Freedom of Information and Privacy Acts Case … Users' Guide Table ofFigures Chapter 2. FACTS Homepage and Modules 2-1. Department ofDefense Security Notification 8 2-2. Public Home

Description of document: US Army Freedom of Information and Privacy Acts Case Tracking System – FACTS - Users' Guide, 20-April-2005

Requested date: 15-October-2007 Released date: 24-March-2008 Posted date: 25-March-2008 Source of document: (On appeal from:)

Department of the Army Office of the General Counsel Washington DC 20310-0104 Freedom of Information Act Request Department of the Army US Army Freedom of Information and Privacy Office Casey Building, Suite 144 Attn: AAHS-RDF 7701 Telegraph Road Alexandria, VA 22315-3905 Phone: (703) 428-6494 Fax: (703) 428-6522 Email: [email protected]

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.

mailto:[email protected]

DEPARTMENT OF THE ARMYOFACE OF l1iE GENERAL COUNSEL

104 ARMY PENTAGONWASHINGTON DC 20310-0104

March 24, 2008

This letter responds to your Freedom of Information Act (FOIA) appeal, datedOctober 15, 2007. The U.S. Army Freedom of Information and Privacy Act Office, theInitial Denial Authority (IDA), denied your request for a "copy of the Manual orHandbcok for the FACTS database."

We apologize for the delay in responding to this appeal. The Anmy is required toaddress a large volume of FOIA demands and cannot always respond to appeals asquickly as we would like. We make it our practice to respond to appeals in the orderreceived. The courts have sanctioned this method of handling FOIA cases. OpenAmerica v. Watergate Special Prosecution Force, 547 F.2d 605, 614-16 (D.C. Cir.1976).

The IDA withheld the information you requested under Exemption 2 of the FOIA.5 U.S.C. § 552(b}(2). After a careful review of the issues presented in your appeal, wehave determined that you are entiUed to a copy of the responsive document that wasinitially withheld from you. A copy of the responsive information is enclosed.Accordingly, your appeal is granted.

This letter constitutes final action on behalf of the General Counsel, who hasbeen designated by the Secretary of the Anmy to consider appeals under the FOIA andthe PA. You may, if you so desire, seek judicial review of this determination in thefederal court system in accordance with the FOIA, 5 U.S.C. § 552(a}(4)(B).

Sincerely,

t~ljJA-~ol<M-zJ.-WIAssociate Deputy General Cou sel

Enclosure

Freedom of Information and Privacy ActsCase Tracking System

FACTS

Users' Guide

20 April 2005U.S. Army

Freedom of Information and Privacy OfficeUnited States Army Records Management and

Declassification Agency (USARMDA)

FACTSUsers' Guide

Table of ContentChapter 1. General1-1. Overview 51-2. Access 51-3. System Requirements 51-4. Security 61-5. Privacy Act Requirements 61-6. Functionality 61-7. Help. . 7

Chapter 2. FACTS Homepage and Modules2-1. Entering FACTS 82-2. Public Home Page 82-3. Department of the Army FOINPA Division Home Page 92-4. Help g2-5. Login 102-6. User Manual 102-7. Logout 11

Chapter 3. User Registration Module3-1. Registration 123-2. Activity Information 123-3. Profile Information 123-4. Account Information 13

Chapter 4. Case Management Module4-1. GeneraL 154-2. New Case Information 154-3. Existing Cases 174-4. View All 24

Chapter S. Search/Advanced Search Module5-1. GeneraL 255-2. Simple Search 255-3. Advanced Search 26

Chapter 6. Reports Module6-1. GeneraL........................ . 296-2. Status Report 296-3. Annual Report 306-4. Current Open Cases Report 346-5. Closed Cases Report 356-6. All Cases Report 366-7. Accomplishments/BackI09/Caseload Report 36

Chapter 7. Initial Denial Authority Module 38Chapter 8. Army Activities Module 39Chapter 9. Electronic Reading Room Module 41Chapter 10. Data Import Module 44

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FACTSUsers' Guide

Table of Figures

Chapter 2. FACTS Homepage and Modules2-1. Department of Defense Security Notification 82-2. Public Home Page g2-3. Frequently Asked Questions Page 102-4. FACTS Login Screen 102-5. User Guide Screen 112-6. FACTS Logout Screen 11

Chapter 3. User Registration Module3-1. Activity Drop Down Screen 123-2. "Other'" Activity Option Screen 123-3. Profile Information (Registration) Screen 133-4. Account Information (Registration) Screen 133-5. New User Registration Notification 14

Chapter 4. Case Management Module4-1. Case Management Module Screen . 154-2. Search Up Fron!.. 154-3. Search Up Front Results 164-4. New Case Screen 174-5. Case Successfully Added Screen 174-6. Existing Case Retrieval Screen . 184-7. Existing Case Retrieval Screen (Partial Name) 184-8. Existing Case Edit or Close Case Command 1g4-9. Edit FOIA Case View 194-10. Case Successfully Updated Screen 204-11. Action Taken Drop-Down Menu Options 204-12. Multiple Exemptions 204-13. Statutes Associated with Exemption (b)(3) 214-14. Administratively Closed Reason Options 214-15. Fee Category of Requesters . 224-16. Processing Cost Calculations 224-17. Total Charged. Fee Waived. Fee Reduced 224-18. Fee Amount Charged 234-19. Case Successfully Closed Screen 234-20. Enter Remarks. Fee Collected. Appeal- Closed Case 234-21. Activity System Admin Closed Case Options 244-22. View All - Sorted by Action Officer 24

Chapter 5. Search/Advanced Search Module5-1. Simple Search Screen 255-2. Advanced Search Screen 26

Submit questions. requirements. and comments 10 [email protected],army.miJ. 3

FACTSUsers' Guide

Chapter 6. Reports Module6-1. Status Report Screen 296-2. Status Report Results 306-3. Activity System Admin; Enter Program Cost (Reports Tab) 316-4. Full-Time Employee Calculations 316-5. Part-Time Employee Calculations 316-6. Contractors Calculations 326-7. Other Costs in Total Program Cost 326-8. Annual Report Results 336-9. Open Cases Query 346-10. Sample Open Cases Report Screen 346-11. Sample Open Case By Action Officer Report Screen 356-12. Close Case Query 356-13. Sample Closed Case Report Screen 366-14. ABC by Action Officer Report Screen 376-15. ABC by Action Officer Report Results (Sorted by Action) 37

Chapter 7. Initial Denial Authority ModuleIDA Screen 38

Chapter 8. Army Activities Module8-1. Army Activities Listing 398-2. Search Army Activities 398-3. System Admin (Edit Activity Information) 408-4. Update Activity Information Screen 40

Chapter 9. Electronic Reading Room Module9-1. System Admin Screen 419-2. System Admin (E-RR Screen) 419-3. E-RR File Upload Screen 429-4. E-RR Access Screen 429-5. E-RR Index Screen 43

Chapter 10. Data Import Module10-1. Data Import Screen 4410-2. Data Containing Errors or Omissions Screen 4410-3. Data Imported Successfully Screen 44

4 Send questions. requirements. and comments to [email protected].

FACTSUsers' Guide

Chapter 1General

1-1. Overview.

a. The Freedom of Information and Privacy Acts Case Tracking System (FACTS) isa web-based enterprise solution, which reduces many of the administrative burdens andchallenges present in managing Freedom of Information and Privacy Act Programs atevery level of the Amny. The Department of the Amny Freedom of Information andPrivacy Division designed the system in concert with the technical developers of ArmyRecords Information Management System, (ARIMS). The objective of FACTS is toprovide unifomnity of data collected during administratively processing FOIAJPA cases,facilitate world-wide tracking and exposure, empower users to search case informationon an Army-wide or activity specific scale, employ automated programs andmanagement reports. and to identify those routinely requested documents for possibleinclusion in the Army electronic reading room.

b. Currently, there are over 300 Army offices responsible for processing FOIAJPArequests. Annually, more than 28,000 requests are submitted from individuals andcorporations outside the Federal Government. Historically there was no method ofsearching requests information on an Army-wide basis or maintaining current andinclusive contact information for the program offices through this decentralized program.

c. The purpose of this user manual is to define the key design features of FACTSand to give the user a better understanding of how to navigate and operate the system.The manual is divided into chapters. Each module is defined in a separate chapter withcorresponding figures for demonstrating a capability or functionality.

d. If you have questions concerning any of the modules, please feel free to submityour question to [email protected].

1-2. Access.

Access to FACTS is limited to Army FOIAJPA Officers, iDAs, and other individualsauthorized to process and respond to requests from individuals and corporationsoutside the Federal Government.

1-3. System Requirements.

The FACTS website is designed to support Internet Explorer version 5.0 and higher.The site also uses Java, Javascript, CSS, & DHTML. Internet Explorer 5.0+ already hasthis support built in. If your browser does not support these, your system administratorcan provide you with the "plug-ins" to have full access to FACTS. No other software isrequired. This site is best viewed using a screen resolution of 1024 x 768.

Submit questions. requirements. and comments to [email protected]. 5

FACTSUsers' Guide

1-4. Security.

In order to ensure security and integration with other supported Records Managementand Declassification Agency record related missions, FACTS is released as acomponent of the Army Records Information Management System (ARIMS).

1-5. Privacy Act Requirements.

a. User Information. Disclosure of your contact information is voluntary. It issolicited for the sole purpose of verifying your identity in the login process. However.failure to provide the requested information will result in denial of access to FACTS.Information furnished by you will be maintained and safeguarded by the systemadministrators.

b. Requester Information. Users must ensure they adhere to strict Privacy Actregulatory guidance. This system is not approved to require, collect, or maintain socialsecurity numbers, home addresses, date of birth, personal telephone numbers, or otherpersonal identifiers.

1-6. Functionality.

FACTS has distinct modules. Refer to the corresponding chapter for an in-depthdescription. figures. and step-by-step instructions. As an overview:

(1) The Case Management module contains the capabilities for entering newcases, updating or editing existing cases, and closing cases.

(2) The Search and Query functions enable users to perform simple searches orbuild complex queries using Boolean logical operators and word or number entries. Thecriteria of searching can involve action officer, inclusive dates, and status of case, thusthe results can meet many of the report requirements and serve as a usefulmanagement tool.

(3) The Reports module contains a status report which consists of number ofcases received, currently open, closed, and pending more than 20 days during aspecified time period. This module also contains the capability to output the requireddata and statistics for inclusion in the annual FOIA report.

(4) Access to FACTS is limited to Army FOIAIPA Officers. IDAs. and otherindividuals authorized to process and respond to requests from individuals andcorporations outside the Federal Government. The Registration and Profile Modulesallow users to register and have the ability to update contact information.

(5) The IDA Module is a searchabie database of inclusive and up to date contactinformation and areas of responsibilities for the Department of the Army Initial DenialAuthorities.


FACTSUsers' Guide

(6) The Army Activities Module is a searchable database of inclusive and up todate contact information for the FOINPA Offices within the Department of the Army.

(7) The System Admin Module is limited to only Activity System Admin users, andallows update of Activity information, changing of roles of users assigned to that Activity,and submitting documents for possible inclusion in the Army Electronic Reading Room.

1-7. Help.

a. Frequently Asked Questions (FAQ). The FAQ page, accessible from the Help tab,addresses both FACTS technical and FOINPA functional questions.

b. On-line Help. If you have a question on the operability or technical aspect ofFACTS, submit your question to [email protected].

C. Functional Assistance. An attempt was made to address functional concemswithin this Users' Guide and FAQ. Forward functional issues or questions notaddressed in the Users· Guide or FAQ to [email protected].

Submit questions, requirements, and comments to [email protected]. 7

FACTSUsers' Guide

Chapter 2FACTS Homepage and Modules

2-1. Entering FACTS. Upon entry into FACTS. the user is presented with the requiredDepartment of Defense notification before allowing access and query functions. Toproceed, click the "Enter FACTS· button at the bottom of the notification as shown inFigure 2-1 below.

... nENl'lOtt ntIS IS" O£PARTM£MT Of O£FENSE COMPUTER SYSTEM

Before pl'QCe'S$I'llI c\lls$llied f1lormallon, check the !lCCfedlMlDn level 01 the sysIern 00 IlQl process, st<1re, or trens'" nfCll'lMlionc.I!Iss/f1lld lCCfecl:ed Ibove Itle acetedt!ltlc:ro Ie\Id Of the system.

,tis coqUer $VSIeno, roo;lDIg"'-eel~.~ _ .-....-to cIe'¥OCa (nct.de$ n11!m1!1 8CCeS8)• ...., prOYIded rri110r...medU S OaV'lIfrwnmuse DOOCOQlIJef SvsI_nrtbellllll"lllnd 1or .. 1awfuI pt.rpOSeS.1o IlCMaIe proIectIDn~~ eccess•.-.d to verity SflCU'ry proceo.es, SU'VWIIl*y n ~."... sea.1y

......omg roclJdes, IItI is rd ...eel 1o.1drVe attacb bV It.Choraed DOD IlllItJes to~ or verity II'Ie sea.rty Of the $y1lenI 0I.mgmonforrog, m(O'""""" "*I' be e,....-,ecl ••_dell, coped IIncl used lor eo..IhOflU'd po.rpolles AI ~1trmlIbon. rdldrog personelIntcml!llllll, placed on 01 sen: aw!Jt It'll system mlI'y' be lIlOnIIcnd.

Use or ltis 000 CllITJI(i'lf SV"em, ....chtrazed or lJ'>lIUhoriled, coosttlAelI COIlsert to mcnIalng at tm sy!lem l,hao.J:rori:fed Ine rnw,r~ VOJ to crtmlII pro:secWon EYId!nce of lrlSLttloriI:ed lftll~eod(ling II'lI)I'l(omg IfItItY be used lor .dlllnslnt.ve. ariW oraner rWelse 8dlcn Use 01 ths sntem CCI'ISUlIes CllnSert 10 """*""9 lor lllownJ WPOSft

I ""'"".c" IFigure 2-1. Department of Defense Security Notification.

2-2. Public Home Page.

The public view of the FACTS home page (shown in Figure 2-2) provides the guest withintroductory information about FACTS. The text contained on this page provides a briefoverview of the system and a description of the tabbed headings.

8 Send questions, requirements. and comments to [email protected].

FACTSUsers' Guide

fREEDOM Of'!fORMAnot! AlII PRlVACT ACTS CASE TRACfllUG STSTEM

Acees:s Il"Id use of the system ISlTlCf1tored to eflSlJ'e seo.r'Y oj fllOfIllation CO'tlllhed wbl U:sers of fACTS shoUd net assune fIIrr(

degree 01 ptl't8lC)'

EXPlAlIATlOII Of TABI£ADltGS:

IDAs _ A btr9 oj ntllII DeneI ~....tichncLdes.....-og lIlb'ess. tdephone Il"Id lax 1Ul'tNrs,1l"Id.1l8$ 01r~.

ARMY ACt'YITIES_AA~ tstng 01 Army Freedom 01 nlormlDro Il"Id Priv8cy Ad. o1tice$ '#\It'ich nr;USe$ rnMng ackt"es=,telephone Il"Id lax runbefs

lJSER MAIIUAL - Oowni:lad or YICW the users' Gl.-de \OItId'l ctetnes key lelll.lles and !JVeS mtruc1lOfls on how 10 f1IMl1lII:e Il"Id QPef81ethe system

lOG OOT _Closes DlA 'fOAI!eSSIOO 01 usf'og FACTS.

Figure 2-2. Public Home Page.

2-3. U.S. Army Freedom of Information and Privacy Act Office.Users selecting the DA FOIAIPA tab will be redirected to the Department of the ArmyFreedom of Information and Privacy Act Office Home Page.

2-4. Help. Once you select the Help tab, you will see a screen similar to Figure 2-3.This screen addresses a number of common FACTS technical and FOIA functionalissues. As questions arise, they will be incorporated into this section.

Submit questions. requirements, and comments to [email protected]/. 9

FACTSUsers' Guide

.........~"'-... g,..-

FACTS Technical Questions

I 'y'Vhat IS FACTS?

2 How do I access FACTS?

3 VIItIat cen FACTS do for me?

4 With all the options evallable at the FACTS website how do I eas,tf move aroundthe slIe?

5 I am hCMoO problems VIewing the FACTS weDS'I'" Wl'!at shOuld I dq?

6 What " my guesnon IS not answered here In the F AQs?

FOIA Functional Questions

7 CoUld you list me FQIA EoeemptJonswl(h a boe! summar(?

8 VYha!: ere some of the freguently Y'"ed DQragraohs for leners to ttle rElQJ9stel'?

9 How can I determine .....nen to process e reauest under both FQIA snd PA proaramsQf Simply as a FOIA?

Figure 2-3. Frequently Asked Questions Page.

2-5. Login. To gain access into the suite of tools available within FACTS, a user mustbe a registered user. Once this process has occurred, the user will be given a useraccount and password to log into FACTS. To log into FACTS, simply click the "Login"button at the top and a login page is displayed. as seen in Figure 2-4 below.

LOGIN TO fAtfS

EIHER THE USER N.AIoIE ,,"0 PASSWORD ASSIGNEO /lURING TilE RE6tSTItoflT1ON PROCESS.

Usernllme:

passwgrd:

Figure 2-4. FACTS Login Screen.

2-6. User Manual. Users logged into FACTS may view and download the Users'Manual from the tab shown in Figure 2-5 below. The manual is available in MS Wordand in PDF format. All users are encouraged to download and review the users'manual. Submit comments or topics for inclusion to [email protected].


FACTSUsers' Guide

fACTS USUt MAlIUAl.

D9'M*lod \,lag, M!IOIIJj (p00

Figure 2-5. Users' Manual Screen.

2-7. Logout. To exit a FACTS session, click the "Logout" button at the top of the pageas shown in figure 2-6 below.

fACTS LOGOUT PROCEDURI!· THANK VOU fOR VISITING fACTS

The browser _llUlornetocellV ret...n to !he det_ so...... '1__.Voumoy_~lor"""'_

Figure 2-6. FACTS Logout Screen.

Submit questions, requirements. and comments to FACTS®rmda.befvoir.army.mil. 1I

FACTSUsers' Guide

Chapter 3User Registration Module

3·1. Registration. FACTS requires new users to register for access and securityprivileges. It is dUring this registration process that a relationship is determined whichArmy FOIAIPA office the user is a member.

3·2. Activity Information. Type your office symbol and select the appropriate activityfrom the drop down box as shown in Figure 3-1. If your activity is not listed select'Other'" located at the bottom of the list. Then type your "Activity Name" in the field asshown in Figure 3-2.

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Figure 3-1. Activity Drop-Down Screen.

II 01her '!

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Figure 3-2. 'Other'" Activity Option Screen.

3-3. Profile Information. Complete the profile information entries shown in Figure 3-3below with your official information (i.e.• address, E-mail address. and phone). All fieldsexcept "Alternate Address" and ~Fax" are required.


Profl6e t"f"OfrmOOo ~ Indicates a ReQuired Fjeld

F"••_.

ely'

FACTSUsers' Guide

PIeMe gve us YQlIIJIname -t- Je"" RobertSI,"th FOIl prWacy........_wi orPt be ..-d fa'..,...,......

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AKO e-mlliIlldl:i'es$; .,jo.....sm.llIQ:.o«..""y.mil

Figure 3-3. Profile Information (Registration) Screen.

38 4. Account Information. The final step of registration is to enter your "Sign-InName" and password shown in Figure 3-4 below. After selecting ~Create User Profile.~

you will receive notification that your request has been received and will be processed(see Figure 3-5 below). Once approved/validated by the FACTS Administrators you willreceive a separate email confirmation. You may then begin using FACTS.

Submit questions. requirements. and comments to [email protected]. 13

FACTSUsers' Guide

Account In(ormltlon

User Letters or~.rnJSl: be no more ItW1 8_..~

Password'

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Moy be up to eqt (8)ctw!lcters long, rrrtItfcortaro ruTbers (0·9)

"'"""" "'"~a'Se lettt6$ (A-Z,....z). bl.t no~

Figure 3-4. Account Information (Registration) Screen.

REGlSrRATION

14

HEW USER AfClSTRAnON

Th..nk You! YOU! legm'iuioll is Belulj Reviewed.

ThtIrIi you for f~sti"g!llCC&S to the freeoom 01 ~lonn!IIion and Pnvacy Acts Case Tractng System (F....CTS) YOlI relJ,lest Is betngreviewed by the 0 ... F.eedom of information I!ll'I(l Privacy Acts~ end, when epproprillle, FOlAper~ wthin yaI cl1!1n 01c:omrnend Currently, 'lOll' accounI is iledlve VIotlen the review IS canplele and ywr request ha3 been 8pj:)rOYed, you"""" receive emailnctltCIltJOO. y~ msy beQir1 usilg fACTS orce Y'OU recetV'e the epp'O'fal nctltceIJM

oNe ...... prllCeU yaJI reques!e ,epdy tIS pos-stie Idhom:lD:ItI is lypCatt llJ.-ted WItWl S~ If Y'OU haVe any quesllOOS 01'

WII"IIIO d>eCt on !he status Of you' 'el:f'I'Sl:, pIes:se :send en __ to t!d.SCrmde!le!yo! -!lr!!J'fM

Figure 3-5. New User Registration Notification.

Send questions, requirements, and comments to [email protected].

FACTSUsers' Guide

Chapter 4Case Management Module

4-1. General.

a. From within the Case Management Module (shown at Figure 4-1), requestsreceived or referred to the users' activity can be added, updated, edited, and viewed.The parameters associated with your user type. which is assigned during theregistration and validation process, are based on your activity's business practice,determines the tasks and fields you may access and update.

b. Currently, the user groups are Action Officer, Activity Admin, Read Only, andActivity System Admin. Additional groups and parameters will be added asrequirements are identified by activities. New Case tab is only present when user isidentified as an Activity Admin and Activity System Admin.

E}(fS.111:0 CASES

rm secbcn IS tor~~lOgeJIlCl'1l. From ttI3 .eo, you ClIll edd 1I new CIl$e. updIIte, edt or cIo$e ... eJl.isb'lg ease, llInd_ eIea~ lnder the p.niew Of 'YO-'~

• New C!:ISI • Add a new case 10 the dtltab!lse• Exinog ellses .l...IpdN:e, edit M1d dOse elClsting eMes• Vew ..... - View 1I ut 01 • ce,e~open llInd clo~ o.n:terthe J:U't/iew of yfJAJf activty

Figure 4-1. Case Management Module Screen.

4-2. New Case Information. (Activity Admin andlor Activity System Admin user.)

a. The first step in logging in a new case is to enter the requester's last name.Activities using "last 4 SSN" may also search by a combination of requester name andoptional last 4 SSN as shown in Figure 4-2 below.

Figure 4-2. Search Up Front


FACTSUsers' Guide

b. Figure 4-3 shows an example of previously logged cases tied to a specificrequester's last name. The data fields displayed include Control Number, ActivityNumber, Requester Name, Last 4 SSN (if used), Date Received, Suspense andExtension Dates, Closed Date (if appropriate) Action Officer, Type of Request,Classification, Action Taken, Subject of Requests and Fees Owed. You may either viewindividual cases by clicking on the hyper-linked Activity Number or continue processingby pressing "Continue and Add a New Case." (Note: User viewing individual casesmay return to this screen by using the "BACK" button on the navigation tool bar.)

~ .......,.._.=fP-Q1-!9'9?l '",·1l4.0021 '

tr·Qt"QQQ1?? .....,...,'22....- __!'P.llHlllH146 .~_,,)., •

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10<'\1>W3_ "p' ....-.""_ -..- -,.c_""""""" __,""" ~a.o.....-._ ""*""-_C_

Figure 4-3. Search Up Front Results

c. Figure 4-4 is an example of the screen shown in cases where no matches are tiedto the requesters last name or when users have selected "Continue and Add NewCase: By designating required fields the reports and searches are complete andinclusive. The required fields are: request date, received date, suspense date (20working day), type (FOIA, PNFOIA) priority (simple complex, expedited), classification,receiving activity, subject, action officer assigned to the case, and requester information.(Note: Action Officers listed are those associated with your activity during theregistration process.) Case numbers are automatically generated and consecutive forall cases assigned within the Army for that fiscal year. Cases also have a sub numberspecific to your activity.

16 Send questions. requirements, and comments to [email protected].

FACTSUsers' Guide

MfW rOIA P,\ rASE SUOlJlTUl FOflW

~.._._.1~_...-...

.........."

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-..-.. /oo'......_r 0_..Figure 4-4. New Case Screen.

b. When all required field are filled, press the "Submit Case" button. If the case wassuccessfully entered, you will be notified of the case numbers associated with thisrequest. (Figure 4-5). From this screen you have the option to "Add Another Case,""Go To Added Case" (for edit or close functions), or "Done' which will retum the user tothe main Case Management page (shown at Figure 4-1).

EXISTN3 CAseS , '.l:'f4All

Figure 4-5. Case Successfully Added Screen.

4-3. Existing Cases. To edit, update, or close an existing case use the screen at the"Existing Cases· tab.

a. All registered users can retrieve cases received by their Activity by selecting theapplicable case from the "View All" screen. Users may also view a request by CaseNumber (Army-wide number or Activity number) or by Requester Last Name from the"Existing Cases" tab. FACTS robust retrieval capabilities allow users to retrieve cases


FACTSUsers' Guide

by partial entries (Le., 0090 for case number, partial spelling for requester last name) asshown in Figure 4-6. A sample result of a partial name search is shown in Figure 4-7.

Figure 4-6. Existing Case Retrieval Screen.

Figure 4-7. Existing Case Retrieval Screen (Partial Name).

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• g Dole .eweiII__ IC"'.ed

< ut Ito.....

b. Select the applicable case by clicking on the linked Control Number (Army-widecase number). You will be taken to a view of the case. No fields can be entered orupdated from this view. To edit or close the case click on the corresponding commandpositioned under the "View All" tab as shown circled in Figure 4-8. Note: ONLY ActionOfficers, Activity Admin and Activity System Admin users have the capability of updatingActivity cases. Action Officers can only update those cases assigned to them (however,Action Officers can not reassign a case to another Action Officer). Activity Admin andActivity System Admin users may edit and update all cases assigned to their activity.


FACTSUsers' Guide

Figure 4-8. Existing Case Edit or Close Case Command.

c. You may edit or update case inlonmation fields. Not all fields can be altered by theActivity Admin user. The Activity System Admin users may also update the RequestDate, Received Date and Suspense Date. The parameters are set so that only theActivity Admin and Activity System Admin designees may reassign Action Officers toexisting cases and Action Officers may only update cases assigned to them. Field thatmay be edited or updated are: Extension Date, Request type (FOIA, PNFOIA),Request Priority (Simple, Complex, Expedited), Classification (Confidential, Secret, TopSecret, Unclassified), Request High Visibility (None, Presidential, Ccngressional, NewsMedia), Relerred By. Subject, Requester Inlonmation, Fee Inlonmation, Initial DenialAuthority Inlonmation, and Remarks. Figure 4-9 is an example 01 the Edit Caseinlonmation option as seen by an Action Officer (Only Activity Admin users have theoption 01 reassigning cases to other Action Officers within the Activity.)

J

L...... sst!

EOiT FOIA CASE VIEW

fP-ll4-lXI'1S\6 Reque.. D".6Il1flJJ04. $-..... D... 1/20I20O<If~·ISI6 '"'c.ori'Ie1ID".6I22J2lXl4 &1:.".0",,11... ~l

_~..DA

'8fQl,t,OPA

&SirlJleO~x Of:qle¢le<! 1tc""""!01 bpc,IlI.'1! 0

-..n.AjWI.

--.

I~e-I

...oc...... C_lnII.....-

l!e<IUOl~l.. fH .._? 0

R...." ..IlIy

Figure 4-9. Edit FOIA Case View.

Action 0ItK••

Re<...._ ... w",,,llIlion

*-...".

!lot'....M CI...s O~Osee,,,, 0 TopSl:<ord <1lur~nil""

R."le_Hiufl Wld.il;ly 0,.".. OPt_ OCorqes_ 0 __Adlw~ltculMdIhe M.'!..... OA FOloY',o, Dtmion

======--=

Submit Questions, requirements. and comments to [email protected]. 19

FACTSUsers' Guide

d. Once the case information is updated press the "Update Case" button at thebottom of the page. You will be notified that the case was successfully updated asshown in figure 4-10. By using the buttons on the bottom of this screen you may editanother case, return to the updated case, or be redirected to the main CaseManagement page ("Done").

Vcu eMe~ fP.ro.o:xJl1 l(f....r0.0022) is~ed

Figure 4-10. Case Successfully Updated Screen.

e. By selecting the ·Close Case" feature circled in Figure 4-8 Activity Admin andActivity System Admin users will again access the options shown in Edit FOIAIPA CaseView (see figure 4-9). In addition to these fields there are required portions to close acase. These are contained in the Case Closing Information and Processing Costsections as shown in Figure 4-11.

f. In order to close a request you must identify Action Taken. The options availablefrom the drop-down menu are: Denied in part; Denied in full, Granted, andAdministratively Closed. (Refer to Figure 4-11 below.)

I·. o select lI\Ol'ethln oneex~ press corr,ol ...hIIe se-leetnJ rnJlopleeJ(~) ..era Of IIIhYIIlIl del_e Of IOfeql pc:ky

~--

Figure 4-11. Action Taken Drop-Down Menu Options.

g. Options within Action Taken:

(1) If the request is "Denied in Part" or "Denied in Full" the Exemption menudisplays (as shown in Figure 4-12 below). To select more than one exemption holddown the Control button as you select individual exemptions. If "(bX3)" exemption isselected ou will need to identi the s ecific statute as shown in Fi ure 4-13 below.

20

Actionh......

..."""..1Oene,Hl Pat

Figure 4-12. Multiple Exemptions.

Send questions. requirements. and comments to [email protected].

FACTSUsers' Guide

e. ""l'Please Select en Exerr1D:ln (To.seled more 1hlln oneex~ press artrtJl whiIIl seIecli1g ndiple exempOOn$) ,.

(bXl) - 08ssitied sec;::rd meaer3 or nm::r-t deleme or lor. poley ](bX2)-l"Cem!Il Persornd RUes IW'Id PtltCtlee$

v

bl SU(~es

jPlease select /I b3 St"'...e,1.5USCS57~

12 • 5 USC ARl. of, Sec. 201(tlX1X2)3 - 5 USC §7114CbX4)

Figure 4-13. Statutes Associated with Exemption (b)(3).

v

(2) If the "Administratively" Closed option is selected a separate "Reason"scrollable drop-down menu appears. Select the applicable reason as demonstratedbelow in Figure 4-14. Remember to identify the office to receive your referral in the"Referred To" field.

~$UllliveIy Cll»ed ... Reason!~ Select /I Reason~

Action hk~n v

j~SeledWl~(TOselealftCll'eJc.l'NCIfleoords • - }.

bM'lJtiOn I(bX1J -~~et rI'Illfttfs Of' nIlIOnII do -2 _Relerr.(bX2)· ....emaI Persomel Net and Pl'llCIJ::es C-3 _R~ wt!"O"..-.(bX3j.b3ex~ C-4. fee relaled.eason v

CoS - RecQrM no::I,~ desCribedPtocesslnog Cost ~ll'""nliltion C-6 - Pb • proper fOl.l,equest tor _ Olher .-.

RequHt lor f_0 fee C"e(IOfY Plees;'S

1 _Net en Agen::y~

....~.? C-e·~eRequestC·9A· Bectronic Reler.1I

- C·9B· m."llicoenl AlbenFee Amou,. • Amounl: Collected $~ C-9C .l8C:Ud 3rd Party WI!IINP.f

-- e.g). Nlk:ly sdd~

Rd.-red 10 .e-i: .Cred: t#'RC Rel",_- - - .W' - NlJn.Alb"tIW;ln

I - C-go - ~(lfler Referrals

Remark. C.9H . No:1~ Issue

Figure 4-14. Administratively Closed Reason Options.

(3) When a request is granted select the "Granted" option from the drop-downmenu. You are not prompted or required to select an exemption or reason.

h. Utilize the Fee Category drop-down menu to select the applicable code. Theoptions are: "Commercial:' "Educational/News Media," and "Other." (These are shownin Figure 4-15 below.) Once you select the appropriate category of requester the datacontained in a DD Form 2086 is displayed as shown in Figure 4-16. (Note: The DDForm 2086 will not be displayed when Administratively Closing a Case except then thereason is either ~No Records" or ~Fee Related Reason. ~ All of the business rulesassociated with determining processing and chargeable cost. have been built in to thisportion (Le., Commercial requesters are charged for Search, Review, and Duplication;Educational/News Media requesters are not charged for Search but are charged forReview and Duplication after the first 100 pages; Others are charged for Search afterthe first two hours, not charged for Review, and receive the first 100 pages free ofduplication). Once all of the processing costs are entered you are required to annotatethe Total Charged, if Fees were Waived or Reduced as shown in Figure 4-17. Feesunder the DoD $15.00 threshold will not be accepted.

Submit questions. requirements, and comments to [email protected]. 21

FACTSUsers' Guide

P,'oceuing Cou: 1nf00nution

Request fo, feeWiNe. t

fe. Amount

o,,

fee c.negoIY! PleDse SeIec1

l~""AmountCOlJected=~mede

Figure 4-15. Fee Category of Requester.

"".,....,

... .,~ -::J ... .,.....,I1J Tall! IjqIn mttutyRaQ

~ $7500

I~ $75.00

17500

CIlfllt!fllllll l2lB£

l1J.IYO>Oc l2lB£

L~ "'''[ __1 Ill!S

...,

'-_----,_-'i"~--~..,'

0-11'"_10" r"" o;ot~ ert.rde<U:lIon 01 100 poges Ire.

ChlrgeMlle 10 "eorIYI'lefe.el"r~e...."..

i'kt c'*geebIe 10..., lee ClIIegllry

"'-"'"~Io~CIII"a"ld"l:Ah<r"lllel'__ Of __ 01 2hcus,.o-ve-lo~_- ___ -.eti<rt of 2..... ' Irell

Hol ~atIIe to 11I"1 tee ~"9'WY

...-OlIfoe_ to "coIrYl'M!raat ....,~Iller <Ieddoln of 2 hcus Ifee

Chwgoe_ to "IXlOl'IrI*CIlII"'~e<s.".

Nol~ I" ..., tee ClIIegorv

...~10""""6d1r_·_·

Iller decl.dDl Of 2 r.:us Irft.

Qw..--to"COoI'neoc.r.~S

.".

...-OIIlIIge_ 1o "com>llIoeI' """" "O!her"'.net de<l.dIon 01 2 I'IOI.rs !r.....

o

e 0Ih!r "'*'"*_ Costs

6 PrpttsBlIlI! Hill" (0:1 ,().fjm-9-QS-1S!

Figure 4-16. Processing Cost Calculations.

5 C!ctlcaIlbn (E-9.QS.§ I!!d b$W)

•. SNrch

e 0Ihef~"•• CosI,

1 Cx!Cl.lMlllOlnro-1. fS " ...., !!tmel

a.~10 "coIrmlIfall'" __

b (2). Pl'0ll.......... Opel..,Prota"""'" lieu. Iller <ilI<tJcto:ln 01 2 hl:ul bee.

i OUS' MIp;tiJc Cgpy ReprO!lJctgl ~

TOUIC~ fe.S 1";=====;Tot~ Proc:eniog Fe-es -I

Total Ch;M lied s,[1====,FeeW"ived7 0

Fee Re,hlndt 0Fee I~ Appk"'" 0

Figure 4-17. Total Charged, Fee Waived, Fee Reduced.


FACTSUsers' Guide

I. Enter the "Fee Amount" in the appropriate field as shown in Figure 4-18. If no feeshave been collected on this request you must enter a numeric zero in the YAmountCollected" field. The "Fee Remaining" field is auto-calculated.

Fee Amoullt

Refelled To

Sl AnlOUI'" Collected~

ll

Figure 4-18. Fee Amount Charged.

j. Press "Close Case" at the bottom of the screen.

k. Once the case is successfully closed, you will be notified as shown in Figure 4-19.

1m 8eektoCIIH I

Figure 4-19. Case Successfully Closed in FACTS.

I. You may still view cases closed in FACTS. However, only remarks, fee collection.and appeal information can be added from the Existing Cases tab by the Action Officerand Activity Admin (refer to Figure 4-20 for the location of these options).

aOSED fOLA CASE WITH OPTION TO ADO RfUARKS. FEES COllEcr~, l':',llmllll"""lII"'!mI'nrs

Figure 4-20. Enter Remarks, Fee Collected. Appeal - Closed Case.

m. The Activity System Admin user may also enter remarks, fees collected, appealinformation and Admin Edit (update all information except FOIA Control Number/CaseNumbers). Refer to Figure 4-21.

Submit questions, requirements, and comments to [email protected],army.mil. 23

FACTSUsers' Guide

ControlllumMifP-04..{Q))19 Requesl O.lte 101112003 Suspense 0... lOl3OJ2(X)3FA.(M..0019 R«eivedD.llelOJ2l2OOJ btensionO••

Figure 4-21. Activity System Admin Closed Case Options.

4-4. View All. View all cases assigned to your activity by selecting the "View All" tabfrom any of the Case Management module screens. The fields within "View All" include:Control Number, Activity Number, Requester Name (Last and First), Date Received,Suspense and Extension Date, Date Closed, Action Officer, Type, Classification, andAction Taken. The default list cases in ascending order for the current Fiscal Year.Sort any field by clicking on the field title as shown in the example of sorting by ActionOfficer (Figure 4-22). To access any of the cases click on the correspondinghyperlinked Control Number.

_R.......IlI_fJ'-QiHIIOO!iQ ' ....03-0001 Aonero Ktthy 9sr2OO3 t.1er.&erm fOA lhclasSlfied

FP.mgJOQ9'J f,.t,..O,l.OOloCtnl Deny 9&'2003 c.1el'.~ BlItl~

FP.Q:}OOO!12 fA-0J..0Q21Y_ w., 9I1012l1l3 C_.1!lretD fQl,l,~

fP.{f}OOOQ9ll FA.QJ.00)9 8IId eo.,.. 9N2OOJ Carta. Bret'dio Bah lh::lu$llied

rp·Q3.000095 FA-OJ.OOlI6Vendou WIki 9I9J2Oll3 flSt£R,STEPt-EN FOlA ...r.:eulfled

fP-9>-OOOl03 r".c3-OO!4Ast<n Trudy 9J9I2OOl flStfil:,STEPItN FOlA l.hcInsrl'iearp.Q3.(QjJ05 FA-03-OO16111olnde18 ar.ty 9IMOO3 I'lStER.STEA-9 FeP.~

FP-Ol=QJO!OO FA-O.).OO11w.,.ne JaI'n 9N2OOJ FlSl-ER,STEI'tEN FOI,I. lhcIooI_fl'-9}9X09Z FA-034101H,uedooo¥ JMi! 9J'JI'2OO3 FISHER,STEPHEN fOIA ~fled

Ac110n like"

Fp.Q3.!1»J91 rA-oJ-OOO20'lr9 Clrt'loe 9I9i2OO3 FIStER.STEPt-£N fOlA lFlckIsslMdFP.r0.0:x!0S3 F,t..03-lXXI4.-- Cfthlo.n:I'l'9I2OO3 fISHE:R,STEPt£N fo,t. Conllde<1>aI

fI>..O:HIl!!92 fA..ro-oooJSmoe ~ 9.ElI2OO3 Jordan,lIlJry faA~FP-Ol.QlQC§§ F.....Q3.0007V~ a.18s 9I9I'2lIOJ Jordan. ..., fa.-.~fP-O}OOOlO1 fA-03-OO12w:R. WIrf 9J9I2lID Jor"'."'""" FOIA lhclassifledfP.Q3.@lQ! FA-oJ.OOl S 1\4* Roneld 9I9J2OO3 Jorden, MlIty FOlA Unc:lMsl1ied

rp-03{OO111 rA.Q3-0022V..-s. Wrttt 9I1G12OO39110J2C0JPace,c.Ie faA U'IcIltsslfied AOfwlIsIrIlMllyC1OudfP..(!J..OO11Q7 fA..Q3..OO1l1~ ..... 9I9f2OO3 Pllce,ClIIo8 FaA ~ssrtlod

Figure 4-22. View All - Sorted by Action Officer.


FACTSUsers' Guide

Chapter 5Search/Advanced Search Module

5-1. General. All registered users may search case information on an Army-wide oractivity specific basis by selecting the ·Search/Query" tab available from all screenswithin FACTS. The simple search method is the default method as shown in Figure 5-1.To build complex search criteria press the "Advanced»" button at the bottom of thescreen.

!'t)ME II CASES iXA'KH fGU'RV REMItTS II PRQFl.l! II f),y II ARliN At Tr'vITiES II HELP II U~I'R r.lA».IAl II lOO OUT

rOlA PA QUERY PAGE

FOIAfPA If.Il!I''f 1X9l......." .. lnetSl0 peo'oon~~~erct>n enthe ""frI'f Freedom 01 ~1"'1I'>lIt"", _ PmI.-;y ActS Cose T'!IoCO;ngIlIOd l.ogglng Systeon

• Sea_el, CJi".id

Subject M..ne.

5-2. Simple Search.

ActivitfConboillmtbef JRe<I.....t.'. LaM II..... ]

R.._stete F.,. I....... ____ __ ]

R.elet"",to J

Figure 5-1. Simple Search Screen.

a. Simple searches can be based on a single entry or combination of entries withinthe fields of Control Number, Activity Control Number, Subject Matter, Requester LastName, Company Name, Referred to, Fiscal Year, and Activity Received the Request.Your activity is the default activity within the search criteria. To search on an Army-widebasis select the entry ·Please Select an Activity" entry from the drop-down menu.

b. You may also use partial entries in any of the search fields (i.e., 0090 for Army orActivity cases containing 0090 within their number).

c. The standard search results will identify cases by Control Number, ActivityNumber, Activity Name, Requester Last Name, First Name, Date Received, DateClosed, Action Officer, Type, Classification, Action Taken, and Pending Days. If yoursearch criteria included Subject Matter, Company Name, Referred To, the results willinclude these fields.


FACTSUsers' Guide

d. As in the "View All" mode you may sort or group by any search result field byclicking on any field heading.

e. To view case information click on the corresponding linked Control number.Activity Admin and Activity System Admin Users will have the options to Edit or Closecases assigned to their activity. Action Officers will only be able to Edit those casesassigned to them.

f. The "Record Count" appearing at the lower left of the search result screen displaysthe total number of records that met the specified criteria.

Note: If changing the search criteria users are encouraged to "Reset Form" (see the"Reset Form" at the bottom of Figure 5-1). Experience has shown when intending tohighlight and delete previous search field entries, users may inadvertently insert a"space." The search system interprets the space as criteria, which will result in null orincomolete results.

5-3. Advanced Search.

a. To perform complex queries or build searches using other criteria press the"Advanced»" button found at the bottom of the page. Figure 5-2 shows theAdvanced Search Screen.

.. S ••llell C.luuia

FOtA Co olIh .....

AC"INtty c_•. 01 1" _. L

R..........l .... LIM II .---~-

Con......nyll .....

FI.c~ Ve [ .....~

Act....~ Recel..ed IPIe ScloCl Act-·,-th.. R..q .....t eSe ~

A~iOl'Off"•• rP!eu" Select ~Oltoceo' .:::.J~I

C ..se. O~ Oeoo.~0 ...__

R;_~ID;ot. GH •• l3:JSuspenseOMe G:::I ,. ::;;HEloAe....on D.Me ~ ,. ~"'I

Closed DM., , lJ:!!1:1 ,. .~

R."u.", CI~,.. 0 Confi<te<,hai 0 secret 0 Top secret 0 ~lrlO<l

Requ.st TYI>e OFQlA OPAiFOIA

Re.......'P.KHily OSomPeO~O~""

Action T..... 'Pie""".S- .... Acbon .., 1

.• ===••

Submit search Resel Form I Advanced.... I

26

Figure 5-2. Advanced Search Screen.

Send questions, requirements, and comments to [email protected].

FACTSUsers' Guide

b. Advanced searches can be based on a single entry or combination of entrieswithin the fields of Control Number, Activity Control Number, SUbject Matter, RequesterLast Name, Company Name, Referred to, Fiscal Year, Activity Received the Request,Action Officer, Status of Cases, Received Date, Suspense Date. Extension Date,Closed Date, Classification of Request, Request Type, Priority, Action Taken, FeeAmount Due (range or any amount due), Days Pending (range or any number of days),Any Amount Due, Any Amount Collected, and Over Due Amounts. As in the simplesearch method, your activity is the default activity within the search criteria. However,you may select another activity for a specific search. In order to search on an Armywide basis you need to select "Please Select an Activity" from the drop down menu.Action Officers shown are registered users associated with the selected activity.

c. You may also use partial entries in any of the search fields (i.e., 0090 for Army orActivity cases ccntaining 0090 within their number) and partial names.

d. The standard search results will identify cases by Control Number, ActivityNumber, Activity Name, Requester Last Name, First Name, Date Received, DateClosed, Action Officer, Type, Classification, Action Taken. and Pending Days. If yoursearch criteria included Subject Matter, Company Name, Referred To, any of the Dateoptions, or Fee Amount options, the results will include the applicable fields.

e. To extract cases for a specific time frame (for reporting purposes) you may specifydate range for any of the listed date fields in combination with other search criteria.

f. You can identify cases that have amounts due or where money has been collectedby checking "Any Amount Due" or "Any Amount Collected" respectively.

g. To find cases with past due amounts for your activity or Army-wide check "OverDue Amount". This allows you to identify deadbeat requesters whose requests can beadministratively closed without processing.

h. As in the "View All" mode you may sort or group by any search result field byclicking on any field heading.

i. To view case information click on the corresponding linked Control number.Activity Admin and Activity System Admin users will have the options to Edit or Closecases assigned to their activity. Action Officers will only be able to Edit those casesassigned to them.

j. The "Record Count" appearing at the lower left of the search result screen displaysthe total number of reccrds that met the specified criteria.

Submit questions, requirements. and comments to [email protected]. 27

FACTSUsers' Guide

Note: If changing the search criteria users are encouraged to "Reset Form" (see the"Reset Form" at the bottom of Figure 5-1). Experience has shown when intending tohighlight and delete previous search field entries. users may inadvertently insert a"space. R The search system interprets the space as criteria, which result in null orincomplete results.


FACTSUsers' Guide

Chapter 6Reports Module

6-1. General. Currently. there are three separate reports defined within the ReportsModule. All of the reports available within the Reports Module are specific to the user'sactivity. Other report type products can easily be replicated within the advanced searchmodule. Reports defined within the search module may be on any specific activity orArmy-wide. Below are examples of basic type reports available from within the Reportsand Search Modules.

6-2. Status Report (Reports Module).

a. Select a Start Date and End Date. To specify a date you may either enter thedate as MMiDD/yyYY or click on the calendar bullon shown at the right side of the dateentries as shown in Figure 6-1 below. Press "Run Status Report." Please note that thestatus report can be generated for any time frame (e.g. weekly or monthly periods).

b. The results will identify the statistical information pertaining to the time-frame:number of requests open at beginning period, number of requests received, number ofrequests closed, average processing time, number of requests open at the end ofperiod, number of requests pending, average days pending, and fee related amounts.(See Figure 6-2 below for a sample results.)

_.~--

• • f ...... • non- I:J_ h.. _ "'" ftl U Soo. -,

I , • ,

"0n,)

l4 01 Ii t1 " I'11 l::I ZJ ~ :IS 111

•

Figure 6-1. Status Report Screen.


Average days Pendi"Ig 43

Average Pl'ocessilg Tme 1249

FACTSUsers' Guide

Rel)OIt tOf 112"2tt5 to li11 r1etS

f\Ul'tIeI' 01 re~$ open 81 beglming period 2391

Nurrber 01 r~st.s recel\led 1307

Numtler 01 r~st$ dosed 159

Numtler of,e~sopen 81 the end of period 2.439

tunber of retlU"ls perd"Ja 1.46

'909422S 3474.21

$ 5B2O 01

Figure 6-2. Status Report Results.

6-3. Annual Report (Reports Module).

a. The Annual Report consists of statistical and specific data regarding InitialRequest Determinations, Exemptions Invoked on Initial Request Determinations, "OtherReasons" Cited on Initial Determinations, Statutes Cited on Initial Request (b)(3)Exemptions, Appeal Determinations, Exemptions Invoked on Appeal Determinations,"Other Reasons" Cited on Appeal Determinations, Statutes Cited on Appeal (b)(3)Exemptions, Number and Median Age of Initial Cases Pending, Total Number of InitialRequests Received During the Fiscal Year, Types of Requests Process and MedianAge, Total Amount Collected from the Public, and Program Cost (to include Number ofFull Time Staff, Number of Part Time Staff, Litigation Cost, and Total Program Cost).With the exception of Appeal and Litigation related information FACTS has thecapability of capturing, calculating and producing all of the data required for the AnnualFOIA Report.

(1) FACTS is a Day-Forward System. Any cases pending on the implementationdate of 1 October 2004 will need to be reported be each activity for inclusion in theAnnual FOIA report separately.

(2) Statistical information on "Initial Cases Processed" is collected duringprocessing (required fields when opening and closing individual cases).

(3) Information pertaining to Appealed Cases and Litigations are providedseparately from the Office of General Counsel and the Army Corps of Engineers (asappropriate).

(4) Raw data pertaining to Program Costs is entered by the Activity System Adminuser from the Reports Tab as shown in Figure 6-3. As this information captures eitherthe number of months or hours an employee dedicated to FOIAIPA functions thisinformation should be entered at the close of a fiscal year.

30 Send questions. requirements, and comments to FACTS®rmda.befvoir.army.mil.

FACTSUsers' Guide

) AIlIllIolI Repon

fiscal VefJI

Erfet Prevem Costs I...........- I

Figure 6-3. Activity System Admin: Enter Program Cost (From Reports Tab)

(a) To access the calculating modules the Activity System Admin user must selectthe reportable Fiscal Year and then select "Enter Program Cost" from the Reports Tabas shown in Figure 6-3 above.

(b) "Click to Add" Full Time Employees to expand this module to the screen shownFigure 6-4 below. Enter the Employee Name, Months (Individual dedicated to FOIAresponsibilities), select the appropriate Local Area, GS Level and Step OPM basedtables from the corresponding drop down menus. Complete the entry by pressing"Update" (shown below the Employee Name). Repeat this process until you haveentered this information for each Full Time Employee.

Figure 6-4. Full Time Employee Calculations

(c) Part Time Employee information is entered in the manner except enter theHours (individual dedicated to FOIA responsibilities) instead of Months as shown inFigure 6-5. Repeat this process until you have entered this information for each PartTime Employee.

(d) "Click to Add" Contractors to expand this module to the screen shown in Figure6-6 below. Enter the Employee Name, Months (contractor dedicated to FOIAresponsibilities), Cost. and check Part Time when applicable. Complete the entry bypressing "Update" (shown below the Employee Name). Repeat this process until youhave entered this information for each Full Time Employee.


FACTSUsers' Guide

IiFigure 6-6. Contractors Calculations

(e) The required 16% (benefits) and 25% (overhead) costs are automaticallycalculated and reflected in the "Total Program Cost."

(f) The Total Case Processing Cost is a consolidated figure from the completed00 Forms 2086 for your activity.

(g) To add miscellaneous costs (i.e., printing, training, TOY) press "Edit" by the"Other Cost" (refer to Figure 6-7). Manually enter the appropriate figure. This figure willalso become part of the "Total Program Cost."

Fun Time Employee Man-Years: 5.000

Part Time Employee Man-Yean: 0.f100

Total Case Processing Costs: 1:0.00

Total Overhead Costs: $S07.18S.3S

other Costs. :$0.00 UpdMe Cancel

Figure 6-7. "Other Costs" in Total Program Costs

(5) All users can view the Annual Report from the Reports Tab. Select theappropriate year and "Run Annual FOIA Report." (Refer to Figure 6-3.) The results (asshown in Figure 6-8) will be specific to the user's activity. (Activities with reporting suborganizations can run the report on an independent or consolidated level. If the suborganizations are not displayed contact [email protected].)


Annu.oI ~'IOI ltl1'2MJ It • .,.12....

1. Initial Request Determinations

--~.~

_.~ •~~~ 3,.. "H

2a. Exemptions Invoked on Inmal Reque.t Determinationso>X' ) •~x" •.X', ,.x~

,2b. 'Other Rusons' Cited on Intlal Determinationso·~ •0·' 3

000 ,0' ='-" H

~ •" ..e·g. '"ooc •O~ '"~. •~, ,0·' "~~ H

2c. Statutes Cited on Initial Request (bU3l Exemptions10 usc SUO ,III usc 5DJ5(g) ,10 usc 5424 ,SUSCApp .,Sec201(eX1X2) ,5. Number O1Ind Median Age or Initial Cuu Pending

"'" .........cases 0Iler>.~ 01 RepM ,CMes Optn. Erd ot Report .. n

6. Total Number of Initial Requests Received during the Fiscal YearTot.. hDII Req,.oe",Fl~ ""- •7. Tvpes otlnmal Requests Processed and Median Age

"'" .........- "",

~,

&pded p,oo::es*og • ..8. Total Amount Collected from Public

---... $11000

9. Program Cost• I'Uotlef 01 F... r.... !btl ,b.~ 01 PII1 rlTle stall ,e Eatrneled LegIbDI'l Cost "...d t<Ol Prov- Colt $91.'~1XI

Figure 6-8. Annual Report Results.

Submit questions. requirements. and comments to FACTS@rmda,belvoir.army.mil.

FACTSUsers' Guide

33

FACTSUsers' Guide

6-4. Current Open Cases Report (generated from Advanced Search Module).

a. From the Advanced Search Screen (Figure 5-2 above) you may produce a report.which will identify all open cases under your activity's purview. To do this. ensure youractivity is selected from the activity drop down menu (your activity is the default) andclick to specify the status as "open" as shown in Figure 6-9 below.

Activity Received IDA FOIAJPA Divi~ionthe Request

Action Officer IPlease Select an Action OlfICer iJCases r. Open r Closed r Appealed

Figure 6-9. Open Case Query.

ure 6-10.

ActIon Officer~~.~r;m.~DIID '~!mJ

b. The resuits of this search will be shown as the sam

Control '~umber

FP-Q3-000090 FA-03-0001 Romero Kathy 91912003 Carter, Brenda FOIA l.Iocl8ssitied

FP.03·QOO091 FA-03·0002 Qlung Come 91912003 FISHER, STEPHEN FOIA l.Jnclassified

FP-03-QQ0092 FA-OJ·OOO3 Smoe Joseph 9~12003 Jorden. Mary FOIA lJoclassitied

FP-OJ-OOO093 FA-03-0004 Jamie Ct>lhoo..n:l 9fSJ20(J3 F1SH:R, STEPHEN rOIA Confidential

FP.Q3.00Q097 FA_G3.000a Truedow Jamie 91912003 FISHER, STEPHEN FOIA Unclassified

FP·OJ-0001 DO FA-D3-D011 Wayne John 919nOOJ FISHER, STEPHEN FOIA Top Secret

FP-O)·QOQ101 FA-03·0012 Wonka WIlly 9f9n<103 Hogstetler, Derrio FOIA Unclassified

FP-OJ-OOO103 FA-03-00l4 Astora Trudy 91912003 FISt-ER, STEPHEN FOIA Unclassified

FP-03-000105 FA-03-0016 Mandella ""dy 9J9flOO3 FISHER, STEPHEN FOIA Unclassified

FP-03-000106 FA-03-001? ZabrKh K,'" 91912003 Pace, Callie FOIA Unclassified

FP-OJ-0001oa FA-03-00l9 Medrine Celibre 91912003 Pace, Callie FOIA Uoclassified

FP-03-000110 FA-03·0021 John Doe 9f10f2003 Pace, Callie FOIA Uoclassllied

FP-03-000114 f A-03-0025 JOnes Jomie 9tl112OO3 Jorden. Mary Both UnclMslfied

FP·03·000098 FA·03·0009 Bad Boy, 91912003 Carter, Brenda Both Unclassified

FP·03·000102 f A·03·0013 Sugarbaker Suzame 91912003 Pace, Cetllie FOIA Unclassified

FP-03-0001 13 FA-03-0024 Sweeney Ger61d 9f1112003 Jordan, Mary Both Uncletssified

fP-03·QOO107 FA-03-0018 WaHine Justine 91912003 Pace,Callie FOIA Unclassified

fP-03-000109 f A·03·002Q Derring AJm, 91912003 Pace, Callie FOIA Uncl6ssified

Figure 6-10. Sample Open Case Report Screen.

C. The results will be arranged in numerical order and will identity control number,activity number, requester's last and first name, date received, action officer, requesttype, and classification. The results may also be sorted by any of the shown fields. Inthe Figure 6-11 the same results are sorted by Action officer (click on the columnheading titled Action Officer).


FACTSUsers' Guide

Aetluity 'IRe•.Ilumber L..st NdmeControillumber •~~. , ~t!mIAction Officer ? .....

FP=03-QOC09Q FA·03-OOO1 Romero KShy SI9I2OO3 Carter, &endo FOIA l,.h:Ias.$lfied

FP-oJ...«O:l98 F,6,-00-00)9 Bad Boys SI9I2OO3 Carter, Brenda Brhl~

fp.(Q:000091 FA.o3-t002 0U'lg Corne 9J9f2003 flSH:R, STEPt-EN fOIA l.h::lassifled

FP-OJ=00Q093 FA·03-0004~ Cl!lh:ltrld 9J.312OO3 FlSI-ER, STEPHEN FOIA Confidential

FP.Q3.!J00297 FA-03-00J8 TruedoW' .lame 9J'9f2OO3 flSt'ER, STEPt-EN FaA. l.hdtlssJfied

FP.QJ.COO100 F......(l3.OO11\1Vayne Jom SI9I2OO3 flSt£R,STEPt£N fOIA TopSecrel:

fP·OJ.QQQ103 F,6,-03-0014 Aste-a Trudy 91912003 flSI-ER, STEPt£N FOlA lXldllssifjed

FP-03-QQQ1OS FA.(J3-OO16 Mandelltl Gr&ay 919!2003 FISHER, STEPHEN FOlA LhclassiTled

fP-Q3-00:t\Ol FA.o3-OO12WJn(a ..,.., 9J9I2lXl3 Hogsteoner,Darfia FOlA Lhclassthed

FP.Q3.{Q)()92 f ....-03-0033 $moe Joseph 9J9I2OO3 Jordllll, Mary FOIA Lh:;b$$:ilied

FP-03-@1l3 FA-03-00245weeney Gerald 911112003 Jordan,Ma-y Both I..h::lassified

FP·O,}OOO114 F"'-03-0025 pnes jttmlC! 911112003 Jordan, Mary Both l..h:lassitied

FP-Q3...(Q)1Q7 FA-OO-OO18Wa1ine ..k.lstne 9J9I2OO3 Pace,CaIIie fOIA Lh::l8ssffied

FP..Q3..OQ0109 FA-03-0020Derri'lg AlTIa 9J9I2OO3 Pace,ceIie FOlA l.h::m:slfoed

FP·03-QQ01 02 FA-OJ-OO13 Sugclrbaker SuIerne 9J9!2OO3 PltCe, Celie FOIA l.h:leIssrfled

FP.(9-00Ql06 FA..Q3-0017 Zebr~h Kent 9812003 P&Ce, Callie FOIA Lhch!ISsitied

FP..Q3-OOQ106 FA-03-OO19M8ctine calibre 9J9flOO3 P5Ce,C8Iie FOIA~

FP.03-OOQ11 Q FA-Q3-OO21 JotIl Doe SI10f2003 Pace, tale EOt.t. l.hc:8ssified

Figure 6-11. Sample Open Case By Action Officer Report Screen.

6-5. Closed Cases Report (generated from Advanced Search Module).

a. From the Advanced Search Screen (Figure 5-2 above) you may produce a report,which will identify closed cases under your activity's purview. The template to run thisreport is similar to the Open Cases query. However, you should specify the beginningand ending dates for your closed cases report. See the example in Figure 6-12 below:

Activity Received [AellSe Select an ActIvtIthe Re'luest Y

Action onlce. IPleon<!l Sete<;t an Action OTtle« ----::;1

Cases OOpen @Closed o Appealed

o Any Amount CoRected

DOver Due ArnoIM1ts

Ttl. We" '"n '" S~ S ...., 2 3 • , ,• 9 ,.

" ",. ,."

,. ..22 "

,. 2S ,. >'TocScry IS Thu. 17 Feb 2005

,""2.

o Any Amount Due

o Any Deys Pending

-- ~H

~ Man

j,. r ,. I

••,.

'mJ-~'~'I

ll':"H~~

""''''00'

Closed Date

Recetve" Oat.

E~enslonOa1:e

R e•• CI"•• OConlidenhal o secret Orop secret Ot...nc;ReI' "" Typ.. 0 FOtA 0 PAJFOIA

Request P,lo.tty OSomple OComplexOe~ed

AcUon Taken [Please Se4ect an ActIOn ..,

Fee A...o ...... Ou. L __- Jlol,::- ,O"}!S Pent1inu L - Jto L ~

Reset Form

Figure 6-12. Close Case Query.


FACTSUsers' Guide

b. The results of this search will be shown as the sample in Figure 6-13 below.

-~iiiiIiIMIIIIiIi~Req. Iftri;1 Dollelast llame,llilTle ellle1:l

DateClosed ActIon Officer Classifkll1lon Ac110n Tiken

Fl'.Q3.!lJOO9<

FP=OJ-lXlOO96

FP-OJ-CXXP99fP-0'3-m>1 12

ff'4}OO!XI95fP.W..OO:)1 04FP.QJ./XlO1 11

r.....£l'J.OXl5Deerl'1I!td ..usb"1 9l9I2OO3 9Bf2OO3 Pace,CIIIe fOlAU'ldsssIted OI.-ted

FA-03-0007 Vl!IflClOfger Charles 9J9I2OO3 911112003 Jofdan, M7y FCIA l,h;IInSlfied .t.lt!wr.;1rlllt'vety C'Io$ed

FA-OJ-OO10 Coral Dotry 9.1912003 9111 f2003 PtIC", Calie Both Lnc18ssffied Denied WI PlIrtfA-0:3-0023Vando$a lIWIt'I 911012003 9I11J2lXl3Carter,Bten;ta faA Lh:::lI!lsslfled DeriednPertf·-03-0006V~ WfIJtf 9J9f1OO3 9I11f2003Thorrton,JllncefOlA~ Ofefteo:tFA-03-OO15 Tussle Rooeld 9J9f1OO3 9111I2OO3Pace,c.e fCIA li'ldssSIfied [)erednPart

F....m..0022 Vandoslll V'M( 9fl0l2003 9I10J2003 Pace. C!lIe FOIA t.n:::1!Is$if1ed ~rl!ll:rvety Closed

Figure 6-13. Sample Closed Case Repcrt Screen.

c. The results will be arranged in numerical order and will identify control number,activity number, requester's last and first name, date received, date closed, actionofficer, request type, and classification and action taken. The results may also besorted by any of the shown fields (i.e., Action Taken, Action Officer).

6-6. All Cases ("View All" Tab within Case Management Module). SeeFigure 4-22.

6-7. Accomplishments/Backlog/Caseload (ABC) (generated from Search Module).

Some reports may serve as a useful management tool in analyzing theaccomplishments, backlog and caseloads. In Figure 6-14 the activity, action officer, andtime-frame has been identified. In this instance the results will identify all the open andclosed cases for a specific Action Officer. The results are sorted by Action in Figure 615.


FACTSUsers' Guide

A",",Iv:,.R;:<;.I~-;;:rPIO"~et A';tlVRy

Action orne•• ~••e S ..;'ct Action OIlOCe<

••

T ... w ... Th.. ... S~ Sun, 3 • S s

Is • '0 " " U

" 's [171 's 's :,."

" " ,. ,. 'S

Todo<>y" T........ 17 Feb 2005

,.."

••••

£.><Io..e"", ~u.

Closed Date

Fe. An_.... 0.....

D __ P.ndl..g r

I R ...."", FOtm I Aelv_.eI ....

Figure 6-14. Accomplishments/Backlog/Caseload by Action Officer Report Screen.

.... r-sj IDate iDateas1lldrJle tl.-ne IRecet\lcd Clused Achon Officer Al;tlon ruen of

fP=O}OOO106 FA-03-0017 Zebrth K"" 9I9f2OO3 Pace.~ FOlA U"ldlli$$ffied

fP..Q3..!XX)1 06 FA-03-OO19 Maane C*>. 9I9f2OO3 Pace, Calle FOlA LncIeSSlfied

FP..Q'3-00Jl10 FA-03-0021 JoITJ Doe ''''12003 Pace, Callie FOlA LOCI8S$llied

FP.JJ3.OCQ102 FA.03-0013 SUgarbeker SuIaIYle 9191200J Pace, CftlIie FOlA lk1c1as511ied

Fp.()}00J101 F,A,.1J3.OO18 WaIJle ........ 9I9f2OO3 Pace, Calle FOIA L.ncIa$$llledry.Q3.OO)109 FA-03-OO2O Oerrrog ..... 9I9f2OO3 -.~ FOlA U'diI!tSlIied

fH3-lWlll FA-a3-OO22 Vardosa """" 911 0f2003 911 0J2000 Pace, Calle FOlA t..n::tsssltied Ad'rwVstrlltivety Closed

fP-03.ff!ffl9 FA-03-OO1 0 Corlll Doooy 9I9f2OO3 911112003 Pace, Calle Bath lh:::IlIssitied Deried n PIIfl

FP=O).OOO!04 FA-03-OO15 Tussle R_ 9I9f2OO3 911112003 Pace, CaIie FOIA Lrdasslhed Denecl n Par1FP-9'J...9XJ094 FA-03-0005 0eerlieId ....., 9I9f2OO3 9J9J2OO3 Pace, CaIie FOlA l.klc:tlnSlfed "'......Figure 6-15. Accomplishments/Backlog/Caseload by Action Officer Report Screen

(Sorted by Action)


FACTSUsers' Guide

Chapter 7Initial Denial Authority Module

a. The Initial Denial Authority Module is an inclusive listing of the Initial DenialAuthorities (IDA) complete with current mailing address, phone number, DSN prefix,Fax number, and area of responsibilities. The General Order 3, which redirects somefunctions and responsibilities at Principal Headquarters DA level, will be reflected in thismodule. As changes occur they will be updated here.

b. To access the IDA Module select the "IDA" tab from any of the screens availablein FACTS. Figure 7-1 shows the IDA page.

I)A'.U"

Army!!!1d AA fore!! Emmge SO''!!CeHQAAfESATTN.OCP.o BoJ: 65OE1

""'"TX 15265-0061PtocrJe: (21") 312-3876Fa:. (214) 312-.4141

AUTHORllEO TO ACT ON REQLESTS Foo AAFES RECORDSLt«R AR 6O-2OlAfR

ATTN. ()AI,l..Io() AUlHOflIlED TO ACT ON RfQl.£STS FOR ReCORDS RElATI«) TO~6Q) Amrf Pertlt900 PROOR~

Room 1E677 E>lECUTJ()N AI.{) OPERAT10N OF ARMY NSfAlLAlIONS THS NCLLlleS BASEW.,~on REJl.l.IOnv'fNT A/I() CLOSUtE ACTMTESDC 20310-Cl6OO ~CN.4ENTAL ACTMTES OTt-ER Tt-W-l UTIGATlOIIlPhone: (700) 692.9247 f"CUTES.AK) HOl..ISNO ACTMlIESFax: (703)~999 M«) NSTALLATJON MANAGBIENT stJIPORT ACTMTES

6u!stD Segdrt Q! the Armx (f1!'!!lCllll!~) WldCorrdrolllr.&SSlSTANT SECRETARY CF TI-E.ARM'( AlJTHORllB) TO ACT ON REQl..ESTS FOR FtV.NCE I<n) ACCOLNTN3 RfCOflOS(fNANClAl MANAGaENT) AN)

COM'TRO..l.fftATTN SAFM·SACO109~ PENTAGONRM"3<l>IN"-SHNOTONDC 2031 0-01 09Phone" (103) 692·2502224fID: (103) 69'2-1123

Figure 7-1. IDA Screen.

c. It is the responsibility of each IDA office to ensure the infonnatlon posted on thispage is correct. Changes to addresses, telephone numbers and areas ofresponsibilities must be submitted to [email protected] as they occur.


FACTSUsers' Guide

Chapter 8Army Activities Module

a. The Army Activities Module is an alphabetical and scrollable inclusive listing of theArmy FOIAIPA Program Offices complete with current mailing address, phone numberand fax number. As changes occur they should be updated by the Activity SystemAdmin Users (see paragraph 8d below).

b. To access this module select the ~Army Activities" tab from any of the screensavailable in FACTS. Figure 8-1 shows a view of the Army Activities page.

Qn SIJ,fi-SFeO'I:19o11 ....,Il!It$llll o...l!I~"fI'1... '"M"'"VAZZ2Q2..5O!IfIhone:: /'O'l.-601.229Sl9tfax: 1llJ.602-3J91

f!lr1do r!ImI!II G\gd....ITK rllCIr..- S8rw.;asft<lnII. (9(4) 82').(I:2Il:2,~

Fsrt8rnel

ATTN "'IB-"""CDI'I N' erR _ fort IletYlo'og

fort a.rr..g o.:orv- 31905-5000Ph:oe. (106) ';015-1265 OSN ll35S356fp; DSH 83S-t380

..-fxecUM:~IonsIIf'Id Cort,olOllce or ll>ol 5eO'el.-y ollt'e Auny101 J,rmy Pe1llgm Room::os«-OC <m1l1-0101~ 103691~

,~

fQrl .... ett!lATTN: NW'-l'T""'" ..,."'"fort N'HIlUISfUhRoedfOl1 loS' ttl! VA 22427_3"15Phone. (eo-) 63J.83SC1fill< 0SN51&-&l42

"""'"ATTN "'ZC-W-RCDR lJS.& .... Del ARTY Inll fori Elhs,~...nc 19916-5900Plv'e (915)56&-735\flOX DSN978-lm

I~E'"OrorrsanSule 146EM sam I-IoustonTll 78Z'14.1lIX!Phone (210) 221_1111fu: 01 0) 22l_292ll

""""'"""'"""''''''US Nrl!'/o..-fort~

10005Or'*v~

~elOD

fOr! 8eIvoi'VA no&O-5lWJPtowI" VOJ) 704-1522rao: 0SH6S4-1111

~

"',omMIloon 1ooctncIoIJf Buv1eSIOnoAfLMf U()I,\)Budn!l2.1121

""""'.....fort&-W_ c...., 2'8310

Figure 8-1. Army Activities Listing.

c. To perform a word search select "Edit" and "Find on this Page" from the InternetExplorer toolbar. Type the search criteria and press "Find Next" as shown in Figure 8-2.

F!)d wh¥; !Abefdeefl~ ----: -.,---"

O.echon

O!!P 0Q.own

fnd Nel4

""".

Figure 8-2, Search Army Activities.


FACTSUsers' Guide

d. It is the responsibility of Activity System Admin Users to update the contactinformation. This is done through the System Admin tab (viewed only throughSystem Admin Accounts) see Figure 8-3 below.

SYS~

f f IF , .. "F' ~. F ••'

TIiIS«lJOn .. 1<Jr Sy>lemA__-. f"",,~~•. YOU"'" _""" """"""0<1, ~I>'''''' uplUlel,_

.,....... ~.....""'r""'""'''et_.

• \inI "'_~od·Awr-~IO~ "'''"'"''• ~AClMy"'~ IIOo<tfI' CO<'lIld l"ltIlr........ IOf~• _one Il.-.g _ . U:1IDed".~ ,"",,",>ted cloo.rnert. to cIedr""'"f~ "'Jm

Figure 8-3. System Admin (Edit ActiVity Information).

e. Select the "Edit Activity Information" to expand the contact information for yourActivity (refer to Figure 8-4). Press "Submit Update" when complete.

Activity Illfollthllion E.lil

Aclivly

Address

(703) 428-6500

""M

fAX 1(703) 428-6512

POe L&Sl1lbne [h4olIOOtlPOC ff-~~ 0[",::;,==------'==----===;

J

40

Figure 8-4. Update Activity Information Screen.

Send questions. requirements, and comments to [email protected].

FACTSUsers' Guide

Chapter 9Electronic Reading Room (E-RR) Module

a. Only Activity System Admin Users can access this module to submit documents.This is done through the "Electronic Reading Room" tab from the "Sys Admin"screen (viewed only through System Admin Accounts) see Figure 9-1 below. Allusers can visit E-RR from FACTS links to access the submitted documents (seeFigure 9-3).

_0""_-,, ....

n._.lOr s-...._ .... F...... -.""'.,..~.... .-.,__ ~~.1ftlI...... "'__.-ce_• ~l'l«te:f~.~_IO'" pr<:ft!S• iEdt ..........,. -,.certoa__ ,... --.,• B!d1Inoc-"_.~Ir~",,-~"'elel2rcnc"-"_

Figure 9-1. System Admin Screen.

b. The E-RR Module allows organizations to submit documents for possible inclusionin the Army Electronic Reading Room. Documents containing non-releasableinformation must be redacted with the exemption(s) annotated and coordinated throughthe appropriate Initial Denial Authority.

c. To upload files to the electronic reading room follow the instructions on E-RRScreen (see Figure 9-2).

- ._---IF'I.O~[\DJ1T''' II (>..... ..~..y '~TMTJ:S II >EcP • lJSf'l"l"NJAL II loorUl

[Ieet'l'nlc R.".lIn" R~$ln

Figure 9-2. System Admin (E-RR Screen).

d. Documents are submitted electronically to the DA FOINPA Division asattachments and will be posted to the E-RR after being reviewed and evaluated (seeFigure 9-3).


FACTSUsers' Guide

10. • m fOlA f&CI5

=

Altached. please find the folla-ng documen1(s) for possible uu:1us>on In the Army Eleclromc Reading Room I

Figure 9-3. E-RR File Upload Screen.

e. To access the index of the documents select the "Electronic Reading Room"hyperlink included in FACTS Links (see Figure 9-4).

"'Pet< .l'J1aIlI:_/J-I2__"'~

F.JU!I!DOM OF. INF.ORMATiION AND P.RIVAC:Y ACTS CA.SE TRACKI~G S:W:ST,EM

l\ccnI"",,_ "'''''' "'f$IeftO__1O",*",:seculyol~""'-_~OI fI>l:.TS........,,,,,,",",,,,,,,,,doolJ_ 01 P""...,..

~._" .""9.1!S"__ '_I9_"'lOH._

.I£Y:i I f<;t .. e,tg",",O I Ln"'" flpY!;Ilizoe I ,/I;lo(l,Ol":".!lN:!1 PW",(..Qww. I "'nttrc .....

tl!::l&t..lIll fInrJc:r. !ic<y'( !'W!<' I !1ilM f .... IS I O>C! m """"x

Figure 9-4. E-RR Access Screen.

f. To retrieve any of the documents click on the corresponding hyperlink (see Figure 95).


FACTSUsers' Guide

-...HM .. ,,_

--.,-_..----US Army Freedom of Information Act Electronic Reading Room

-,~

~Ol1OI\T_--_ ...-... 1--_...._·_1___on_-~ ....--~----f""_,,-

e..oo~..-..... ,..,..e-U;;f_

-~Cl_rt.. _

-.....R_n.._.

--- ~,- ---'""'" '""'"'""'" C -- ::> '""'"-- '""'" ......'""'" ""'" """"..... ............ '""'"'""'" '""'"...... .......- '""'""""" ......

'""'" '""'"...- '""'"'""'" .......

Figure 9-5. E-RR Index Screen.


FACTSUsers' Guide

Chapter 10Data Integration Module

a. The Data Integration Module allows activities utilizing COTS and sophisticatedGovernment developed systems the option and ability to transfer data into FACTS.FACTS Data Import Requirement documentation has been prepared by U.S. AnmyFreedom of Information and Privacy Act Office and provided to all activities registeredwith FACTS specifying the required fields, acceptable values, and correspondingbusiness rules for opening and closing cases. The upload file has to be of XML fonma!.Please note that only Activity System Admin Users can access this module to importdata into FACTS. This is done through the "Upload Data" tab (viewed only throughSystem Admin Accounts). (see Figure 10-1).

H()t.E II CASES II SEARCH I (Jl£RY II REPORTS II USER AOWf\J I.$'I..OAOOATA ClAs II ~y ACTr.1HES II l-ELP II USER

1_00. 1Figure 10-1. Upload Data Screen.

b. If the upload data file does not fulfill all the requirements specified in the DataImport Requirement Documentation, then the data transfer will fail and an errormessage will be displayed with explicit error description. (see Figure 10-2).

c....~ flcld v..... FR<>ro...c.~

,~ --- - &u9slO_,ea--,o

'"'__Oil""" ,,- 8elongI1O rccmoa J<o<Wtv

~ • ~ En>tn)Clr!flOOl FOInl(lo~I)

~ f .._COO!-~

~ ,~.-.. .......... r-_

~

__Cc*:<::e<t

-~

Figure 10-2. Data Containing Errors or Omissions Screen.

d. If the upload data file meets all the requirements specified in the Data ImportRequirement Documentation, a successful data transfer will follow. (see Figure 10-3).

fh;mk You:

The File has been importC'd

2 cases opened.1 C8se$ closed

Figure 10-3. Data Imported Successfully Screen.
