Documents from the FOIA Office are sent for consultation review in the form of an ADX, TIFF, or PDF file.
Consultation Review Process
The consultation review process is described below:
In FOIA Office:
Document Folders to be sent for consultation review are opened in FOIAXpress
A Review Layer is applied as required
The Send/Save for Consultation Review option, which is available on the Document Management toolbar, is used to send the document for consultation review
NOTE: This option is only visible when the Folder is selected.
On the Send/Save Documents for Consultation screen, users select the Folders to be reviewed
Once all information is entered, documents can be sent, saved, or printed
In Action Office:
Once the review file is received from the FOIA office, it will be opened for review
The officer reviews the documents
Once the review is complete, comments are added, and the files are sent back to the FOIA office
In FOIA Office:
The responsive documents are checked before opening them on the Consultation Reviewed Documents: Import screen
Once the FOIA officer is satisfied with the response, the files are imported into FOIAXpress. If there are additional documents attached to the file, they will be included
For additional information about importing documents from consultation review, click the links below
Steps to Send the Documents for Consultation Review
Follow the steps below to send a document for Consultation Review.
Click Document Management > Search Folders. The following screen displays
Enter search criteria as necessary to locate the Folder containing the documents you want to send for Consultation Review
Click Search
From the search results, select the checkbox next to the Folder containing the documents you want to send for Consultation Review
Click Open Folders. The Document Management screen displays as shown below
Right-click the folder you want to Send/Save for Consultation Review. A menu displays as shown below
NOTE: After clicking on the Folder, you will be prompted to load a review layer. To load a review layer, follow steps 6-9 as described in Load Review Layer. If you load a review layer, repeat step 6 as described above.
NOTE: The image above shows what displays when a review layer has been loaded.
Click Send/Save for Consultation Review. The Send/Save Documents for Consultation dialog box displays as shown below
Select the Page Range
Click OK. The Send/Save Documents for Consultation window displays as shown below
Enter information in the fields described below as necessary
Field | Description |
Consultation Contact | |
Consultation Type | Type of consultation requested, as selected from the drop-down menu. |
Review Information | |
Request ID | ID of the Request the consultation is associated with. Click the Browse button to search for a Request. |
Review Due Date | Date the consultation review is due to be returned. |
Comments | Any comments about the consultation. |
Add Reminder | Include a Task Reminder for the consultation. If selected, a field appears to input the Number of day(s) prior to the due date the reminder will be sent. |
Task | Task to be completed, as selected from the drop-down menu. |
Include Correspondence | |
Include Correspondence | Include correspondence with the consultation. |
Language | Language for correspondence, as selected from the drop-down menu. |
Select a Memo Template | Use an existing Memo Template for sending correspondence. If selected, choose a template from the drop-down menu below the selection. |
Select a Pending Memo | Use an existing Pending Memo for sending correspondence. If selected, choose a Pending Memo from the drop-down menu below the selection. |
Customize & Save | Customize and save the selected correspondence. |
Include Document Review Flags | |
Include Document Review Flags | Review flags to be included in the documents sent for consultation. |
Include Review Objects | |
Include Review Objects | Review Objects to include in the review, as selected from the available options. Selections include Comments Box, Ellipse, Straight Line, Highlight, Stamp, and Stick Note |
Reviewers Information | |
Locations Referred | Action Office where the consultation review will be sent |
Program Office Name | Program Office where the consultation will be sent |
Create Consultation Location | Create a new Consultation location to send the review |
List | List of contacts to select from, populated according to the selections above |
Other Email | Send the review to a contact outside the FOIAXpress application. If selected, enter an email address in the field provided. |
Delivery Information | |
Method | The delivery method, either Send By Email or Save to Local Disk (Note, the fields shown below depend on the selection made under Method) |
Email Template | Email template to be used to send the consultation review. |
To Email | Address of the recipient of the review. |
Email_Cc | Address(es) of any parties to be copied on the email. |
Email Bcc | Address(es) of any parties to be blind copied on the email. |
File Name | Name given to the file to be attached to the outgoing message. |
Format | Format of the outgoing attachment file. Selections include ADX, PDF Image, and Multi-page File (TIF). |
Dispatch Date | Date the outgoing message will be sent (defaults to the current date). |
Header and Footers | |
Bates Stamping | When this checkbox is selected, Bates Stamping will be applied to the documents.
|
Prefix | The first half of the Bates Stamp. |
Suffix | The second half of the Bates Stamp. |
Bates Format | The order in which the parts of the Bates Stamp will be arranged. |
Insert Page Numbers | When this checkbox is selected, page numbers will be inserted into the documents. |
Start Number | The first number in each page number. You can select Document # to number documents based on their numerical order. You can also select Batch Start # to enter the number you want to begin each page number with. |
Leading Zeroes | When this checkbox is selected, page numbers will begin with "0". |
Page Format | The format in which page numbers will be arranged. |
Position | The location on the page on which headers and footers will be applied. |
Font | The font that will be applied to headers and footers. |
Font Name | The type of font that will be applied to headers and footers. |
Font Size | The size of the font that will be applied to headers and footers. |
Margin (Inches) | The distance from the edge of the screen headers and footers will be located. |
Left | The distance from the left edge of the screen headers and footers will be located. |
Right | The distance from the right edge of the screen headers and footers will be located. |
Top | The distance from the top edge of the screen headers and footers will be located. |
Bottom | The distance from the bottom edge of the screen headers and footers will be located. |
Include Annotation Text | |
Include Annotation Text | When this checkbox is selected, prints annotation text on the pages that are to be delivered to the Requester. |
Position | The location on the page on which annotation text will be applied. |
Font | The font that will be applied to annotation text. |
Font Name | The type of font that will be applied to annotation text. |
Font Size | The size of the font that will be applied to annotation text. |
Margin (Inches) | The distance from the edge of the screen annotation text will be located. |
Left | The distance from the left edge of the screen annotation text will be located. |
Right | The distance from the right edge of the screen annotation text will be located. |
Top | The distance from the top edge of the screen annotation text will be located. |
Bottom | The distance from the bottom edge of the screen annotation text will be located. |
Page Summary for Fully Withheld Pages | |
Save | The format in which the page summary for fully withheld pages will be saved. |
Position | The location on the page on which the page summary for fully withheld pages will be located. |
Page # Format | The format of page numbers on the page summary for fully withheld pages. |
Font | The font that will be applied to the page summary for fully withheld pages. |
Font Name | The type of font that will be applied to the page summary for fully withheld pages. |
Font Size | The size of the font that will be applied to the page summary for fully withheld pages. |
Header | The header that will be applied to the page summary for fully withheld pages. |
Footer | The footer that will be applied to the page summary for fully withheld pages. |
Insert Watermark | When this option is selected, you can select a watermark to insert into the page summary for fully withheld pages. |
Set Password | |
Set Password | Set a password for access to the consultation review. |
Password | Password for consultation access. |
Confirm Password | Re-entered password from the Password field above. |
Click OK. The Job Progress window displays as shown below
When the job is completed, (the Job Status will say "Completed"), click Close Window
Close the Document Management screen. The Consultation Review displays in the Consultation Review Log