

t , • ,..,.,-_. ···"·· "'~-;. ;;•-"-.--::-;·-;·i:,-.-- - -;"·;··-=..:.--:;:--::-;', ........ __ ,.,, • ·~ •• -.-~"-;;;;:;, .• , . ·- RJlQIA ()

~··. r· ~. f· ~

t

,..

..

1 "11:--~~J t O' . ease. nO!iHnat.:" .. ". '. ;.We:.'";··'·:'····.inlili;.ati .. ·.·a. ·.•PflilO.· ...•.... · •.. ·.willnee'!:i ... ·hbili.'' .... :iui. ' ... 1-text.····.·.· aa.\h.·eo .. "'*". ·.a.· .. • .. ···ies·.··.ot ··• .. · .. 1 1

1

\ Q .... . .. . .. . . ~ . ~ ~ n, . . . . .. . • . ~ COil.. . ~ . . I :::0 ·; "rn ... · .. ·' :' ·· · i, ~ •'' ·' 'Ji ·~MiiW •!Msf "' ·~~ :::0 1 ~ ~~ri&::~mp·.··ii~~~~'!talme.·.·"n~ ~ ·.· .. ·····I 11 \ ~ ~ ·.···· ~" •. ·' • ... · ... ">'~'ll····· l \ Q)

~ . ,~e~lld~'thefQllowiag'8m""6tionlnyoll!'~OlllfliJ~t1rPlffiforlitigettjon I ) \ ~ a .u.mes~. , I .... ~ . ;s; i :!'.::

,._ I 0 ·~ i I :!'.:: "g i .•• ,. ,., J I g

lei--~-----

! "' ;:o }>l 1.cr>m-ul . .,, hi ;g

LJ7>ol~~ ............... _;_.~~llliilm• '"'~< I~' gj I o,, . >o

-l ;:o rr:i

-O" --:i:;n ~ () H rt :i:;

8

0 U1 U1 N 0 N w U1

:·:;:···.;··--.·,···;-:············;><;·._·:.-·······:···:4···;·:···~,,,.;:..;·;:····;··;;;::;;>·"'.,:,, .• :.;··;··.···:··;··;-~;~~·;-:-;;;:,·~·;.,.-,,;;·.-~'i.-··;···;·o·~·;··;•····~:·;;::·~.,--~··~·~,,..,.,......_.--

() 0

~ . ~

' ..... ~

.. ,,,

)> -0 -0 a ~

'Q. ,-0 .., I~ re (/I

~ I\) 0 __.. ~ --~ 0 <O ~

·~

• Make sure component response is complete accurate.

• Ask component to clarify thei~esponse if fl~ I I

• Check for internal or external p ordinations I I \

• Task all internal referralstc6ofdin~tions pro there are external coordin}ttiQns, ~otify OG

I I \

• Wait for all componentsfio r~spond \etore external referrals/coordJnatitjns. \

!N;o)> ·1 o:> m "U ;, r "U ;ro ~ ;o ·17 (/) 0 Nm< ·:=1 r- m I.;.. o ' 0""Tl I > o I -i ::o

fl:I

I . i\ , I I

I I I I I

Jy and i J

\ I i , I I I

ardin,~ the J

I I

9

)> -0 -0 a ~ a. 0 .., ;;a (I)

ro ru (/I

~ N 0 __.. ~

~ 0 co

F,, ---x ··- .. - ...................... ----· ... m- - - o F a ~- (J1 r (J1

f PROCESS DOCUMENTS ~ ·~-

~

)> '"O "O a < (\) Q. .... 0 ..., :::a (\) (j) Q) (/)

~ N 0 ..... .i:..

~ ...._ 0 (!)

• The processing is the same as in regular FOIA cases.

• If there are external coordinations, prepare and s~ to OGAs. Inform OGC. Let the OGAs k them of any deadlines. Provide suppo court order).

I

• If there are external referrals, they will ~f~babJy be sent t time of the Final Response. / J \

• If there are no external coordinations', Jrepcl.re documents Response. / I

• Merge all components redactions/ ReJiew do't:uments for redactions, neat redactions, exelliiptiorls, etc. \

• Check for exemptions on the fr/nt pade of the d~CUments I I \ I I ~

• Put approved for release starr,J'ps on tlie document'?, if Cl

r

N :;u )>

~ m-ub 11r-u • Burn the do•7 ~ ~- nts.

]Nfn 01 -l .,, I m""' ! . . I

10

)> "O "O a < (I) c. i3' ..., :::a (\)

(j) Q) (/) (I)

N 0 ..... ~ 0 .i:.. ...._ 0 (!)

pi"~-·---·-~------~------ ,-···------ :;--- --- .. ..,..... . .. 0 ~.·

~ - ... -~· •·· .. ;;· 1:~" t.

!o•'

I>

)> -0 -0 a < CD a. 0 ..., ;:o (!) (ii Q) (/j

~ N 0 ......

~ .j:>.

0 "' lriW··

-~

FINAL DOCUMENT COORDINATION WITH OGC

• OGC will usually want to review the Coordinate with them to see if~ redacted, or something else.

i · /

• OGC may ask some questi~k hat will req the components that review ~ t e docs e.g something redacted, is this1 r1a11 \a b5? etc

• They may want you to telJ~h~ com\onen 1d see if they can rele~se rl)1ore c

information instead of d9nyi1g in ful\

• They ma¥,-ask the cor1'oo.ruJt.s.JoJ1Jstlfv th withhold ii~~~~.

7 Cl> 0 ~m< ~r- ~I ~d nf ;:()I

talking tj ywas /

I I . L. I review ·

e I

11

)> -0 -0 a < CD a. 0 ..., ;:o CD iD D> (/j

~ N 0 ......

~ ~ "'

0 U1 U1 N 0 N w U1

f ... ... l

f

"' t" )> "O "O 0 < CD a. O' ...., ;o (1) (if Q) (fl CD

f\) 0 ...... .I=>. 0 .I=>. --0 (0

··--------- ............... --~- -· ,,,,_ - ... ., .- - "' n

FINAL RESPONSE SENT TO REQUESTER

• Prepare final letter in consultation wilh OGC/LD and !

• OGC will determine when the final r~se should

• Sometimes the response is sent doi~ci~entally with or motion for summary judgment/ / \

•Double check the requester's Jdr~ss if s1~nificant a .~ime has passed. (Check rect.t corespon,ence,

• Occasionally you will be faci~g a deadline an~ you take the response to the po~t offic~. \

IN::U)>] oo m ll' ,, r- lJ

l~~::u ' (/) 0

lr-vm< ~,m ..... 0

' 0 11 ! )> 0 I ~ ::u

)> "O "O

a < CD a. O' ...., ;o CD (ii fl) (fl CD

I\) 0 ......

i (0

0 U1 U1 N 0 N w U1

~,.....,....._._, -. .. -,-..~--··----.-· ·------~~--····-~~ ····-·····---·----- ··- - --··- -·~--;-::';"'.-;--~---:::-;:- ;--;--;- ··;;;; c-~~; :;;;;;·; ;·;-~:>,~:;,;;:.;:;~;.,-7~Tl'IT""'!"""'"' "~~«·-~. ·~- « n

~ .:· ~

,,..

..... l·."

)>

;:g a

·< (1) a.

:-h 0 -.. :::0

I (1)

a; Ill (/I

~ I\) 0 ..... ~ .ii. 0 <.O ...

PREPARING DECLARATION AND/OR VAUGHN INDEX

• A declaration is a written statemen~

• OGC writes the declaration and th71\coordinates wi the facts in the declaration. / / \

• Con.sists of two parts - Biographf a/ in~{mation on t signing it and a synopsis of the pase. \

I \ • Usually signed by the Information ~nd Priv~cy Coor1

IRO depending on which facts the fdeclaratibn pertai I I \

rf\J ;:o >I ·1~ ~=81 m m;:o. 'cr>o II tv (/) < omm ..... , 0

I""" 011 >o . -I ;:o

I m . , . . I L__

I I \ I

I dividual/ J

I I

tor, or /n 1

to. I

13

0 (Jl (Jl

N 0 N w (Jl

)> "O "O a < (1) a. O' -.. :::0 (1)

a; Ill (/I

~ I\) 0 ..... ~ 0 .ii. 0 <.O

-·-~ -~- -~fl

J<--- -

',. '~ ._

~ ~-,.,

' i·-·

~-I

"'' ,. ;)> lfj "O -~ -(J) :c.. ,_,, 0 ...,

I~ CD I» C/l (I)

N 0 .....

~ . co ~, ..

~: ,..

, ... , ·~ . .,,,:;;>;!.:;,..., ;,,::zx:s;;.,.$$5. Oa •,. '•· 0 --- - -. (J1 =c cc, "'

VAUGHN INDEX

• A Vaughn index is an itemized index of each document. It cfecr.r1:n°~ the specific FOIA exemption(s) upon which the withhold each document or portion th 1cation the nondisclosure. """

• If there are_ no d_ocuments, a v_augt)ffl~·~-inde?< is not ne docum~nts a~e 1f!VOtved, a V~ugh~ - -ex 1s not alw. · OGC will advise 1f a Vaughn 1nde:>i 1 ecessary. In involving documents, a Vaughn i~d~x I~ required.

I I

• h requesting party to argue effestivel~ agai~st the clai and for the court to assess the apJJ!lficabilit~\of th exemptions. / I . ,

• OGC creates the Vaughn irjdex w~~h input fr~\m the and IROs. /

['!\) ;:o )> ! oom'"tl' ,-'nr'"O

1 ro m ;:o

19" )> 0

I

N(J)< omm ~I 0

I CJ '11 ~ )> 0 I ~ ::o

d. Even if required. t litigation_

I I I I .rmit thJ /

d\exemp~ons I I I

14

I I

)> "'O "'O a < (I) a. 0 ...., ::;u (I)

CD I» C/l (I)

N 0 ..... J>. 0 ~ 0 (0

N 0 N w (J1

----------------

C 0 5 5 2 0 2 3 5

Ap

pro

ved

for R

elease: 20

14

/04

/09

t1 i I I

1 · ,f JJll~ I -

" .-

-•: 11

' -

0

. I I 1 . •.

•. . ·····-~

f.-~ ......

-.f A

pproved_for R~lease: 2014/04/09J : ~

;,.i,.

•-·-···· ,. --------- -------- ·--- .. · ---- . __ .. _.,.,_ ... ,,,. ·- '------------------ ' -----------------~-----··

~ n I 0 t . ~

~,;"'" ~

• . 0

N

~. COURT DECISION ~

"" }<.\.

)> -0 '"O

~ (I)

·O. --0 .... :::u (I) (i) Q) (JI

~ N 0

'--"

~ a }O ~~ "

• DOJ represents the Agency in court and OG the Assistant U.S. Attorney (AUSA),... _.

• The FOIA does not provide a requ~er with a right

• Most FOIA lawsuits are decided t~t'/~h "Summary based on the written submission?~ th~ parties.

I I \ • Summary Judgment is a procedural devrY.e availabl

expeditious disposition of a ~~A qise without a tr-ia are no factual issues for the L_.urt r resol\. .

• Judges are likely to grant St,tmma,Y Judgment in fa when the agency demonstrptes thpt it has fu,Jy disc obligations under the FOi.A: . 1

I~ ::tll>1 I' I m "Oj 11r-ol I~ ~es IN(/)<'j ,om 1

- ..... i--m .j>. 01

' 0 ' ~<SI rri AJ I " !

jury trial.

I I

prompt and I -hneve;ere I

I I l

16

)> -0 -0 a < (I) 0.

<3' .... :::u (I) (i) Q) (JI (I)

N 0 --"

~ 0 m

)> "O "O .., ~ &. O' .., ;::u (1) ii) Q) (/j (1)

N 0 ......

~ g

ro ~1 ·1~~1 ·· 01 N<I I ro m1 Ti 0

I ro -n I t~~I 1.t. m ' r. I ~I I ~I I =i I

WHAT HAPPENS IF WE LOSE

• The court may order the pro records found to be impr(lrerl'y withH

!I~ ; , ' ! j \

i i \

• The court may order ne'$fs~arches/r1 I ! \

J l ' ' j \

I I \

1 I \\ I I

• The court may award ¢tt<l>rneys' fees f j \

costs. ;' i \ I ' \

I I \ I I · I ' \ I I \

I

I/ I 1 I l

I l i I I .

I I I ! I .

• j

I I I , i l I I

itigatipn ! I j , I I ,

I I I I ! I

I

' ! ''

( :i- l7

' . I

~ "O

[ O' .... ;::u (1) ii) m (J) (1)

N 0 ...... ~ 0 ~ 0 (0

0 0 U1 U1 N 0 N w U1

C0

55

20

23

5

Ap

pro

ved

for R

elease: 20

14

/04

/09

z co ...

~ •

s .........

. .....J

~ ~

w

tE ~·

'q::

s ~

~ C

) ~

~

LL C

)

~ h

~

Cf)

~

~

z u

~ ~

h w

cc:

Cj'

Cl. ~

~

~

Cl. )::

~ ~

1-..... <

( Ct:

h ~

:c ~

~

I-a

~ IAPPRO

vElY FO

R -]

~

RE

LE

AS

E_

DA

TE

: 1

<(

~

28

-Fe

b-2

01

4

~-·-------·----

.. --

a ~

I ~

s ~

• ,

Ap

pro

ved

for R~lease: 2

01

4/0

4/0

9,

.

r ,; < < •• • < • < o• -· • Od , o 0

,, , g t. . . ~ ~- N r ~ ·~. CASE CLOSURE ~ ,,, .. ~

~

... )>

'"O "O a di 0. ,_ 0 -..

I~ Ci) l),) (/)

~ I\) 0 .....

~ ..._ 0

1-'<D

-; ,:

• Await notification from OGC.

• We usually keep cases open court decision (except in OG

• REASONS WE KEEP CASE.~ ~PEN - Sometimes the judge will ordel ~s lo do more w

documents or more searchei. / \ - We may still need to do a Vciugfin. - The requester may file an ~p~al of ~he court rut - Th~ ~gency may also file an arpeal •\the case

dec1s1on. I j \

I \ .. . I \ • We don't usually keep pases open w~iting

unless OGC anticipatEts an aooeal. \ w:::o :r>i

I ~ mlJI "Tl r lJ .CD m;:u ·19'6;0I Nm< l~I 01 . 0 "Tl I )> 01 ' -i :::0' m

II I I I I . I ,

re-review j I I I , I I .

adversie I I I

·'·• 1

19

I l

)> "O "O a di 0. -0 -.. ;::o (!)

Ci) l),) (/) (!)

I\) 0 ..... .,I:.

~ 0 <D

p ,,,.: "·-·"'·----~""· -.... --- __ ,._ ·-" . . n r:· 0 !!-_· • '~ l y ~ ~- N ~ 0 ~ N

: HELPFUL HINTS ~ i'·

"'

"' ~ "O ..... _o •<

(I) a. O' .....

l;a (I)

CD !.\) en ~ I\) 0 .....

'.,,... --0

~ . «> -.·

• If the case is a large case with a lot of correspondenqe, then your initial review, preparing a chronology oft might help.

• Get everything scanned, including ~tes, court doc

11-• Keep FOIA management inform7/ d>Ahe progress o

especially, deadlines. I \

• Don't approve the burned docu~e~ts u\1 OGC loo case you have to do more wo~ on /the

1

~uments.

• Recheck CADRE for previou¢ rele~ses if ~nificant passed. I 1 \

·1·~m1)> • m "U '11 I "'O (I) ~:::o

l~m~[ ,_., m l.s:>. 0.

I. ~bl

-I -n, . m"" I __ ·: I

I \ I '

them i/ e has /

I

20

I I '

)> "O "O a < (I) a. O' ..... ;a (I)

CD !.\) en (I)

I\) 0 ..... ~ ~ --0 (!)

'

~·· ' ~

;·

' t f

r r )> ~ :"'O a < a> a. 0 ....,

I~ ii) Ill (/)

~ N 0

. ....>. ;.i:.,

0 . .to. 0

fl-CD

h-·

~-·

HELPFUL HINTS • If there are a lot of documents, spreadsheets can be usefut to l<QQn

track of the documents.

• In an OGA litigation, the processing~ the same, exc search taskings and search issues. l_f it is a litigatio amount of documents, there is less; GC involveme

. I I • Be prepared for short deadlines. / I I • J

I I

• Do not contact requester-have c;DGf attorney conta I I

• ~u hav~t~ post office. I \

rl\) :;a )> oom-o

I-TI r -o ro m :;a

,n- )> 0 ~Cf)< omm :;;::r O

0 'Tl ~o fl) :;a

i \ I ' I \

I \

t there are no ith a small

I I I I ' I I

I I I I I I

age to the

I

21

)> "'O "'O a < a> a. 0 ...., ;o a> ii) Ill (/)

a> N 0 .....

I co

0 0 (Jl (Jl,

N 0 N w (Jl

le o ~ s 2 o 2 3 ,6

t •


The Wrath of QA

Produced/Directed/Created by:

Technical Consultants: I

*No case managers were harmed during the making of this production.


(b){3)

(b )(3)

APPROVED FOR jRELEASE1 DATE :28-Feb-2014

~-:-.:-- ' '

rr- " ~ ~-,,.

i-. f ~'. ~;'

~·

~-r

!,...

rJ·-

)> ·-o -0 a

·< (1)

•C. ,_ 0 ..., ::0 (1)

(j) Ill (/)

~ I\.) 0 ..... ~ 0 ~ --0

,.m

"

~' .;.:,;' " ., '. ,, - • '"'' ... "" ""' "' '"'""'" n ' ,,., ' -- .• --· n

Top 10 Mistakes

10. Incorrect formatting.

9. Incomplete/inaccurate distribution pages.

8. Using different fonts within same letter.

7. Wrong classifications on headers/footers.

6. Not using correct addresses. - -)>I

r~~-u1 . .,, h1 ~I I CD )> 9'(/)01 l~m 01 I ~ ;:o,

)> -0 -0 a < (1) c. 0 ..., ::0 (1)

(j) Ill (/) (1)

I\) 0 ..... ~ --0 ~

0 (/)

0 Ul Ul N p N w 01

[

-:-·-c-----. -,,,.· .. ·--·-

.. •'

r Top 10 Mistakes i

~-·· ' ~-

f.

~- . s. Forgetting the reference number or writing the incorrect one.

r r:· )>

r-o "O a < CD

1Q. ·-0 ..... ;:o

I CD

·m-en ~ N 0 ..... ~

~ --0 <D ,,, __

,.

4. Not changing 45 days to 60 days in appeals paragraph for overseas.

3. Not modifying templates when needed.

2. Not paying attention to details in the initial letter and tasks to ensure response letter matches/makes sense. • Don't forget to re-verify what you see in a task if it does not

make sense or seems incorrect!

It's all in the details!!

IN:::O )>i 11~~:g·1

CTI ~:::0

1~~~1 1 ..... , 0 i .j:>. o .,,I I ~~I I m 1

L~_· i

. 0 U1 U1 N 0 N w 01

)> "O "O a di a. 0 ..... :::0 CD Ci> ll> en CD

N 0 ..... ~ --0 ~

0 <D

l ' :coss2023 6 r

(/) Q

) ~

rtJ ......., (/) ·-~ 0 .....-I

c. 0 I-

Ap

pro

ved

for R

elease: 20

14

/04

/09

Cl

c: ·-~

·--0

0 E

I... 0 (/)

~ -· Q)

ro .., -

ro c.. ....... E

Q.

QJ 0

.., I...

Q)

c.. 0

. .c:

ro .., C

l c: c:

QJ ·-

.c: (/)

~

::J ..,

E

0 z

Q)

.c: ..,

• ,..;..m

L ....i. . .i.j.w., _. ·"""""·

.. ,, &

,.. • . .<.~.l\eprove d Ja

r Release• 2

01

4/0

4/0

9, .. ,

!AP

PR

OV

ED

FO

R

RELEASE~ D

AT

E:

~8-F~b-2014

I

j

C0

55

20

.23

6

i ! !' i •

' ( ' t l

• • 0 ~

0 ~

<(

1---t

0 LL

(IJ

.r::. I-

~" .i..t.ltriJ*·kiw..:•:.2 ~' ·'"

-0

ro Q

) ~

,, 0 0 ~

c..

Ap

pro

ved

for R

elease: 20

14

/04

/09

-0

ro Q

) L

.. '-1--0 0 L

.. 0

..

.. ;;.

. , •. ,.A

pp

rove

d _for R~lease: 2014/04/09-"'

, -· -·

[APPROVED F

OR

! RELEASEL~ D

AT

E: I

!28-Feb-2014

· ~-

~-~--

r~·~-·~---·~-··---

~-" ~· "'' lt(t, ii· i»· ... If.',

<

,,.

~,,_.

)> "O "O a < 0. -0 ..., ::u or Ill (I)

~ I\) 0 _,. ~ 0 ~ 0 <D

•

--·--·~ .. -.~·-· ·-.-·· .... ···•""""''················•·•··- ·-·'" .. , .. ,_.., ····.~· .. ,._ 01

Distribution Pages

Things to incl.ude on the distribution page: • Release Decisions • Denier Names (e.g. Denier: DIR/IRO • MFR (when appropriate)

• Include name of authorizing person, date, location/form of decision (e.g. Lotus Note), the facts of the decision, why a particular decision was made

• Any acceptance stipulations

• CADRE Ref IDs of documents previously released and/or denied • CADRE Ref IDs of cross references and piggyback cases • NEW RELEASES: Identify CADRE Ref IDs of materials that require 7th floor

approval (include material with additional data released)

'.N~)>1[ l<i° m -o 1-,,r-ol '<D m;:u 17 )> 01 I"'~< l~1 01

1 I o,, ' )> 0 I -I :::a . m . I .. I l __ .---

-C" __. -w __.

0 I-'· llJ

0 (Jl (Jl

N 0 N w 01

)> "'O "'O a < 0. -0 ...., ::u or D> Ill ~ I\) 0 _,. .j::>. --0 .j::>.

0 CD

I: I' i

~'

~·

!"•

~ :)>

tg a < (I)

;Q. ·-0 ..... ;u

l('I)

ro ru (/I

~ tv 0 -'

I l-<·

;.;,,,..,

Letter Titles

• Change titles of correspondence in Letter Generator:

• For example, do not leave a FINAL RESPONSE as an INITIAL REQUEST • Once you update this, you do not have to update the metadata.

• Change titles of correspondence in Metadata: • Typically only for migrated cases (those not accessible within Letter Generator) • In correspondence folder, right click on letter title to be changed • Select Open Document Index • Change Title Name • Click on Save • Close Document Index Window

[l\.l::O)>~

l<jOm-u 1-nr"U

1

(1) m ::o tf l>O

fl\.) en< 1omm 1~[ 0 I 0.,, I )> o . ~ ::0

(1 0 (Jl (Jl

N ,0 N w Cl

)> -0 -0 a < CD a. 0 .., :::0 (I)

ro ru (/I

~

"' 0 ...... .i:..

~ <D

C0

55

20

23

6

' ' . t ' l

cia

Q)

u

c: Q

) -c

c: 0 c.. (,/) Q

) L

. L

. 0 u

C1

c: ·--1-1 Q

)

Q)

c

ii-

~ ·'"•in ,,M

i tMr.:"~'~ ,,.·~

Approved fo

r Release: 2

01

4/0

4/0

9

(b)(3) •

-"''.1.

,. A

pproved for R

elease: 20

14

/04

/09

.

~. -

-·).

[ AP

PR

OV

-ED

FO

R

.RE

LE

AS

EL

DA

TE

: @8-Feb~201~

C0

55

2Q

23

6

I I I . I i ! ' ~

Q)

u c: Q

) L

..

~

Q) ~

~~~ ... ilA

i ~..& C'"-•~ ,

Jo. ..

Ap

pro

ved

for R

elease: 20

14

/04

/09

(b)(3

)

cia

(]) -0

......,

·-::J <I) ·-

(..!) -.::::£ (])

u Q)

-~ ..c: u

(.f) C

l (])

c u

·-c

-0

(]) ro

-0

Q)

c L

.

0 ~

0 c. <I)

0 L.

Q)

Cl.. L

. L

. o?S

0 u

,. ,A

pproved for R

elease: 20

14

/04

/09

<

--··

--'

. -

<fl

-· ......., ·-Q

J (./)

::> -· ......., ·-~

0 c::: ~

-· ......., ·-Q

) Q

) [A

PP

RO

VE

D F

OR

,R

ELE

AS

E_

DA

TE

:

(/) 128-F

eb-2014

I I l C0

55

20

23

6

Approved fo

r Release: 2014/04/09

I I

I I

E'

:J

...., C

J) (./)

:J

0 CIJ c:: ro --CIJ u

(./) ·-~

~,uJ.Jili+a.;•--~"" c-

:.;.,.£.._.. i.ii.~:f.PProye~Jor ~l~ase: 2014/04/09~ , ,,

fAP

PR

OV

ED

FOR·~

IRE

LEA

SE

1 D

AT

E:

'.28-Feb-2..0.! '!... ·-_

~· ···•~.~-. ,.~ ... "'•"'<''''''"'·•'-• ''"·W·•'•·<·• ''•-''••·••«M-.•'""""""'-"'·0,'4¥<,4,,o>·:WoU-¥0 i ¥..I 01

~· j\)'

r t.

t: ~ ..,.. I

r' t)> '"'O "'O 0 < <D

'Cl. I_,,

0 ..., ::0 <D ii) Q) C/l <D

I\) 0 ..... ~ 0 ~

0 ,.c.o

.,.. .. .,,=··~··-·-·

• • 0

Metadata Review

• Check metadata before passing/failing a document (at the Product Generation QC stage). • Title (ensure it is sanitized) • Publication Date • Classification • Keywords

• The Document Originator field is not currently on the Product QC screen. Until it is, it is important that you check the Document Index screen before burning a document.

j\J ::ti)> ex> m "ti I l"tJ ri;' m ::o 7 )> 0 I\) (/) < omm .... r· .s-. 0

o,, )>Q -I ::0 f1:l

U1 U1 N .o N w m

)> "'O "'O 0 < <D Cl.

<3' ..., ::0 <D ii) Ql C/l

~ I\) 0 ..... ~ --0 ~ --g I

~ II-·

~ I· ~

f ~

r.

~·

~ f i)> '"O '"O :..., ,0 •< . CD iO. ,_ :o ;...,

;;a I CD 'CD I Ql (/)

, CD

:N 'o --" :~ -... 0 .~ -... ;0 co r··

~

~'

~-

Folder Review

• Ensure hard copy folders are organized and clean of duplicate/unnecessary items. • Remove scan request sheets · • Include on.ly 1 copy of correspond.ence and

documents (includes Lotus Notes) • Paper clip together (in separate groups):

• Correspondence (not to include Lotus Notes) • Taskings (include Lotus Notes with this group)

• Research

"' :::0 )> com -a I r "'O ~m:::o C")>Q rG (/) < omm :;;.'.:' 0

0-n )>Q -I :::0 f1:1

n 0 (Jl (Jl .

N p N w 01

)> "O "O a < CD a. 0 ..., ;;a CD CD Ql (/) CD

N 0 --" ~ -... 0 ~ -... 0 co

• ..------------------------------------- ·~1

, • N

. w

~ ~· I ~· !

.. ~ r ' ~·

f :)>

tg 'a i< : CD IQ. ,_ 0 ., ;a CD (ii

.w (/I

'CD

'N 0 ...... ·~ •o ..r:.. --0

·<D ,.. .. .. ..,. t

FOIA Case Logs

• Check S: Drive for previously completed case logs. You may not need to run another one.

• If previously completed case log unavailable, run one using the MORI Viewer Tool-"Get Case Log."

• Copy into an Excel spreadsheet the following columns: • Case Opened • Case Number • Subject

• Sanitize subject column of Privacy data :-~----- ······-~·

• Save ~preadsflieet to

fl\)~· '00:::01J

I m 1J ~hi :::0 C" )> 0 ~ (/) < omm ~I 0

o,, ~01 fl:! :::0

-er -n ,..._ f-'· VJ >IJ -

)> "O "O a < CD a. O' ., ;a CD (ii w (/I CD

I\.) 0 ...... ~ 0 ..r:.. 0 <D

0

(j)