Each Request is classified based on its origin. If it is a first time Request, it is called an initial Request. If the Request is made again due to unsatisfactory completion of the Request, it is defined as an Appeal. The system provides you with default Request types such as FOIA, PA, FOIA/PA. Your agency can create, edit and delete Request Types as needed.
The default Request Types are described in the table below.
Request Type | Description |
Appeal | A petition to reexamine the initial Request if the response is not satisfactory to the Requester and/or if the Requester disagrees with the amount of fees charged or the withholding of information, or believes that there are additional records responsive to the Request that have not been located. |
Consultation | When an agency locates a record that contains information of interest to another agency, it will ask for the views of that other agency on the disclosure of the records before any final determination is made. |
eDiscovery | Electronic discovery in legal proceedings, where information is provided in electronic format. This Request Type is inactive by default, but can be activated via Administration. |
FOIA | A Request made to an agency in accordance with the provisions stated under the Freedom of Information Act (FOIA). |
FOIA/PA | A Request or petition made by the general public in accordance with FOIA and also supported under the Privacy Act. |
Litigation | A petition for judicial review if an appeal was not satisfied. |
PA | A Request submitted in accordance with the guidelines given under the Privacy Act. |
NOTE: To view the Permissions assigned to the Request Type Roles available for each Request Type, select the Request Type containing the Request Type Role you want to view Permissions for, click Permissions, select the Request Type Role you want to view Permissions for, and then click View Permission.
Create Request Type
Users with the required Permissions can create new Request Types and determine whether the Request Types created should be tracked for annual compliance reporting.
Steps to Create a Request Type
Click Administration > Request Management > Request Types. The Request Types screen displays.
Click New. The New Request Type screen displays as shown below:
Enter information in the fields described below per your agency's requirements.
Field | Description |
Request Type Details | |
Request Type | The name of the Request Type. |
Request Type Code | An abbreviation for the Request Type. |
Request Format | The Request Type layout or design. A format is provided by default, but can be customized per your agency's requirements. For more information about the Request Format and how to customize it, see the Request Format and Steps to Customize the Request Format sections below. |
Request Type | Indicates whether the Request Type is for a Request, or an Appeal. |
Default Priority | Determines the standard level of importance for the Request Type (High, Low, or Normal). High is the default value. |
Active | When selected, enables the Request Type for use in the application and appearance in the Request Types grid. |
Show in Annual Report | When selected, shows the Request Type in the Annual Report. |
Show in Consultation Section of Annual Report | When selected, shows the Request Type in the Consultation section of the Annual Report. |
Allow Request Submission from Public Access Link (PAL) | When selected, enables submission of requests from the associated PAL site. |
Show in PAL (Public Access Link) | When selected, this request type will appear for users of the associated PAL site. Uncheck this box if you'd like to keep requests of this type hidden from PAL users. |
Allow Appeals from Portal | When selected, allows requesters to file appeals of this type through the Public Access Link (PAL) portal. When deselected, appeals of this type can only be created by FOIA administrators within the FOIA application. This option is available only for Request Types where the type is set to Appeal or for custom Request Types that belong to Appeal. |
Appeals Limit | When selected, enables a limit on the number of appeals a requester can file per request through the FOIA application and portal. This option is available only for Request Types where the type is set to Appeal or for custom Request Types that belong to Appeal. When unchecked, there is no restriction on the number of appeals a requester can submit per request. |
Number of Appeals per Request | Specifies the maximum number of appeals a requester is allowed to file for a single request. This field is displayed only when the Appeals Limit checkbox is selected. The default value is 1, and the minimum allowed value is 1. Enter the desired maximum number of appeals per request in the space provided. |
Require Response Package Approval Prior to Allowing Document Delivery | When selected, requires approval of the response package before the documents can be delivered. If deselected, Requests under this type will allow for adding documents directly to a Request Folder |
Proof of Identity | When selected, requesters using this type are required to submit Proof of Identity, and fields will be present on the New Request form to capture proof of identity information and documentation. |
Multi Track Processing Details Request Creation Allowed for the Following Action Offices | |
Action Office | Use the Lookup to select Action Offices to associate with this Request Type. Only users associated with the selected Action Office(s) are able to create requests of this type. To allow all system users to create a request type, be sure to select All when adding offices. |
Multi Track Processing Details | |
Default Multi Track Type | Determines the standard processing track for the Request Type according to its complexity (Simple, Complex or Expedite). |
Simple | Use the check box to activate the Simple multi track type, and enter the standard processing days in the field provided (!!) Note: If multi-track processing is enabled under Request Configuration (Administration > System Configuration > Request Configuration), the Simple option will be selected and grayed-out so it cannot be unchecked |
Complex | Use the check box to activate the Complex multi track type, and enter the standard processing days in the field provided |
Expedite | Use the check box to activate the Expedite multi track type, and enter the standard processing days in the field provided |
Duplicate Search Request Options | |
Request Creation | Automatically conduct a search for duplicate requests during the request creation process. |
Request Editing | Conducts a search for duplicate requests whenever editing request details. |
Include Sub Requests in Search | When selected, searches for duplicate requests will also include sub requests. |
Retention Details | |
Retention Policy Configuration | When selected, enables the new Request Type for Retention Policy Configuration. The fields below will only be enabled for configuration if this checkbox is selected. |
Denied in Full | Allows you to select the retention policy to apply to Requests that are "Denied in Full". |
Granted/Denied in Part | Allows you to select the retention policy to apply to Requests that are "Granted/Denied in Part". |
Granted in Full | Allows you to select the retention policy to apply to Requests that are "Granted in Full". |
Other Reasons | Allows you to select the retention policy to apply to Requests with "Other Reasons" as the Reportable Disposition. |
Click Save. A verification message displays as shown below.
Click OK.
Request Format
It is recommended to use a naming convention for the Request Format that is as unique as possible. It is also recommended to include the year, type code, office code and/or sequence number when possible.
For example, if the new Request Type is "FOIA" for a Request originating in the Audit department, the Request format can be AUD-FOI-2013-1234.
NOTE: You cannot use the Type Code as part of the Request Format if Requests must have the same sequence. For example, the following formats cannot be used: PA-0001, FOIA - 002, FOIA - 003, etc.
Steps to Customize the Request Format
The Request Sequence Number is now configurable. The maximum character length for the Request Sequence Number is 50. The number must contain between 3 and 7 digits, with 5 digits displayed by default.
Click the icon next to the Request Format field. The Request Format window displays as shown below.
Click any of the buttons in the left column to set the design/layout for the Request Type. The Format field will automatically display the design based on the buttons clicked, and the Sample field will automatically display data in the selected format. Click Clear to remove the format and sample data.
Click Fixed Character(s) to separate items in the format.
Next to the Sequence Number field, enter the amount of numbers you want to include in the Request Format, then click Sequence Number.
Click OK. The newly created format appears in the Request Format field, and an example of new format appears in the Request Format Example field.
Edit Request Type
Users with the required Permissions can edit Request Types, unless they are associated with a Request.
Steps to Edit a Request Type
Click Administration > Request Management > Request Types. The Request Types screen displays.
Select a Request Type to edit, then click Edit. The Edit Request Type screen for the selected Request Type displays.
Make any necessary modifications to the Request Type Details.
Click Save. A verification message displays.
Click OK.
Expiration Date Calculation
When updating retention information, there are two options for how expiration dates should be calculated for closed requests. At the bottom of the Edit Request Type page, the following selections are available:
Button | Description |
Update Expiration Dates to All Closed Requests without Expiration Dates | Selecting this option updates the expiration date for all closed requests that have not been assigned expiration dates |
Recalculate All Closed Request Expiration Dates | Selecting this option recalculates the expiration date for all closed requests |
Appeals Limit Configuration
The Appeals Limit feature allows FOIA Administrators to control how many appeals a requester can file per request. This configuration applies to the built-in Appeal Request Type as well as any custom Request Types that belong to Appeal. The appeal limit is enforced in both the FOIA application and the Public Access Link portal.
How Appeals Limit Works
When the Appeals Limit option is enabled for a Request Type:
The system tracks the number of appeals filed against each original request for that Request Type.
Once the configured limit is reached, the requester is prevented from filing additional appeals for that request through both the FOIA application and the portal.
An Appeals Remaining count is displayed for each appeal-type request in the FOIA application and portal, showing how many more appeals the requester can file.
Steps to Configure the Appeals Limit:
Click Administration then select Request Management then Request Types
Select the Appeal Request Type (or a custom Request Type belonging to Appeal) and click Edit.
Select the Appeals Limit checkbox to enable the appeal limit for this Request Type.
In the Number of Appeals per Request field, enter the maximum number of appeals a requester can file per request. The default and minimum value is 1.
Click Save then Click OK.
NOTE: The Appeals Limit option is only available for Request Types where the type is set to Appeal or for custom Request Types that belong to Appeal. It will not appear for Request, Consultation, or Litigation type Request Types.
Steps to Modify or Remove the Appeals Limit
Click Administration then select Request Management then Request Types.
Select the Appeal Request Type (or a custom Request Type belonging to Appeal) and click Edit.
To modify the limit, update the value in the Number of Appeals per Request field.
To remove the limit entirely, uncheck the Appeals Limit checkbox. This allows requesters to file an unlimited number of appeals per request.
Click Save, then click OK.
Appeals Remaining
When an Appeals Limit is configured, the system displays an Appeals Remaining count for each Appeal or custom Request Type belonging to Appeal. This count is visible in both the FOIA application and the PAL portal, allowing administrators and requesters to see how many more appeals can be filed for a given request.
The Appeals Remaining count is calculated as follows:
Appeals Remaining = Number of Appeals per Request (configured limit) − Number of Appeals Already Filed (for the referenced request)
When the Appeals Remaining count reaches 0, the option to file a new appeal for that request is disabled in both the FOIA application and the portal.
Delete Request Type
Users with the required Permissions can delete Request Types. However, predefined Request Types (Appeal, Consultation, FOIA, FOIA/PA, and PA) and Request Types associated with a Request cannot be deleted.
Steps to Delete a Request Type
Click Administration > Request Management > Request Types. The Request Types screen displays.
Select the Request Type to delete.
Click Delete. A verification message displays as shown below.
Click OK.