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Privacy Act System of Records: Freedom of Information Act Request and Appeal File, EPA-9

[excerpted from: Federal Register: February 22, 2002 (Volume 67, Number 36)]

System Name: Freedom of Information Act Request and Appeal File.

System Location:

  1. Freedom of Information Section, Office of the Administrator, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.
  2. EPA Regional Offices. See the appendix for addresses of regional offices.
  3. EPA, Office of General Counsel, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Categories of Individual Covered by the System: All persons requesting information or filing appeals under the Freedom of Information Act.

Categories of Records in the System: A copy of each Freedom of Information Act request received and a copy of all correspondence related to the request, including name, affiliation address, telephone numbers, and other information about a requester. A computerized index includes the name and affiliation of each requester, the request identification number, and the subject.

Authority for Maintenance of the System (includes any revisions or amendments): 5 U.S.C. 552.

Purpose(s): To respond to FOIA requests and to prepare reports on FOIA activities.

Routine Uses of Records Maintained in the System, Including Categories of Users, and the Purposes of Such Uses: General routine uses A, E, F, G, H and K apply to this system. Records may also be disclosed:

  1. To another Federal agency (a) with an interest in the record in connection with a referral of a Freedom of Information Act (FOIA) request to that agency for its views or decision on disclosure, or (b) in order to obtain advice and recommendations concerning matters on which the agency has specialized experience or particular competence that may be useful to EPA in making required determinations under the FOIA.

Policies and Practices For Storing, Retrieving, Accessing, Retaining, and Disposing of Records in the System:

  • Storage: In file folders. An index is maintained in a computer database.

  • Retrievability: By name of requester and request identification number.

  • Safeguards: Computer records are maintained in a secure, password protected computer system. Paper records are maintained in lockable file cabinets. All records are maintained in secure, access-controlled areas or buildings.

  • Retention and Disposal: Records are maintained in accordance with EPA Records Control Schedules.

System Manager(s) and Address and address: Director, Office of Executive Secretariat, Freedom of Information Section, Office of the Administrator, Environmental Protection Agency, Ariel Rios Building, 1200 Pennsylvania Avenue NW, Washington, DC 20460.

Notification Procedures: Any individual who wants to know whether this system of records contains a record about him or her, who wants access to his or her record, or who wants to contest the contents of a record, should make a written request to the System.

Access Procedure: Requesters will be required to provide adequate identification, such as a driver's license, employee identification card, or other identifying document. Additional identification procedures may be required in some instances.

Contesting Procedure: Requests for correction or amendment must identify the record to be changed and the corrective action sought. Complete EPA Privacy Act procedures are set out in 40 CFR Part 16.

Record Source Categories: Incoming Freedom of Information Act requests and related correspondence from the record subject; EPA offices.

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