FACTS - Users` Guide, 20 April 2005
Contents
1. 4 Raw data pertaining to Program Costs is entered by the Activity System Admin user from the Reports Tab as shown in Figure 6 3 As this information captures either the number of months or hours an employee dedicated to FOIA PA functions this information should be entered at the close of a fiscal year 30 Send questions requirements and comments to FACTS rmda beivoir army mil FACTS Users Guide Annual Report Fiscal Year Vear Stat wl Year End ES Run Annual Report Figure 6 3 Activity System Admin Enter Program Cost From Reports Tab a To access the calculating modules the Activity System Admin user must select the reportable Fiscal Year and then select Enter Program Cost from the Reports Tab as shown in Figure 6 3 above b Click to Add Full Time Employees to expand this module to the screen shown Figure 6 4 below Enter the Employee Name Months individual dedicated to FOIA responsibilities select the appropriate Local Area GS Level and Step OPM based tables from the corresponding drop down menus Complete the entry by pressing Update shown below the Employee Name Repeat this process until you have entered 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 the Hours individual dedicated to FOIA responsibilities instead of Months as shown in Figure 6 5 Repeat this proces2. v Please Select an Activity Cases open ciosed Appeaied Received Date 10 01 2004 Fee to Srl suspense Date FSH 1 HSE BS robrang seem a ES Bhisialod tees EH t Mon ae wg bien su Closed Date E to 7 8 8s 0 1415 16 47 18 Request Class Contidentia Secret Top Secret unc 21 22 23 24 25 Request Type Oro Oparow 28 Request Priority O Simpie Complex Expedited Today is Thu 17 Feb 2005 Action Taken Please Select an Acton Fee Amount Due Cl Any Amount Due 1 Any Amount Collected Days Pending any Days Pending lover Due Amounts Advanced lt Figure 6 12 Close Case Query Submit questions requirements and comments to FACTS rmda belvoir army mil 35 FACTS Users Guide b The results of this search will be shown as the sample in Figure 6 13 below lActivity Req First Date jate Number Last Hame Name Received Closed FA 03 0005 Deerfield Justin 992003 9 2003 Pace Calle FOIA Unclassified FP 03 000096 FA 03 0007 Vandorger Charles 9 9 2003 9 11 2003 Jordan Mary FOIA Unclassified FP 03 000099 FA 03 0010 Coral Dorry 9 9 2003 9 11 2003 Pace Calie Both Unclassified Action Officer Type Classification Action Taken P 03 000112 FA 03 0023 Vandosa Wally 9 10 2003 9 11 2003 Carter Brenda FOIA Unclassified FA 03 0006 Vandosa Waly 9 9 2003 9 11 2003 Thornton Janice FOIA Unciassified FA 03 0015 Tussie Ronakd 9 39 2003 9 11 2003 Pace Cale FOIA Unclassified FA 03 0022 Vandosa Waly 9 10
3. Fee Related Reason All of the business rules associated with determining processing and chargeable cost have been built in to this portion i e Commercial requesters are charged for Search Review and Duplication Educational News Media requesters are not charged for Search but are charged for Review and Duplication after the first 100 pages Others are charged for Search after the first two hours not charged for Review and receive the first 100 pages free of duplication Once all of the processing costs are entered you are required to annotate the Total Charged if Fees were Waived or Reduced as shown in Figure 4 17 Fees under the DoD 15 00 threshold will not be accepted Submit questions requirements and comments to FACTS rmda belvoir army mil 21 FACTS Users Guide Processing Cost Information Request for Fee waiver Fee Category Please Select Fee Amount Fee Category p Fee Code Chargeable to commercial and other after deduction of 2 hours tree Chargeable to commercial requesters only C Other Administrative Costs Not chargeable to any tee category amp Professionel Hours Q 1 O GGS 9 GS 15 Eee Code Chergeabie to commercial and other after deduction of 2 hours tree Chargestie to commercial requesters ony c Other Administrative Costs Not chargeable to any tee category 44 00 Z Executive Hours 0 7 ES 1and above Eee Code 1l Tots Hours 2 Hourly Rate Chargeab
4. accessible from the Help tab addresses both FACTS technical and FOIA PA functional questions b On line Help If you have a question on the operability or technical aspect of FACTS submit your question to FACTS rmda belvoir army mil c Functional Assistance An attempt was made to address functional concerns within this Users Guide and FAQ Forward functional issues or questions not addressed in the Users Guide or FAQ to FACTS rmda belvoir army mil Submit questions requirements and comments to FACTS rmda belvoir army mil 7 FACTS Users Guide Chapter 2 FACTS Homepage and Modules 2 1 Entering FACTS Upon entry into FACTS the user is presented with the required Department of Defense notification before allowing access and query functions To proceed click the Enter FACTS button at the bottom of the notification as shown in Figure 2 1 below Fie Edt View Favortes Tools Help Sepa a JEM Qh Hrootes Gress 9 Ar oM IR FREEDOM OF INFORMATION AND PRIVACY ACTS CASE TRACKING SYSTEM ATTENTION THIS IS A DEPARTMENT OF DEFENSE COMPUTER SYSTEM Before processing classified information check the accreditation level of the system Do not process store or transmit information Classified accredited above the accredtation level of this system This computer system including all related equipment networks and network devices includes internet access are provided only for suthorized US Government use DOD Computer S
5. determines the tasks and fields you may access and update b Currently the user groups are Action Officer Activity Admin Read Only and Activity System Admin Additional groups and parameters will be added as requirements are identified by activities New Case tab is only present when user is identified as an Activity Admin and Activity System Admin This section is for case management From this area you can add a new case update edt or close an existing case and view all cases under the purview of your activity New Case Add anew case to the database Existing Cases Update edit and close existing cases View All View a list of all cases open and closed under the purview of your activity Figure 4 1 Case Management Module Screen 4 2 New Case Information Activity Admin and or 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 and optional last 4 SSN as shown in Figure 4 2 below Figure 4 2 Search Up Front Submit questions requirements and comments to FACTS rmda beivoir army mil 15 FACTS Users Guide b Figure 4 3 shows an example of previously logged cases tied to a specific requester s last name The data fields displayed include Control Number Activity Number Requester Name Last 4 SSN if used Date Received Suspense and Extension Date
6. you may select another activity for a specific search In order to search on an Army wide 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 or Activity cases containing 0090 within their number and partial names d The standard search results will identify cases by Control Number Activity Number Activity Name Requester Last Name First Name Date Received Date Closed Action Officer Type Classification Action Taken and Pending Days If your search criteria included Subject Matter Company Name Referred To any of the Date options 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 specify date 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 collected by checking Any Amount Due or Any Amount Collected respectively g To find cases with past due amounts for your activity or Army wide check Over Due Amount This allows you to identify deadbeat requesters whose requests can be administratively closed without processing h As in the View All mode you may sort or group by any search result field by clicking on any fie
7. Backlog Caseload Report Chapter 7 Initial Denial Authority Module Chapter 8 Army Activities Module Chapter 9 Electronic Reading Room Module Chapter 10 Data Import Module 2 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Table of Figures Chapter 2 FACTS Homepage and Modules 2 1 Department of Defense Security Notification 2 2 Public Home Page 2 3 Frequently Asked Questions Page 2 4 FACTS Login Screen 2 5 User Guide Screen 2 6 FACTS Logout Screen Chapter 3 User Registration Module 3 1 Activity Drop Down Screen 3 2 Other Activity Option Screen 3 3 Profile Information Registration Screen 3 4 Account Information Registration Screen 3 5 New User Registration Notification Chapter 4 Case Management Module 4 1 Case Management Module Screen 4 2 Search Up Front 4 3 Search Up Front Results 4 4 New Case Screen 4 5 Case Successfully Added Screen 4 6 Existing Case Retrieval Screen 4 7 Existing Case Retrieval Screen Partial Name 4 8 Existing Case Edit or Close Case Command 4 9 Edit FOIA Case View 4 10 Case Successfully Updated Screen 4 11 Action Taken Drop Down Menu Options 4 12 Multiple Exemptions 4 13 Statutes Associated with Exemption b 3 4 14 Administratively Closed Reason Options 4 15 Fee Category of Requesters 4 16 Processing Cos
8. Date Closed Action Officer Type Classification Action Taken and Pending Days If your search criteria included Subject Matter Company Name Referred To the results will include these fields Submit questions requirements and comments to FACTS rmda beivoir army mil 25 FACTS Users Guide d As in the View All mode you may sort or group by any search result field by clicking 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 Close cases assigned to their activity Action Officers will only be able to Edit those cases assigned to them f The Record Count appearing at the lower left of the search result screen displays the 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 to incomplete results highlight 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 or 5 3 Advanced Search a To perform complex queries or build searches using other criteria press the Advanced gt gt button found at the bottom of the page Figure 5 2 shows the Advanced Search Screen Search Criteria
9. Reports and Search Modules 6 2 Status Report Reports Module a Select a Start Date and End Date To specify a date you may either enter the date as MM DD YYYY or click on the calendar button shown at the right side of the date entries as shown in Figure 6 1 below Press Run Status Report Please note that the status 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 of requests closed average processing time number of requests open at the end of period number of requests pending average days pending and fee related amounts See Figure 6 2 below for a sample results 1e hep fine oes army milone P age ap aF Hoga T yes oH 2 srw auanuse Today a Tum 15 Fab 2005 ESE EEE eee Figure 6 1 Status Report Screen Submit questions requirements and comments to FACTS rmda belvoir army mil 29 FACTS Users Guide Report for 1 29 2005 to 2 11 2005 Number of requests open at beginning period 2391 Number of requests received 807 Number of requests closed Average Processing Time 12 49 Number of requests open at the end of period 24339 Number of requests pending 1448 Average days Pending 43 Fee Amount 9094 22 Amount Collected 3474 21 Amount Owed 5620 01 Figure 6 2 Status Report Results 6 3 Annual
10. Security In order to ensure security and integration with other supported Records Management and Declassification Agency record related missions FACTS is released as a component of the Army Records Information Management System ARIMS 1 5 Privacy Act Requirements a User Information Disclosure of your contact information is voluntary It is solicited 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 system administrators b Requester Information Users must ensure they adhere to strict Privacy Act regulatory guidance This system is not approved to require collect or maintain social security numbers home addresses date of birth personal telephone numbers or other personal identifiers 1 6 Functionality FACTS has distinct modules Refer to the corresponding chapter for an in depth description figures and step by step instructions As an overview 1 The Case Management module contains the capabilities for entering new cases updating or editing existing cases and closing cases 2 The Search and Query functions enable users to perform simple searches or build complex queries using Boolean logical operators and word or number entries The criteria of searching can involve action officer inclusive dates and status of case thus the re
11. import data into FACTS This is done through the Upload Data tab viewed only through System Admin Accounts see Figure 10 1 eC cc sane UPLOAD DATA JA IMITIES HELP jj USER Please Select your date file Figure 10 1 Upload Data Screen b If the upload data file does not fulfill all the requirements specified in the Data Import Requirement Documentation then the data transfer will fail and an error message will be displayed with explicit error description see Figure 10 2 Value ror Description Belongs to incorect Activty Belongs to incorrect Activty Existing Casa not Found 1o close Remured Field Recpured Fed Recured Feet Figure 10 2 Data Containing Errors or Omissions Screen d If the upload data file meets all the requirements specified in the Data Import Requirement Documentation a successful data transfer will follow see Figure 10 3 Thank You The File has been imported 2 cases opened 1 cases closed Figure 10 3 Data Imported Successfully Screen 44 Send questions requirements and comments to FACTS rmda belvoir army mil
12. inclusion in the Army Electronic Reading Room Documents containing non releasable information must be redacted with the exemption s annotated and coordinated through the appropriate Initial Denial Authority c To upload files to the electronic reading room follow the instructions on E RR Screen see Figure 9 2 Electronic Reading Room Organezations are encouraged to submit trequertly requested documents tor possible inclusion n ihe Army Electronic Rescing Room Document contaning non reieasabie informabon must be redacted wth the ezemgbor s anrctited and coordinated trough the appropriate nial Derval Authorty Vou wil be notified once the documents are evaluated wtrin the DA Freedom of hi Bectror Ready Room To upload tes to the electronic reading room use your mad program and send ss Figure 9 2 System Admin E RR Screen d Documents are submitted electronically to the DA FOIA PA Division as attachments and will be posted to the E RR after being reviewed and evaluated see Figure 9 3 Submit questions requirements and comments to FACTS rmda belvoir army mil 41 FACTS Users Guide E RR document submission Message Rich Text pora FACTS lt 2 Subject E RR document submission Attached please find the following document s for possible mclusion in the Army Electronic Reading Room AGmemoGuidance p dF 227 KB Figure 9 3 E RR File Upload Screen e To access the index of the documents selec
13. rmda beivoir army mil 17 FACTS Users Guide by partial entries i e 0090 for case number partial spelling for requester last name as shown in Figure 4 6 A sample result of a partial name search is shown in Figure 4 7 Enter the Case Number OR Search By Requester Last Name van Figure 4 6 Existing Case Retrieval Screen First Oste Dete Number Last NameMamne Received Closed FA 03 0007 Vandorger Charles 9 9 2003 Jorden Mary FOIA Unclassified FA 03 0023 Vandosa Waly 9 10 2003 Carter Brenda FOIA Unclassified FA 03 0006 Vandosa Waly 98 2003 FISHER STEPHEN FOIA Unclassified FA02 0022 Vendose Waly 9710 2003 Pace CaBe FOIA Unclassified laction officer Type Classification Action Taken Jump To Page 1 Figure 4 7 Existing Case Retrieval Screen Partial Name b Select the applicable case by clicking on the linked Control Number Army wide case number You will be taken to a view of the case No fields can be entered or updated from this view To edit or close the case click on the corresponding command positioned under the View All tab as shown circled in Figure 4 8 Note ONLY Action Officers Activity Admin and Activity System Admin users have the capability of updating Activity 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 and Activity System Admin users may edit and update all cases assigne
14. 2003 9 0 2003 Pace Calie FOIA Unclassified Figure 6 13 Sample Closed Case Report 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 action officer request type and classification and action taken The results may also be sorted by any of the shown fields i e Action Taken Action Officer 6 6 All Cases View All Tab within Case Management Module See Figure 4 22 6 7 Accomplishments Backlog Caseload ABC generated from Search Module Some reports may serve as a useful management tool in analyzing the accomplishments backlog and caseloads In Figure 6 14 the activity action officer and time frame has been identified In this instance the results will identify all the open and closed cases for a specific Action Officer The results are sorted by Action in Figure 6 15 36 Send questions requirements and comments to FACTS rmda beivoir army mil FACTS Users Guide Activity Received the Request Action Officer Please Select an Action Officer Please Select an Activity Cases Qopen Ociosed O Appeaied Received Date rss S Suepense ome m Mon Tue Wed Thu Fri Sat Sun Extension Date Sk ff Reset Fused wea pes eet sabi Closed Date 4 r oe a 40 ta 48 14 7 18 19 Request Clase contidential Secret Top Secret Ung 21 22 23 24 25 26 Request Type Oro Oparoa 3 Reque
15. 40 Fax DSN578 8442 Phone 703 704 1522 Fax DSN 654 1717 Fort Benning fot Biss Fort Broo ATTN ATZB MA ATTN ATZCIMP R Information Technology Business CDR INF CTR end Fort Benning COR USA Ar Def ARTY and Fort Biss Center Fort Benning Georgis 31995 5000 Fort Biss AFZAAT FOA Phone 706 545 1285 DSN 8355356 Tx 79916 5800 Bing 2 1127 Fax DSN 635 4390 Phone 315 568 7351 McComb Street Fax DSNS78 1777 Fort Bragg North Carolina 26310 Figure 8 1 Army Activities Listing c To perform a word search select Edit and Find on this Page from the Internet Explorer toolbar Type the search criteria and press Find Next as shown in Figure 8 2 Find what Aberdeer C Match whole word only C Match case Figure 8 2 Search Army Activities Submit questions requirements and comments to FACTS rmda belvoir army mil 39 FACTS Users Guide d It is the responsibility of Activity System Admin Users to update the contact information This is done through the System Admin tab viewed only through System Admin Accounts see Figure 8 3 below LL LT This section is for System Administration From this area you can approve new users approve profile updates and martan system reterence tables User Profiles Updated Approve undates to user profiles Exit Activity information Modify Contact information tor Activty Blectronic Reading Room Upload frequently requested documerts to electronic readi
16. ACTS Users Guide May be up to eight 8 characters long may contain numbers 0 3 and upper and lowercase letters A Z Z but no spaces Create User Profile Figure 3 4 Account Information Registration Screen Thank You Your registration is Being Reviewed Thank you for requesting access to the Freedom of Intormation and Privacy Acts Case Tracking System FACTS Your request is being reviewed by the DA Freecom of Information and Privacy Acts Division and when appropriate FOIA personnel within your chain of command Currently your account is inactive When the review is complete and your request has been approved you will receive email notification You may begin using FACTS once you receive the approval notification We wil process your request as rapidly as possible Authorization is typically granted within S workdays It you have any questions or want to check on the status of your request please send an email to facts rmda belvor army mi 14 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 4 Case Management Module 4 1 General a From within the Case Management Module shown at Figure 4 1 requests received or referred to the users activity can be added updated edited and viewed The parameters associated with your user type which is assigned during the registration and validation process are based on your activity s business practice
17. Annual Report from the Reports Tab Select the appropriate year and Run Annual FOIA Report Refer to Figure 6 3 The results as shown in Figure 6 8 will be specific to the user s activity Activities with reporting sub organizations can run the report on an independent or consolidated level If the sub organizations are not displayed contact FACTS rmda belvoir army mil 32 Send questions requirements and comments to FACTS rmda beivoir army mil FACTS Users Guide Annual Report for 1012003 to 9302084 1 Initial Request Determinations Acminxstratively Cosed Denied in Part Granted Total 1496 2a Exemptions Invoked on Initial Request Determinations w 3 ey s w s x6 2 2b Other Reasons Cited on Intial Determinations 5 2 sro E s 1 19 s 1 26 a4 2c Statutes Cited on Initial Request b 3 Exemptions 10USC 130 7 10 USC 230519 2 10 USC 5424 7 SUSC App 4 Sec 207 aX 1X2 2 5 Number and Median Age of Initial Cases Pending Cases Open at Beginning of Report Cases Open at End of Report 6 Total Number of Initial Requests Received during the Fiscal Year Total intial Requests Received 1962 Appeals 3 T Types of Initial Requests Processed and Median Age Cout Simple 1490 Complex o Expedited Processing 6 8 Total Amount Collected from Public Amourt Collected 9 Program Cost 8 Number of Ful Time Statt b Number ot Part Time Statt C Estimated
18. FOIA Controt Humber Subject Matter Company Hame Fiscal Year Activity Received the Request Action Officer Cases Received Date Suspense Date Extension Date Closed Date Request Clasa Request Type Request Priority Action Taken Fee Amount Due Days Pending Activity Control Humber Requesters Last Hame Reterred to a v Please Select an Activity Please Select an Action Officer O Open r eH m confidential Secret Top Secret Unciassitied Oroa O Simple Complex O Expedited Please Select an Action Y OPArow Cl Any Amount Due C Any Amount Collected C Any Days Pending lover Due Amounts 26 EEN Advanced lt Figure 5 2 Advanced Search Screen Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide b Advanced searches can be based on a single entry or combination of entries within the fields of Control Number Activity Control Number Subject Matter Requester Last 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 Fee Amount 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 simple search method your activity is the default activity within the search criteria However
19. Ligation Cost d Tats Progam Cost Figure 6 8 Annual Report Results Submit questions requirements and comments to FACTS rmda belvoir army mil 33 FACTS Users 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 your activity is selected from the activity drop down menu your activity is the default and click to specify the status as open as shown in Figure 6 9 below Activity Received parasa onsen CSst the Request DA FOIAPA Division Action Officer Please Select an Action Officer z Cases Open C Closed C Appealed Figure 6 9 Open Case Query b The results of this search will be shown as the sample in Figure 6 10 Req First Date Date Z F Control Humbe Last Nameltiame _ Received Ciosed tion Officer _ Type Classification Action Taken EP 000030 FA 03 0001 Romero Kathy 9 9 2003 Carter Brenda FOIA Unclassified F4 03 0002 Chung Connie 9 9 2003 FISHER STEPHEN FOIA Unclassified FA 03 0003 Smoe Joseph 9 9 2003 Jordan Mary FOIA Unclassified FA 03 0004 Jamie Calhound 9 9 2003 FISHER STEPHEN FOIA Confidential EP 03 000097 FA 03 0008 Truedow Jamie 9 9 2003 FISHER STEPHEN FOIA Unclassified FP 03 000100 FA 03 0011 Wayne John 9 9 2003 FISHER STEPHEN FOIA Top Secret FP 03 0001014 FA 03 0012 Won
20. Reason scrollable drop down menu appears Select the applicable reason as demonstrated below in Figure 4 14 Remember to identify the office to receive your referral in the Referred To field 1 No Records Exemption Reterrais Request withdrawn 0XG3 b3 exemptions pioen toda 5 Records not reasonably described Presoen aR Not a proper FOLA request for some other reason C 7 Not an Agency Record Fee Category Plesse Sacs Duplicate Request C 9A Electronic Referral C 98 insufficient Address IC SC Lacked 3rd Party waiver IC 90 Publicly soid Document Referred To IC SE Direct NERC Referral C SF Non Attribution Request for Fee m waiver Fee Amount s Amount Collected 000 C 96 improper Reterrais Remarks C SH Not Agency Issue Figure 4 14 Administratively Closed Reason Options 3 When a request is granted select the Granted option from the drop down menu 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 The options are Commercial Educational News Media and Other These are shown in Figure 4 15 below Once you select the appropriate category of requester the data contained in a DD Form 2086 is displayed as shown in Figure 4 16 Note The DD Form 2086 will not be displayed when Administratively Closing a Case except then the reason is either No Records or
21. Report Reports Module a The Annual Report consists of statistical and specific data regarding Initial Request Determinations Exemptions Invoked on Initial Request Determinations Other Reasons 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 Initial Requests Received During the Fiscal Year Types of Requests Process and Median Age Total Amount Collected from the Public and Program Cost to include Number of Full Time Staff Number of Part Time Staff Litigation Cost and Total Program Cost With the exception of Appeal and Litigation related information FACTS has the capability of capturing calculating and producing all of the data required for the Annual FOIA Report 1 FACTS is a Day Forward System Any cases pending on the implementation date of 1 October 2004 will need to be reported be each activity for inclusion in the Annual FOIA report separately 2 Statistical information on Initial Cases Processed is collected during processing required fields when opening and closing individual cases 3 Information pertaining to Appealed Cases and Litigations are provided separately from the Office of General Counsel and the Army Corps of Engineers as appropriate
22. ame Name FA 03 0001 Romero Kathy FA 03 0009 Bad Boys F4 03 0002 Chung Connie FA 03 0004 Jamie Calhound 9 9 2003 FOIA Confidential FA 03 0008 Truedow Jamie FOIA Unclassified FP 03 000100 FA 03 0011Weyne John 9 9 2003 FOIA Top Secret P 03 000103 FA 03 0014 Astora Trudy 9 9 2003 FOIA Unclassified FP 03 000105 FA 03 0016 Mandella Grady k FOIA Unclassified FP 03 000101 FA 03 0012 Wonka Willy 99 2003 A FOIA Unclassified FP 03 000092 FA 03 0003 Smoe Joseph 9 9 2003 A FOIA Unclassified FP 03 000113 FA 03 0024 Sweeney Gerald A Both Unclassified FP 03 000114 FA 03 0025 jones jamie Both Unclassified P 03 000107 FA 03 0018 Walline Justine k FOIA Unclassified FP 03 000109 FA 03 0020 Derring Alma z FOIA Unclassified FA 03 0013 Sugarbaker Suzanne x FOIA Unclassified FA 03 0017 Zabrith Kent F FOIA Unclassified FA 03 0019 Madrine Calibra X FOIA Unclassified FA 03 0021 John Doe y FOIA Unclassified 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 this report is similar to the Open Cases query However you should specify the beginning and ending dates for your closed cases report See the example in Figure 6 12 below Activity Received the Request Action Officer Please Select an Action Otticer
23. anagement 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 and Action 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 Action Officer Figure 4 22 To access any of the cases click on the corresponding hyperlinked Control Number er Aetivity Req Dato pate Control number tumper Last Nameltame Received Closed action officer FA 03 0010 Coral Corter Brenda FA 03 0023 Vendosa Carter Brends FA 03 0009 Bed Carter Brenda FA 03 0006 Vandosa FISHER STEPHEN FA 03 0014 Astora FISHER STEPHEN FA 03 0016 Mandela FISHER STEPHEN FA 03 0011 Wayne FISHER STEPHEN FA 03 0008 Truedow FISHER STEPHEN FA 03 0002 Chung FISHER STEPHEN FA 03 0004 Jamie Calhoundd 9192003 FISHER STEPHEN FA 03 0003 Smoe Joseph Jordan Mary FA 03 0007 Vandorger Charles Jordan Mary FA 03 0012 Wonka Waly Jordan Mory FA 03 0015 Tussle Ronald 9 9 2003 Jordan Mary FA 03 0022 Vandosa Waly 9 10 2003 9 10 2003 Pace Calie FA 03 0016 Walne Justine 9 32003 Figure 4 22 View All Sorted by Action Officer 24 Send questions requirements and comments to FACTS rmda beivoir army mil FACTS Users Guide Chapter 5 Search Advanced Search Module 5 1 General All registered users may se
24. arch case information on an Army wide or activity specific basis by selecting the Search Query tab available from all screens within FACTS The simple search method is the default method as shown in Figure 5 1 To build complex search criteria press the Advanced gt gt button at the bottom of the screen HOME CASE SEARCH QUERY REPORTS il PROFLE DAs i ARMY ACTIVITES ji HELP ii USERMANUAL jj LOGOI FAPA QUERY PAGE FOIAPA query page allows all users to perform complex searches on the Army Freedom of information end Privacy Acts Case Tracking and Logging System Search Criteria Activity Contr ol Humber Requester s Last Hame Requesters First Hame Reterred to Figure 5 1 Simple Search Screen 5 2 Simple Search a Simple searches can be based on a single entry or combination of entries within the fields of Control Number Activity Control Number Subject Matter Requester Last Name 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 wide basis 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 or Activity cases containing 0090 within their number c The standard search results will identify cases by Control Number Activity Number Activity Name Requester Last Name First Name Date Received
25. c org DEPARTMENT OF THE ARMY OFFICE OF THE GENERAL COUNSEL 104 ARMY PENTAGON WASHINGTON DC 20310 0104 March 24 2008 This letter responds to your Freedom of Information Act FOIA appeal dated October 15 2007 The U S Army Freedom of Information and Privacy Act Office the Initial Denial Authority IDA denied your request for a copy of the Manual or Handbook for the FACTS database We apologize for the delay in responding to this appeal The Army is required to address a large volume of FOIA demands and cannot always respond to appeals as quickly as we would like We make it our practice to respond to appeals in the order received The courts have sanctioned this method of handling FOIA cases Open America 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 we have determined that you are entitled to a copy of the responsive document that was initially 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 has been designated by the Secretary of the Army to consider appeals under the FOIA and the PA You may if you so desire seek judicial review of this determination in the federal court system in accordance wi
26. d comments to FACTS rmda belvoir army mil FACTS Users Guide REW FOIA PA CASE SUBMITTAL FORM FOLA PA Request Information indic atas 3 Required Field EJ recetsnay a0 E smpe dae Frac E roa Ora sie Oconer Otyetes Request tor peated C Contidentisi Secret Top Sacret O Unciessites None O Presmentat O Congressionai O News Media Passe Seect an acate Figure 4 4 New Case Screen b When all required field are filled press the Submit Case button If the case was successfully entered you will be notified of the case numbers associated with this request 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 return the user to the main Case Management page shown at Figure 4 1 Your Case Number is FP 03 000110 Activity FA 03 0021 MEE Ooo oe 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 the applicable case from the View All screen Users may also view a request by Case Number 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 Submit questions requirements and comments to FACTS
27. d to their activity 18 Send questions requirements and comments to FACTS rmda beivoir army mil FACTS Users Guide FOIA PA Request Information FP 04 001492 Request Date 632004 Suspense Date 7 12 2004 Figure 4 8 Existing Case Edit or Close Case Command c You may edit or update case information fields Not all fields can be altered by the Activity Admin user The Activity System Admin users may also update the Request Date Received Date and Suspense Date The parameters are set so that only the Activity Admin and Activity System Admin designees may reassign Action Officers to existing cases and Action Officers may only update cases assigned to them Field that may be edited or updated are Extension Date Request type FOIA PA FOIA Request Priority Simple Complex Expedited Classification Confidential Secret Top Secret Unclassified Request High Visibility None Presidential Congressional News Media Referred By Subject Requester Information Fee Information Initial Denial Authority Information and Remarks Figure 4 9 is an example of the Edit Case information option as seen by an Action Officer Only Activity Admin users have the option of reassigning cases to other Action Officers within the Activity EDIT FOIA CASE VIEW FOIA PA Request information FP 04001515 Request Date 6 17 2004 Suspense Date 7 20 2004 FADLISIG Received Date 6222004 Extension Date Sy Controt Humber Request Type Droa Opa Reque
28. em Admin Screen 9 2 System Admin E RR Screen 9 3 E RR File Upload Screen 9 4 E RR Access Screen 9 5 E RR Index Screen Chapter 10 Data Import Module 10 1 Data Import Screen 10 2 Data Containing Errors or Omissions Screen 10 3 Data Imported Successfully Screen Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 1 General 1 1 Overview a The Freedom of Information and Privacy Acts Case Tracking System FACTS is a web based enterprise solution which reduces many of the administrative burdens and challenges present in managing Freedom of Information and Privacy Act Programs at every level of the Army The Department of the Army Freedom of Information and Privacy Division designed the system in concert with the technical developers of Army Records Information Management System ARIMS The objective of FACTS is to provide uniformity of data collected during administratively processing FOIA PA cases facilitate world wide tracking and exposure empower users to search case information on an Army wide or activity specific scale employ automated programs and management reports and to identify those routinely requested documents for possible inclusion in the Army electronic reading room b Currently there are over 300 Army offices responsible for processing FOIA PA requests Annually more than 28 000 requests are submitted from individuals and corporatio
29. governmentattic org Rummaging in the governments attic 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 DAFOIA conus army mil The made ernmentattic org web site the site is noncommercial and free to the public The site and materials vailable 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 dam J to have been caused directly or indirectly by the information provided on the governmentattic org web site or in this file age caused or all Web site design Copyright 2007 governmentatti
30. he Case Closing Information and Processing Cost sections as shown in Figure 4 11 f In order to close a request you must identify Action Taken The options available from the drop down menu are Denied in part Denied in full Granted and Administratively Closed Refer to Figure 4 11 below Denied in Part To select more than one exemption press cortrol while selecting multiple exemptions a Denied in Full jers or national defense or foreign policy Granted and Practices Admiristrativety Closed 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 menu displays as shown in Figure 4 12 below To select more than one exemption hold down the Control button as you select individual exemptions If b 3 exemption is the specific statute as shown in Figure 4 13 below ars Figure 4 12 Multiple Exemptions 20 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Please Select an Exemption To select more than one exemption press control while selecting multiple exempbons A OX1 Classified secret matters or national defense or foreign policy h susc 55740 2 5USC App 4 Sec 207 0K1 2 3 SUSC 571140X4 Figure 4 13 Statutes Associated with Exemption b 3 2 If the Administratively Closed option is selected a separate
31. into this section Submit questions requirements and comments to FACTS rmda belvoir_ army mil 9 FACTS Users Guide FACTS Technical Questions 1 Whatis FACTS How do access FACTS What can FACTS do for me With ail the options available at the FACTS website how do easily move around he site Lam having problems viewing the FACTS website What should do What if my question is not answered here in the FAQs FOIA Functional Questions 7 Could you list the FOIA Exemptions vath a briet summary 2 What are some of the frequently used paragraphs for letters to the requester 9 How can determine when to process a request under both FOIA and PA programs or 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 must be a registered user Once this process has occurred the user will be given a user account 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 FACTS ENTER THE USER NAME AND PASSWORD ASSIGNED DURING THE REGISTRATION PROCESS Username Password a 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 Word and in PDF format All users a
32. ka Willy 9 9 2003 Hogstetter Darria FOIA Unclassified FA 03 0014 Astora Trudy 9 9 2003 FISHER STEPHEN FOIA Unclassified FA 03 0016 Mandela Grady 9 9 2003 FISHER STEPHEN FOIA Unclassified FP 03 009106 FA 03 0017 Zabrith Kent 9 9 2003 Pace Callie FOIA Unclassified P 03 000108 FA 03 0019 Madrine Calibra 9 9 2003 Pace Callie FOIA Unclassified FP 03 000110 FA 03 0021 John Doe 90 2003 Pace Callie FOIA Unclassified FA 03 0025 jones jamie 9114 2003 Jordan Mary Both Unctassified FA 03 0009 Bad Boys 9 9 2003 Carter Brenda Both Unclassified P 03 000102 F4 03 0013 Sugarbaker Suzanne 9 9 2003 Pace Callie FOIA Unclassified FP 03 000113 FA 03 0024 Sweeney Gerald 9 11 2003 Jordan Mary Both Unclassified P 03 000107 FA 03 0018 Walline Justine 9 9 2003 Pace Callie FOIA Unclassified FP 03 000109 FA 03 0020 Derring Alma 9 9 2003 Pace Callie FOIA Unclassified Figure 6 10 Sample Open Case Report 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 action officer request type and classification The results may also be sorted by any of the shown fields In the Figure 6 11 the same results are sorted by Action officer click on the column heading titled Action Officer 34 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide controt tumber AcCw y Ree n Action Taken Humber _ Last N
33. lated Fee Amount Amount Collected 10 00 Fee Remaining 5 Referred To Remarks Close Case 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 SEARCH QUERY REPORTS PROFILE IDA CASE SUCCESSFULLY CLOSED IN FACTS Your Case Number FP 03 00011 1 F 4 09 0022 is Closed Arathor Case nck to case Figure 4 19 Case Successfully Closed in FACTS 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 Officer and Activity Admin refer to Figure 4 20 for the location of these options Figure 4 20 Enter Remarks Fee Collected Appeal Closed Case m The Activity System Admin user may also enter remarks fees collected appeal information and Admin Edit update all information except FOIA Control Number Case Numbers Refer to Figure 4 21 Submit questions requirements and comments to FACTS rmda betvoir army mil w w FACTS Users Guide nin Edit FOIA PA Request Information FP 04 000019 Request Date 10 1 2003 Suspense Date 10 30 2003 FA 04 0019 Received Date 10 2 2003 Extension Date Figure 4 21 Activity System Admin Closed Case Options Control Humber 4 4 View All View all cases assigned to your activity by selecting the View All tab from any of the Case M
34. ld 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 Close cases assigned to their activity Action Officers will only be able to Edit those cases assigned to them j The Record Count appearing at the lower left of the search result screen displays the total number of records that met the specified criteria Submit questions requirements and comments to FACTS rmda belvoir army mil 27 FACTS Users 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 to highlight and delete previous search field entries users may inadvertently insert a space The search system interprets the space as criteria which result in null or incomplete results 28 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 6 Reports Module 6 1 General Currently there are three separate reports defined within the Reports Module All of the reports available within the Reports Module are specific to the user s activity Other report type products can easily be replicated within the advanced search module Reports defined within the search module may be on any specific activity or Army wide Below are examples of basic type reports available from within the
35. le to commercia and other eat after deduction of 2 hours free Chargeable to commercial requesters only a Search b ReviewiExcising a Search b RevewExcising a Search b Review Excising 975 00 c Other Administrative Costs Nol chargeable to any fee category 37500 Q Computer Search Fee Code i Tote Time Rate Chaegeabie to commercia and other S Machine Time Not PC desktop laptop fter deduction of equivalent of 2 hours tee Chargeabile to commercia and other atter deduction of 2 hours tree Chargesble to commercia and other after deduction of 2 hours free 2 Office Machine Copy Reproduction Fee Code a Pages Reproduced For File Copy Not chargeable to any tee category 1b 1 Programmer Operator Clerical Hours b 2 Programmer Operator Protessional Hours Chargeable to all tee categories after deduction of 100 pages tree fz b Pages Released Total Collectable Fees Total Processing Fees 3 Total Charged 5 Fee Waived Fee Reduced 7 Fee Not Applicable Figure 4 17 Total Charged Fee Waived Fee Reduced 22 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide i Enter the Fee Amount in the appropriate field as shown in Figure 4 18 If no fees have been collected on this request you must enter a numeric zero in the Amount Collected field The Fee Remaining field is auto calcu
36. nclusive listing of the Initial Denial Authorities IDA complete with current mailing address phone number DSN prefix Fax number and area of responsibilities The General Order 3 which redirects some functions and responsibilities at Principal Headquarters DA level will be reflected in this module As changes occur they will be updated here b To access the IDA Module select the IDA tab from any of the screens available in FACTS Figure 7 1 shows the IDA page s List Army and Air Force Exchange Service HQ AAFES AUTHORIZED TO ACT ON REQUESTS FOR AAFES RECORDS ATTN GC UNDER AR 60 20 AFR P O Box 650061 Dallas TX 75265 0061 Phone 214 312 3876 Fax 214 312 4141 Assistant Chief of Statt for installation Management ATTN DAIM MD AUTHORIZED TO ACT ON REQUESTS FOR RECORDS RELATING TO PLANNING 600 Army Pentagon PROGRAMMING Room 16677 EXECUTION AND OPERATION OF ARMY INSTALLATIONS THIS INCLUDES BASE Washington REALIGNMENT AND CLOSURE ACTIVITIES DC 20310 0600 ENVIRONMENTAL ACTIVITIES OTHER THAN LITIGATION Phone 703 692 9247 FACILITIES AND HOUSING ACTIVITIES Fax 703 695 4999 AND INSTALLATION MANAGEMENT SUPPORT ACTIVITIES ASSISTANT SECRETARY OF THE ARMY AUTHORIZED To ACT ON REQUESTS FOR FINANCE AND ACCOUNTING RECORDS FINANCIAL MANAGEMENT AND COMPTROLLER ATTN SAFM SACO 109 ARMY PENTAGON RM 3E346 WASHINGTON DC 20310 0109 Phone 703 692 2502224 Fax 703 692 1723 Figure 7 1 IDA Screen c It is the re
37. ng room paos ae Staten it ee ao Figure 8 3 System Admin Edit Activity Information e Select the Edit Activity Information to expand the contact information for your Activity refer to Figure 8 4 Press Submit Update when complete Activity Information Edit DA FOIAPA Division 7701 Telegraph Road Sute 144 Alexandria VA 22315 3905 FAX 703 428 6522 _ POC Last Name Mason POC First Name April za Figure 8 4 Update Activity Information Screen 40 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 9 Electronic 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 All users can visit E RR from FACTS links to access the submitted documents see Figure 9 3 This section is for System Adranestration From ter sree you can approve new users approve protie updates sad martan 5 stem reterence tapes User Proftes Updated Approve updates to user profes Eat Actrvty Iitormation Modity Contact nformation tor Actvty Bectronc Reading Room Upload trequertly requested documents to electron reading room Figure 9 1 System Admin Screen b The E RR Module allows organizations to submit documents for possible
38. ns outside the Federal Government Historically there was no method of searching requests information on an Army wide basis or maintaining current and inclusive 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 FACTS and 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 with corresponding figures for demonstrating a capability or functionality d If you have questions concerning any of the modules please feel free to submit your question to facts rmda belvoir army mil 1 2 Access Access to FACTS is limited to Army FOIA PA Officers IDAs and other individuals authorized to process and respond to requests from individuals and corporations outside 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 amp DHTML Internet Explorer 5 0 already has this support built in If your browser does not support these your system administrator can provide you with the plug ins to have full access to FACTS No other software is required This site is best viewed using a screen resolution of 1024 x 768 Submit questions requirements and comments to FACTS rmda belvoir army mil 5 FACTS Users Guide 1 4
39. ould not assume any degree of privacy EXPLANATION OF TAB HEADINGS CASES Add Edt Update and Close FOLAPA Cases You may aiso View AIT FOUVPA logged cases for your Activity SEARCH QUERY Search for a FOUJPA Case run simple searches or bud complex queries on an Activity or Army wide scale REPORTS Run ether a Status Report for s specified time period or the Annual Report tor your Activity PROFILE EdtUpdate your User Profie IDAs A isting of intial Derval Authorities which includes maing sddress telephone and tax numbers and areas ot responsibiities ARMY ACTIVITIES An alphabetical isting ot Army Freedom of information and Privacy Act offices which includes mating addresses telephone and tax numbers HELP Frequently asked FACTS technical and FOIA functional questions USER MANUAL Downioad or view the Users Gude which defines key features and gives instructions on how to navigate and operate the system LOG OUT Closes out your session of using FACTS Figure 2 2 Public Home Page 2 3 U S Army Freedom of Information and Privacy Act Office Users selecting the DA FOIA PA tab will be redirected to the Department of the Army Freedom 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 functional issues As questions arise they will be incorporated
40. re encouraged to download and review the users manual Submit comments or topics for inclusion to FACTS rmda belvoir army mil 10 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide USER MANUAL Manu Download User Manual POF Figure 2 5 Users Manual Screen 2 7 Logout To exit a FACTS session click the Logout button at the top of the page as shown in figure 2 6 below IEREEDOM OFIINEOR HOME ii i SEARCH f FACTS LOGOUT PROCEDURE THANK YOU FOR VISITING FACTS T foi The browser wil automatically return to the defaut screen in 2 seconds You may siso cick here to return now Figure 2 6 FACTS Logout Screen Submit questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 3 User Registration Module 3 1 Registration FACTS requires new users to register for access and security privileges It is during this registration process that a relationship is determined which Army FOIA PA office the user is a member 3 2 Activity Information Type your office symbol and select the appropriate activity from 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 as shown in Figure 3 2 Please give us your full name eg John Robert Smith For privacy purposes your name wil only be used for system
41. s Closed Date if appropriate Action Officer Type of Request Classification Action Taken Subject of Requests and Fees Owed You may either view individual cases by clicking on the hyper linked Activity Number or continue processing by pressing Continue and Add a New Case Note User viewing individual cases may return to this screen by using the BACK button on the navigation tool bar 10 2 2003 10 30 2003 Unclassified Admiistratively Closed 102 2003 10 90 2003 Unciaseitied Adminetratively Closed 372972008 4 26 2004 FOUN Unclassified administratively Closed corarae eng Agi New Figure 4 3 Search Up Front Results c Figure 4 4 is an example of the screen shown in cases where no matches are tied to the requesters last name or when users have selected Continue and Add New Case By designating required fields the reports and searches are complete and inclusive The required fields are request date received date suspense date 20 working day type FOIA PA FOIA 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 the registration process Case numbers are automatically generated and consecutive for all cases assigned within the Army for that fiscal year Cases also have a sub number specific to your activity 16 Send questions requirements an
42. s until you have entered this information for each Part Time Employee Figure 6 5 Part Time Employee Calculations d Click to Add Contractors to expand this module to the screen shown in Figure 6 6 below Enter the Employee Name Months contractor dedicated to FOIA responsibilities Cost and check Part Time when applicable Complete the entry by pressing Update shown below the Employee Name Repeat this process until you have entered this information for each Full Time Employee Submit questions requirements and comments to FACTS rmda beivoir army mil 31 FACTS Users Guide Contractors Click to Ada Months Figure 6 6 Contractors Calculations e The required 16 benefits and 25 overhead costs are automatically calculated and reflected in the Total Program Cost f The Total Case Processing Cost is a consolidated figure from the completed DD Forms 2086 for your activity g To add miscellaneous costs i e printing training TDY press Edit by the Other Cost refer to Figure 6 7 Manually enter the appropriate figure This figure will also become part of the Total Program Cost Full Time Employee Man Years 5 000 Part Time Employee Man Years 0 000 Total Case Processing Costs 0 00 Total Overhead Costs 507 185 35 Other Costs 0 00 Update Cancel Figure 6 7 Other Costs in Total Program Costs 5 All users can view the
43. sponsibility of each IDA office to ensure the information posted on this page is correct Changes to addresses telephone numbers and areas of responsibilities must be submitted to FACTS rmda belvoir army mil as they occur 38 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 8 Army Activities Module a The Army Activities Module is an alphabetical and scrollable inclusive listing of the Army FOIA PA Program Offices complete with current mailing address phone number and fax number As changes occur they should be updated by the Activity System Admin Users see paragraph 8d below b To access this module select the Army Activities tab from any of the screens available in FACTS Figure 8 1 shows a view of the Army Activities page Dwector Alin SAMR SFECR Executive Communications and Control Sute 146 1941 Jetterson Davis Highway Office of the Secretary of the Army Fort Sam Houston Sute 221 101 Army Pentagon Room 30644 TX 78234 7000 Aringon Washington Phone 210 221 1711 VA 22202 4508 De 20310 0101 Fax 210 221 2920 Phone 703 607 2295194 Phone 703 697 6569 Fax 703 602 391 Fax Florida National Guard Eon AP HE Fort Belvoir ATTN information Services ATTN ANAPAT Deputy Phone 904 823 0202 Deputy NCR DOM NCR DOM Fax Fort AP HE US Army Garson Fort Betvor 14118 10105 Gridley Road Burke Road Sute 100 Fort AP Hil VA 22427 3116 Fort Belvoir Phone 804 633 8350 VA 22060 58
44. st Priority Simple Complex Expedited Today is Thu 17 Feb 2005 Action Taken Please Select an Action Fee Amount Due Dany Amount Due C Any Amount Collected Days Pending Cl Any Days Pending lover Due Amounts CReseirorm Advanced lt lt _ ity Req JActiv control Number umber Last Nam FP 03 000108 FA 03 0017 Zabrith Kent 9 9 2003 FP 03 000108 FA 03 0019Madrne Calibra 9 9 2003 Pace Calie FOIA Unclassified EP 03 000110 FA 03 0021 John Doe 9 0 2003 Pace Calie FOIA Unclassified EP 03 000102 FA 03 0013 Sugarbaker Suzanne 9 9 2003 Pace Calie FOIA Unclassitied FP 03 000107 FA 03 0018Waline Justine 9 9 2003 Pace Calie FOIA Unclassified FP 03 000109 FA 03 0020 Derring Alma 99972003 Pace Calie FOIA Unclassified FP 03 000111 FA 03 0022 Vandosa Wally 9 10 2003 SM0 2003 Pace Calie FOIA Unclassified Administratively Closed EP 03 000099 FA 03 0010 Coral Dory 9 9 2003 9 11 2003 Pace Calie Both Unclassified Denied in Part F P 03 000104 FA 03 0015 Tussle Ronald 9 9 2003 9 11 2003 Pace Callie FOIA Unclassified Denied in Part FP 03 000094 FA 03 0005 Deerfield Justin 9 9 2003 9 9 2003 Pace Calie FOIA Unclassified Granted Figure 6 15 Accomplishments Backlog Caseload by Action Officer Report Screen Sorted by Action Submit questions requirements and comments to FACTS rmda_ belvoir army mil 37 FACTS Users Guide Chapter 7 Initial Denial Authority Module a The Initial Denial Authority Module is an i
45. st Priority simple OQ complex OQ Epedted Request for Expedited C Request Class O Contidentiai O Secret Top Secret Unciessitied Request High Visibility O Mone Presidential Congressional News Media Activity Received the Request DA FOIAPA Division Referred By ARENES Information on investigation on a complant tied aganst tne individual Action officer Mason Apri Requester information Fist Name Bm Last Hame Nelson Company lame Last 458 Processiny Cost information Request for Fee waiver Figure 4 9 Edit FOIA Case View _ Submit questions requirements and comments to FACTS rmda belvoir army mil 19 FACTS Users Guide d Once the case information is updated press the Update Case button at the bottom of the page You will be notified that the case was successfully updated as shown in figure 4 10 By using the buttons on the bottom of this screen you may edit another case return to the updated case or be redirected to the main Case Management page Done CASE SUCCESSFULLY UPDATED IN FACTS Your Case Number FP 03 000111 F 4 03 0022 is Updated Backto Case Figure a1 0 Case Successfully Updated Screen e By selecting the Close Case feature circled in Figure 4 8 Activity Admin and Activity System Admin users will again access the options shown in Edit FOIA PA Case View see figure 4 9 In addition to these fields there are required portions to close a case These are contained in t
46. sults can meet many of the report requirements and serve as a useful management tool 3 The Reports module contains a status report which consists of number of cases received currently open closed and pending more than 20 days during a specified time period This module also contains the capability to output the required data and statistics for inclusion in the annual FOIA report 4 Access to FACTS is limited to Army FOIA PA Officers IDAs and other individuals authorized to process and respond to requests from individuals and corporations outside the Federal Government The Registration and Profile Modules allow users to register and have the ability to update contact information 5 The IDA Module is a searchable database of inclusive and up to date contact information and areas of responsibilities for the Department of the Army Initial Denial Authorities 6 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide 6 The Army Activities Module is a searchable database of inclusive and up to date contact information for the FOIA PA Offices within the Department of the Army 7 The System Admin Module is limited to only Activity System Admin users and allows 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
47. t Calculations 4 17 Total Charged Fee Waived Fee Reduced 4 18 Fee Amount Charged 0005 4 19 Case Successfully Closed Screen 4 20 Enter Remarks Fee Collected Appeal Closed Case 4 21 Activity System Admin Closed Case Options 4 22 View All Sorted by Action Officer Chapter 5 Search Advanced Search Module 5 1 Simple Search Screen 5 2 Advanced Search Screen Submit questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Chapter 6 Reports Module 6 1 Status Report Screen 6 2 Status Report Results 6 3 Activity System Admin Enter Program Cost Reports Tab 6 4 Full Time Employee Calculations 6 5 Part Time Employee Calculations 6 6 Contractors Calculations 6 7 Other Costs in Total Program Cost 6 8 Annual Report Results 6 9 Open Cases Query 6 10 Sample Open Cases Report Screen 6 11 Sample Open Case By Action Officer Report Screen 6 12 Close Case Query esrissssessisers 6 13 Sample Closed Case Report Screen 6 14 ABC by Action Officer Report Screen 6 15 ABC by Action Officer Report Results Sorted by Action Chapter 7 Initial Denial Authority Module IDA Screen Chapter 8 Army Activities Module 8 1 Army Activities Listing 8 2 Search Army Activities 8 3 System Admin Edit Activity Information 8 4 Update Activity Information Screen Chapter 9 Electronic Reading Room Module 9 1 Syst
48. t the Electronic Reading Room hyperlink included in FACTS Links see Figure 9 4 gEEDOM OFIINEORMATI PRIVACY ACTS CASE TRACKING HOME EARCH QUE Access and use of the system it monfored to ensure securty of nformaton cortaned within Users of FACTS shoud not assume any degree of privacy Figure 9 4 E RR Access Screen f To retrieve any of the documents click on the corresponding hyperlink see Figure 9 5 42 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Freedom of niman Act Program Army Privacy end Systems ot Records Coal of hioreaton Progen Notices Programs US Army Freedom of Information Act Electronic Reading Room Figure 9 5 E RR Index Screen Submit questions requirements and comments to FACTS rmda_beivoir army mil 43 FACTS Users Guide Chapter 10 Data Integration Module a The Data Integration Module allows activities utilizing COTS and sophisticated Government developed systems the option and ability to transfer data into FACTS FACTS Data Import Requirement documentation has been prepared by U S Army Freedom of Information and Privacy Act Office and provided to all activities registered with FACTS specifying the required fields acceptable values and corresponding business rules for opening and closing cases The upload file has to be of XML format Please note that only Activity System Admin Users can access this module to
49. th the FOIA 5 U S C 552 a 4 B Sincerely J Ae Associate Deputy General Counsel Enclosure Printed Recycled Paper Freedom of Information and Privacy Acts Case Tracking System FACTS Users Guide 20 April 2005 U S Army Freedom of Information and Privacy Office United States Army Records Management and Declassification Agency USARMDA FACTS Users Guide Table of Content Chapter 1 General 1 1 Overview 1 2 Access 1 3 System Requirements 1 4 Security aias 1 5 Privacy Act Requirements 1 6 Functionality Mes EAN EENETI anndapehesataadescxasaseasegennsgisgebnasains dasasaaapsityeanyst3 aatyboqnnaats NOQAN Chapter 2 FACTS Homepage and Modules 2 1 Entering FACTS Public Home Page Department of the Army FOIA PA Division Home Page Help Login User Manual NNNNNN NAO EO hiss Chapter 3 User Registration Module 3 1 Registration 3 2 Activity Information 3 3 Profile Information 3 4 Account Information Chapter 4 Case Management Module 4 1 General 4 2 New Case Information 4 3 Existing Cases 4 4 View All Chapter 5 Search Advanced Search Module 5 1 General 5 2 Simple Search 5 3 Advanced Search Chapter 6 Reports Module 6 1 General 6 2 Status Report 29 6 3 Annual Report 30 6 4 Current Open Cases Report 34 6 5 Closed Cases Report z 6 6 All Cases Report 6 7 Accomplishments
50. tracking _ It youdo nat see your Act a Figure 3 2 Other Activity Option Screen 3 3 Profile Information Complete the profile information entries shown in Figure 3 3 below with your official information i e address E mail address and phone All fields except Alternate Address and Fax are required 12 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide Profile information Indicates a Required Field sda Please gve us your ful fame eg John Robert Smith For privacy purposes your name wil only be used for system tracking gt It you do not ive in the Please Select a State US Select Other Please Select a Country Primary e mail address 0 John smith oo army mit AKO e mail address eg john smith ox army mil Please gve us your work phone If you do not have a tax number type NJA Figure 3 3 Profile Information Registration Screen 3 4 Account Information The final step of registration is to enter your Sign In Name 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 will receive a separate email confirmation You may then begin using FACTS Submit questions requirements and comments to FACTS rmda belvoir army mil 13 F
51. ystems may be monitored for al lawful purposes to taciitate protection against uneuthorzed eccess and to verity securty procedures survivabilty and operational securty Monitoring includes but is not limited to active attacks by authorized DOD entties to test or verity the seourtty of the system During monitoring information may be examined recorded copied and used for authorized purposes All information including personal Information placed on or sent aver this system may be monitored Use of this DOD Computer System authorized or unauthorized constitutes consent to monitoring of this system Unauthorized use may Subject you to criminal prosecution Evidence of unauthorized use collected during monitoring may be used for administrative criminal or other adverse action Use of this system consttutes consent to montoring for all lawful purposes Figure VEN 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 with introductory information about FACTS The text contained on this page provides a brief overview of the system and a description of the tabbed headings 8 Send questions requirements and comments to FACTS rmda belvoir army mil FACTS Users Guide FREEDOM OF INFORMATION AND PRIVACT ACTS CASE TRACKING SYSTEM Access and use of the system is monfored to ensure securtty of information contained within Users of FACTS sh
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