VA FOIA Annual Report 2008Lizzette Katiliusvacomasont242010-01-07T20:55:00Z2010-01-20T15:52:00Z2010-01-20T15:52:00Z1806532907Department of Veterans Affairs (prepared by Booz Allen Hamilton)658151213585111.0000iVBORw0KGgoAAAANSUhEUgAAAKAAAACgCAIAAAAErfB6AAAAAXNSR0IArs4c6QAAWT5JREFUeF7d
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YIJ=
Department of Veterans AffairsFREEDOM OF INFORMATION ACT (FOIA)REPORT FOR FISCAL YEAR 2009Basic Information Regarding the ReportPoint of Contact for questions regarding the report:John Livornese, DirectorFOIA Service (005R1C)Department of Veterans Affairs810 Vermont Avenue, NWWashington, DC 20420(202) 461-7457II. Making a FOIA REquest1. Names, addresses, and telephone numbers of all individual agency components that are designated to receive FOIA requests can be found at the below links: iVBORw0KGgoAAAANSUhEUgAAAAkAAAAJAgMAAACd/+6DAAAADFBMVEWGkst7f5X///8AAADx5K1L
AAAAA3RSTlP//wDXyg1BAAAAAWJLR0QAiAUdSAAAAARnSUZnAQAAFD7qt1UAAAAMY21QUEpDbXAw
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AABJRU5ErkJggk==
HYPERLINK "http://www.foia.va.gov/FOIA_Offices.asp"Veterans Affairs Central Office (VACO) HYPERLINK "http://www.foia.va.gov/FOIA/Contacts_VBA.asp" Veterans Benefit Administration (VBA) HYPERLINK "http://www.foia.va.gov/FOIA/Contacts_VHA.asp" Veterans Health Administration (VHA) National Cemetery Administration (NCA) Board of Veterans Appeals (BVA)2. Some requests are not granted in cases where the document requested either does not exist or cannot be found after a reasonable search or where the FOIA would prevent granting the request based on an applicable FOIA exemption. A description of each FOIA exemption category is provided in Section III.3, below.III. ACRONYMS, DEFINITIONS, AND EXEMPTIONS1. Below is a list of acronyms used in this Report: Admin – Office of AdministrationBVA – Board of Veterans’ Appeals C&LA – Office of Congressional and Legislative AffairsCFM – Office of Construction and Facilities ManagementGC - General Counsel HRM – Office of Human Resources Management IG - Inspector General NCA - National Cemetery AdministrationOAL – Office of Acquisition, Logistics, and Construction (formerly A&MM – Acquisition & Material Management)OASP&IA - Office of the Assistant Secretary for Public & Intergovernmental Affairs ODASB - Office of the Deputy Assistant Secretary for Budget ODASIA - Office of the Deputy Assistant Secretary for Intergovernmental AffairsODI – Office of Diversity and Inclusion (formerly DM&EEO – Office of Diversity Management and Equal Employment Opportunity)OF - Office of Finance OI&T - Office of Information & Technology Mgmt - Office of Management ORM - Office of Resolution Management OSDBU - Office of Small and Disadvantaged Business UtilizationOSP - Office of Operations, Security, and Preparedness (formerly S&LE - Security & Law Enforcement) P&P – Office of Policy and Planning PA – Office of Public Affairs SEC - Office of the SecretaryVACO - Veterans Affairs Central OfficeVBA - Veterans Benefits Administration VCS - Veterans Canteen Service VACO VHA - Veterans Health Administration 2. The following definitions of terms used in this Report: a. Administrative Appeal – a request to a federal agency asking that it review at a higher administrative level a FOIA determination made by the agency at the initial request level. b. Average Number – the number obtained by dividing the sum of a group of numbers by the quantity of numbers in the group. For example, of 3, 7, and 14, the average number is 8. c. Backlog – the number of requests or administrative appeals that are pending at an agency at the end of the fiscal year that are beyond the statutory time period for a response. d. Component – for agencies that process requests on a decentralized basis, a “component” is an entity, also sometimes referred to as an Office, Division, Bureau, Center, or Directorate, within the agency that processes FOIA requests. The FOIA now requires that agencies include in their Annual FOIA Report data for both the agency overall and for each principal component of the agency. e. Consultation – the procedure whereby the agency responding to a FOIA request first forwards a record to another agency for its review because that other agency has an interest in the document. Once the agency in receipt of the consultation finishes its review of the record, it responds back to the agency that forwarded it. That agency, in turn, will then respond to the FOIA requester.f. Exemption 3 Statute – a federal statute that exempts information from disclosure and which the agency relies on to withhold information under subsection (b)(3) of the FOIA.g. FOIA Request – a FOIA request is generally a request to a federal agency for access to records concerning another person (i.e., a “third-party” request), or concerning an organization, or a particular topic of interest. FOIA requests also include requests made by requesters seeking records concerning themselves (i.e., “first-party” requests) when those requesters are not subject to the Privacy Act, such as non-U.S. citizens. Moreover, because all first-party requesters should be afforded the benefit of both the access provisions of the FOIA as well as those of the Privacy Act, FOIA requests also include any first-party requests where an agency determines that it must search beyond its Privacy Act “systems of records” or where a Privacy Act exemption applies, and the agency looks to FOIA to afford the greatest possible access. All requests which require the agency to utilize the FOIA in responding to the requester are included in this Report.Additionally, a FOIA request includes records referred to the agency for processing and direct response to the requester. It does not, however, include records for which the agency has received a consultation from another agency. (Consultations are reported separately in Section XII of this Report.)h. Full Grant – an agency decision to disclose all records in full in response to a FOIA requesti. Full Denial – an agency decision not to release any records in response to a FOIA request because the records are exempt in their entirety under one or more of the FOIA exemptions, or because of a procedural reason, such as when no records could be located.j. Glomar Response – An instance where the Department of Veterans Affairs will not confirm or deny the existence of the records requested.k. Median Number – the middle, not average, number. For example, of 3, 7, and 14, the median number is 7.l. Multi-Track Processing – a system in which simple requests requiring relatively minimal review are placed in one processing track and more voluminous and complex requests are placed in one or more other tracks. Requests granted expedited processing are placed in yet another track. Requests in each track are processed on a first in/first out basis. i. Expedited Processing – an agency will process a FOIA request on an expedited basis when a requester satisfies the requirements for expedited processing as set forth in the statute and in agency regulations. ii. Simple Request – a FOIA request that an agency using multi-track processing places in its fastest (non-expedited) track based on the low volume and/or simplicity of the records requested. iii. Complex Request – a FOIA request that an agency using multi-track processing places in a slower track based on the high volume and/or complexity of the records requested. m. Partial Grant/Partial Denial – in response to a FOIA request, an agency decision to disclose portions of the records and to withhold other portions that are exempt under the FOIA, or to otherwise deny a portion of the request for a procedural reason. n. Pending Request or Pending Administrative Appeal – a request or administrative appeal for which an agency has not taken final action in all respects. o. Perfected Request – a request for records which reasonably describes such records and is made in accordance with published rules stating the time, place, fees (if any) and procedures to be followed. p. Processed Request or Processed Administrative Appeal – a request or administrative appeal for which an agency has taken final action in all respects. q. Range in Number of Days – the lowest and highest number of days to process requests or administrative appeals. r. Time Limits – the time period in the statute for an agency to respond to a FOIA request (ordinarily twenty working days from receipt of a perfected FOIA request). 3. FOIA Exemptions. The VA does not provide information under the FOIA if the information requested meets one of FOIA’s explicit exemptions. These exemptions apply if the requested information falls within one of the following categories:a. Exemption 1: classified national defense and foreign relations information b. Exemption 2: internal agency rules and practices c. Exemption 3: information that is prohibited from disclosure by another federal law d. Exemption 4: trade secrets and other confidential business information e. Exemption 5: inter-agency or intra-agency communications that are protected by legal privileges f. Exemption 6: information involving matters of personal privacy g. Exemption 7: records or information compiled for law enforcement purposes, to the extent that the production of those records (A) could reasonably be expected to interfere with enforcement proceedings, (B) would deprive a person of a right to a fair trial or an impartial adjudication, (C) could reasonably be expected to constitute an unwarranted invasion of personal privacy, (D) could reasonably be expected to disclose the identity of a confidential source, (E) would disclose techniques and procedures for law enforcement investigations or prosecutions, or would disclose guidelines for law enforcement investigations or prosecutions, or (F) could reasonably be expected to endanger the life or physical safety of any individual h. Exemption 8: information relating to the supervision of financial institutions i. Exemption 9: geological information on wellsNote to ReadersI. MethodologyIn early Fiscal Year (FY) 2009, VA procured an electronic FOIA tracking system to enter all new FOIA requests. In the spring of 2009, the VA implemented the system and the VA’s Chief FOIA Officer made it mandatory for all FOIA requests to be entered into and tracked in the system. This necessitated the reliance on two distinct data sources to prepare this year’s Annual FOIA report. For requests received between October 1, 2008 through May 31, 2009, information was collected and compiled manually. For requests received between June 1, 2009 through September 30, 2009 information was collected through the electronic system. The data was then combined and consolidated to create this report.II. Data in this Year’s ReportProblems inherent with manually collecting data for last year’s report impact the FY 2009 report. For instance, numbers reported in the FY 2008 report were calculated utilizing a variety of reports which required FOIA Officers to manually calculate many numbers. In some cases it is likely these reports also contained Privacy Act requests, which were not to be counted on the FY 2008 report. Also, the dynamic nature of FOIA processing generates discrepancies: after the FY 2008 reporting period closed, some requests that had not been included in the report, but should have been, were closed and counted in this report. For example, in many cases, after a Privacy Act request was processed, it became evident it should have been counted in the Annual Report (because a FOIA exemption was used). For these reasons, there are discrepancies between VA’s FY 2009 and FY 2008 reports. With the acquisition of an automated system that is being used by all VA’s FOIA Officers, we are optimistic that next year’s report will reflect VA’s FOIA operations more accurately.III. Editorial NotesRows with gray shading indicate the Office did not receive or process any FOIA requests in FY 2009.The Office of Acquisition and Materiel Management (A&MM) has been renamed Office of Acquisition and Logistics (OAL). The Office of Security and Law Enforcement (S&LE) has been renamed the Office of Security and Preparedness (OSP). The Office of Diversity Management & Equal Employment Opportunity (DM&EEO) has been renamed the Office of Diversity and Inclusion (ODI).PAGE PAGE 1IV. EXEMPTION 3 STATUTESStatute Type of Information Withheld Case Citation Number of Times Relied Upon per ComponentTotal Number of Times Relied Upon38 U.S.C. 5701 Records pertaining to any claim filed with the Department for names and addresses of present and former members of the Armed Forces and their dependents. Ashton v. VA, 1999 U.S. App. LEXIS 22957 (2d Cir. 1999) NCA02022VACO2VBA552VHA146838 U.S.C. 5705 Records created as part of a medical quality assurance programSchulte & Sun-Sentinel Co. v. VA, No. 86-6251, slip op. at 3-4 (S.D. Fla. Feb. 2, 1996)NCA060VACO10VBA0VHA5038 U.S.C. 7332 Records of the identity, diagnosis, prognosis, or treatment of any patient or subject which are maintained in connection with the performance of any patient or subject which are maintained in connection with the performance of any program or activity relating to drug abuse, alcoholism, or alcohol abuse, infection with the human immunodeficiency virus (HIV) or sickle cell anemia. Palmer v. Derwinski, No. 91-197, slip op. at 3-4 (E.D. Ky, June 10, 1992)NCA01932VACO2VBA8VHA192241 U.S.C. 253b(m) Prohibits the release of contractor proposals submitted to an agency during the course of federal procurements of property or services. Hornbostel v. Department of Interior, 305 F.Supp.2d 21, 30 (D.D.C. 2003)NCA027VACO5VBA0VHA2235 U.S.C. 205Protects patient recordsNANCA03VACO0VBA0VHA3V. FOIA REQUESTSA. Received, Processed and Pending FOIA RequestsComponentNumber of Requests Pending as of Start of Fiscal Year*Number of Requests Received in Fiscal Year Number of Requests Processed in Fiscal Year Number of Requests Pending as of End of Fiscal Year Admin BVA 018153C&LA0422CFM965668GC 5634919HRM 1854IG231930318Mgmt0770NCA228725237OAL 21720435368OASP&IA ODASB0330ODASIA ODI OF1634OI&T1523419455ORM0862OSDBU OSP010100P&P0202PA SEC0624VBA1,2456,8456,0941,996VCS VHA3,23561,34364,123455VA TOTAL4,73269,43271,4872,677* Due to problems inherent with manually collecting data for last year's report, the number of requests pending at the start of the fiscal year are different than the number of requests pending at the end of last year's FOIA annual report. V.B. (1) Disposition of FOIA Requests - All Processed RequestsComponentNumber of Full GrantsNumber of Partial Grants/ Partial Denials Number of Full Denials Based on Exemptions Number of Full Denials Based on Reasons Other than Exemptions TOTALNo RecordsAll Records Referred to Another Component or AgencyRequest WithdrawnFee-Related ReasonRecords not Reasonably DescribedImproper FOIA Request for Other ReasonNot Agency RecordDuplicate RequestOther *Explain in chart below B.(2)Admin BVA 65021000100015C&LA1100000000002CFM171201181104201066GC 1542419031001049HRM 3011000000005IG78118171822121261820303Mgmt2031010000007NCA9847158152202000252OAL 9033711903010131077353OASP&IA ODASB20000100000v3ODASIA ODI OF2000000100003OI&T589253141021617760194ORM4110000000006OSDBU OSP25101000001010P&P0000000000000PA SEC2000000000002VBA419075430281595164253921116146094VCS VHA19222358176491282183592238092709599570238818964123VA TOTAL237924570772813284159092858712785613674142528071487V.B.(2) Disposition of FOIA Requests – "Other Reasons" from Section V.B(1)ComponentDescriptionNumber of Times UsedTotalOALUnable to verify requests or no response from requestors75774th QTR FY 08 sales info not available at time of request2VBANeed death, birth or marriage certificate to release record1314Requestor died before request was completed1VHASubsumed by Litigation4189Medically Sensitive109Publicly Available50Patient Died24Glomar2VA TOTAL280V.B. (3) Disposition of FOIA Requests – Number of Times Exemptions AppliedComponentEx. 1 Ex. 2 Ex. 3 Ex. 4 Ex. 5 Ex. 6 Ex. 7(A) Ex. 7(B) Ex. 7(C) Ex. 7(D) Ex. 7(E) Ex. 7(F) Ex. 8 Ex. 9 Admin BVA 00002300000000C&LA00000100000000CFM0001031000000000GC 01002300000000HRM 00100000000000IG01412015118503101000Mgmt00111000000000NCA0106331600100000OAL 0063041800000000OASP&IA ODASB000000