The
FOIA
ELECTRONIC
RECORDS
FOIA
ADMINISTRATION
RECORDS
MANAGEMENT
FOIA
DEFINITIONS
100
This individual may communicate with the requester to define, clarify, or narrow the scope of a request.
What is the FOIA Specialist
100

Any structure that an organization uses for organizing, accessing, storing, and managing its information.

What is a CLASSIFICATION SCHEME.

100
This individual is required to provide release recommendations.
What is the Record Owner (RO) OR Subject Matter Expert (SME) OR Regional Legal Advisor/Officer (RLA/RLO)
100

This is required for submission annually by November 30th.

What is the FILE PLAN (AID 502-4 Records Inventory and Disposition Plan)

100
This is the term for the nine (9) categories of information that may be withheld from release to the public.
What is EXEMPTIONS
200
This is the statutory time-frame for an agency to respond to a FOIA request.
What is TWENTY (20) WORKING DAYS
200

The most widely used tool for conducting USAID business

What is E-MAIL

200

This is the form used by the FOIA Office to locate responsive records from Program offices.

What is Action Form or 810.

200

The USAID Records Management Policy Chapter.

What is the ADS 502

200
This exemption protects against the release of personnel and medical files and similar files the disclosure of which would constitute an unwarranted invasion of individual privacy.
What is Exemption B6
300
The USAID FOIA guidelines are outlined in this ADS Chapter.
What is ADS 507
300

This includes all forms of e-mail, texts, instant messages/chats, social media messaging systems, and voice message platforms.

What is ELECTRONIC MESSAGING (EM)

300
Release recommendations must adequately articulate this.
What is HARM
300

***Daily Double Question*** This defines how long a record must be kept and when it must be destroyed or in the case of permanent records, transferred to NARA.

What is the RECORDS SCHEDULE or DISPOSITION SCHEDULE

300
When information could be withheld by one of the nine exemptions, but the FOIA Office make the determination to release the information because there is no foreseeable harm.
What is Discretionary Disclosure
400
This is the email address where FOIA request can be submitted.
What is foia@usaid.gov
400

When a non-official Electronic Messaging (EM) system is used in an emergency situation.

What is an EXCEPTIONAL CIRCUMSTANCE

400
You may be required to sign this, describing and confirming your search efforts, in the event that the agency is sued.
What is an Affidavit
400

Disposition refers to this.

What is the RETIREMENT, TRANSFER, or DESTRUCTION OF RECORDS.

400
This exemption protects against the release of trade secrets or confidential commercial financial information.
What is EXEMPTION B4
500
A FOIA requester can file this for non-responsiveness, adequacy of search and to challenge exemptions invoked.
What is APPEAL
500

If you use text messaging to conduct official business (even on a government furnished device) you must forward those to a .gov account for record-keeping purposes within this time frame.

What is 20 DAYS

500
Exemption 5, the deliberative process privilege, may protect this type of document.
What is Draft
500

This form must be filled out when a USAID Employee separates due to: resignation, retirement, or transfer to another government agency.

What is the USAID RECORDS MANAGEMENT EXIT CHECKLIST FOR EMPLOYEES (AID 502-2) *USAID RECORDS MANAGEMENT EXIT CHECKLIST FOR SENIOR OFFICIALS (AID 502-3)

500
***Daily Double Question*** This process allows companies to review their confidential commercial and financial information aka “Proprietary”.
What is a Submitter Notification
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