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Illinois Freedom of Information Act The Basics of FOIA
2015
FOIA’s Basic Structure• Any document possessed by a public body =
public record“Pertaining to the transaction of public business”
• Covers more than paperElectronically stored informationAudio/video recordingsPhotos
2
Personal Emails/DevicesIf you are conducting University business through a personal email account(e.g., gmail, hotmail, yahoo) or personal device, then the University-related communications are subject to FOIA, regardless of whether they are generated on private equipment or in personal accounts.
“ . . . it’s a position of our office [Illinois Attorney General’s Office] that if you transact public business even if it’s on a personal device, such as a cell phone, tablet, or personal computer, that it really depends on the content of the communication and that even if it’s on a personal device if you are a public employee that would still be a public record.”
Sarah Pratt, Public Access CounselorIllinois Attorney General’s OfficeAugust 19, 2015
FOIA’s Basic Structure• No prohibition against using personal
email for University work• However, those emails are subject to FOIA
and must be produced if requested
FOIA’s Basic Structure• Presumption is that a public record is
available for inspection or copying upon request
• Means, document in our possession is going to be released unless some or all of the information it contains is . . .
EXEMPT from disclosure
FOIA ExemptionsProhibited under state or federal law
• FERPA; HIPAA
Private information• SSN; personal email address; personal phone
number
Personal information• Unwarranted invasion of personal privacy
outweighs legitimate public interest in a record
FOIA Exemptions, cont.• Other Exemptions:
Drafts and “Deliberative Process” informationAttorney/Client Privileged InformationTrade SecretsResearch materialsCertain law enforcement records
• Responses may be appealed to the Public Access Counselor-- IL Attorney General’s Office
FOIA Processing• All FOIAs are processed centrally through the
Office for University Relations• We received over 850 FOIA requests in 2014
and produced over 100,000 pages 760 received as of Sept 10, 2015
• If you receive a FOIA directly, please email it to [email protected]
• We usually work with Public Affairs to process FOIA requests directed to Urbana units
The Life of a FOIA Request1. The FOIA is reviewed by University Relations staff and
assigned to be processed by a FOIA Coordinator. 2. The people/units that may have the responsive records are
contacted. 3. The responsive records are reviewed. Legal counsel
consultation is sought, if necessary.4. Exempt material is redacted.5. The response letter is drafted and the letter and responsive
records are sent out. 6. Response letters are posted in a log on the OUR website:
www.uillinois.edu/foia
FOIA Processing• 5 business days to respond--may be
extended for an additional 5 day period, if needed.
• Additional time for commercial requests• Voluminous requests• Unduly burdensome requests
Practical Issues with FOIA Processing• Embarrassing/regretful statements are not
exempt• Unrecorded phone calls and face to face
conversations are NOT subject to FOIA• Documents that no longer exist are not
covered by FOIA
Practical Issues with FOIA Processing• Lync messages are FOIA-able • If you deal with donors, make them aware
about the potential of public disclosure• Third parties performing a governmental
function
Practical Issues with FOIA Processing• FOIA does not require you to create records (accessing
information in a database or running a report is not creating records)
• If you give us information, do not put it in the body of an email responding to our inquiry
• Remember, under FOIA, it doesn’t matter:Where you store the informationWhy the request was madeWho the requestor is
Remember—We’re on Your Side!!