how to request foia documents from an agency
Individuals submit FOIA and PA requests to the Department through various communications methods including U.S. mail, facsimile, e-mail, or via commercial shipping method. Once received, the Department’s FOIA and PA staff records the request and then tasks it to the appropriate program office to conduct a search for the requested records. When an individual submits a request for records pertaining to an individual, PII provided by the requester may be used to assist the program office in conducting a search for the records. If records responsive to the request exist, they are analyzed for releasability and are enclosed with a letter to the requester itemizing the records and identifying what, if any, exemptions are claimed to withhold portions of the records either from the FOIA or PA. When no records exist that are responsive to the request, the component sends a letter to the requester advising them accordingly.
What information is collected, used, disseminated, or maintained in the system?
Individuals submitting FOIA and/or PA requests to the Department provide PII with their request that varies depending on the substance of the request. Commonly, requestors may submit some or all of the following information with their FOIA and/or PA request, depending on the request: Name(s);
Address(es) (business and personal); Phone Number(s) (business and personal); Email(s) (business and personal); Date of Birth; Place of Birth; Social Security Number; Alien Number; Attorney or representative’s name; Attorney or representatives contact information; or Identifying characteristics and numbers of the records they are requesting such as “immigration application” or “human resources form.”
DHS and its components receive FOIA and/or PA requests for Departmental records, which may contain Social Security Numbers. DHS does not request Social Security Numbers and requesters are not required to submit such information; such information is provided voluntarily by the requestor for identification purposes.
1.2 What are the sources of the information in the system?
Information is provided to the Department by: individuals who submit FOIA and/or PA requests; individuals who appeal DHS’ denial of their FOIA and/or PA requests; individuals whose requests, appeals, and/or records have been referred to DHS by other agencies; and, in some instances, attorneys or other persons representing individuals submitting such requests and appeals, individuals who are the subjects of such requests, Department of Justice (DOJ) and other government litigators, and/or DHS personnel assigned to handle such requests or appeals.
Information provided to the Department for FOIA and/or PA requests is done voluntarily. FOIA and PA requestors are not required to submit any of the information recorded in the Department’s systems, but without it, DHS may be unable to properly respond to requests.
Other sources of information sent to the Department’s FOIA and PA program includes:
Internal DHS components; Other federal agencies; Congressional offices; State and local governments;
Foreign officials or governments; U.S. and foreign corporations; Non-government organizations, such as media or watchdog groups; or Others in the general public.
7.1 What are the procedures which allow individuals to gain access to their own information?
Individuals, partnerships, corporations, associations, or public or private organizations may request information pertaining to the FOIA and PA program as well as previously submitted FOIA and/or PA requests by submitting a FOIA and/or PA request. Please submit your request to: The Privacy Office and Freedom of Information Act Office, Department of Homeland Security, 245 Murray Drive SW, Building 410, STOP-00655, Washington, D.C. 20528-0550, or by facsimile at 703-235-0443 or via e-mail to foia@dhs.gov.
Responsible Officials
Catherine Papoi Deputy Chief FOIA Officer and Director, Disclosure & FOIA Department of Homeland Security
