[Federal Register Volume 63, Number 57 (Wednesday, March 25, 1998)]
[Rules and Regulations]
[Pages 14336-14344]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-7726]


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NATIONAL CREDIT UNION ADMINISTRATION

12 CFR PART 792


The Freedom of Information Act and Privacy Act

AGENCY: National Credit Union Administration (NCUA).

ACTION: Final rule.

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SUMMARY: NCUA is revising its regulations governing the disclosure of 
information under the Freedom of Information Act (FOIA) to reflect 
recent changes to FOIA brought about by the enactment of the Electronic 
Freedom of Information Act Amendments of 1996 (E-FOIA). The revised 
regulation sets forth new procedures NCUA will employ to implement 
provisions of E-FOIA, such as expedited treatment of requests and 
multi-track processing. The rule also clarifies the information that 
must be included in FOIA requests so that NCUA can process them. Other 
changes to the rule provide guidance to the public on how to obtain 
records contained in the files of the Office of Inspector General. A 
change to the fee provision reflects a recalculation of the agency's 
duplication costs.

DATES: This regulation is effective April 24, 1998.

FOR FURTHER INFORMATION CONTACT: Dianne Salva, Staff Attorney, or 
Sheila Albin, Associate General Counsel, (703) 518-6540.

SUPPLEMENTARY INFORMATION:

Background

    On October 2, 1996, the President signed into law the Electronic 
Freedom of Information Act Amendments of 1996, Public Law 104-231. E-
FOIA has twin goals of making records contained in government files 
more easily accessible to the public and improving administration of 
FOIA programs in the agencies. In particular, Congress moved to amend 
the FOIA because it found that government agencies were increasingly 
using computers to conduct agency business and store valuable agency 
records and information. In recognition of the vast amount of 
information the government maintains in electronic format, E-FOIA was 
designed to ensure continued public access to government information, 
including that maintained in electronic format. This final rule revises 
the NCUA's information disclosure regulations, 12 CFR part 792, to 
comply with E-FOIA.
    On November 13, 1997, NCUA published a proposed rule, (62 FR 
60799), and, in response, received five comments from the public. The 
comments received generally supported the proposal. Several commenters 
applauded the breadth of information available on the NCUA website, but 
also asked that NCUA consider expanding the categories of information 
available on the website and emphasized the need to update the website 
information expeditiously. NCUA has a wide variety of records on its 
website and more information is added regularly. One commenter asked 
that information on the website be made available in various electronic 
formats. These comments have been forwarded to the NCUA staff 
responsible for maintenance of the website for consideration.
    One commenter expressed confusion over the mechanics of the multi-
track system. NCUA believes that a multi-track processing system is the 
most efficient and fair way to process FOIA requests. If requests were 
processed on a strict first-in first-out basis, a request that could be 
easily answered, such as one for a press release, would be processed 
only after an earlier-received, complex request requiring extensive 
search and review. Accordingly, the multi-track system remains 
incorporated in this final rule. One commenter expressed confusion over 
the interaction between the treatment of an expedited request and the 
multi-track processing system, as well as the standards that will be 
applied to determine to which track a request is assigned. To address 
such confusion, NCUA's final rule clarifies that the multi-track system 
includes a fast track, an expedited track and a regular track. The 
types of requests that will enter the fast track are described in the 
proposal as those that seek records which are readily identifiable or 
have already been cleared for public release. In general, requests 
placed on the fast track will be those seeking records that are not 
voluminous and do not require extensive review to determine the 
applicability of any FOIA exemptions. The commenter asked that NCUA 
explain, by example, what type of records would meet that standard. 
Generally speaking, records that will qualify for the fast track will 
be those that have previously been released publicly by NCUA under 
FOIA, and that can be quickly located at the Information Center 
handling the request. Examples of such documents include NCUA letters 
to credit unions, reports to Congress, call report data as available on 
the NCUA website or listings of credit unions in a geographical area.
    NCUA received four comments suggesting that it establish a specific 
time limit for processing requests under the multi-track or expedited 
processing

[[Page 14337]]

systems. NCUA carefully considered the comments concerning setting 
specific time frames for fast track or expedited requests. The 
procedure for the multi-track system will be that, when a request is 
received, the Information Center will review it and determine which 
track it should enter. Requests within each track will generally be 
processed according to their date of receipt. This should result in the 
greatest number of requests being completed in the least amount of 
time. Furthermore, we reviewed other agencies' final regulations 
implementing E-FOIA and found that no other agency has elected to 
assign a time frame of less than 20 days for response to requests in 
any track of a multi-track system. NCUA is aware that some requests may 
not easily be categorized, or may appear to qualify for the fast track 
initially, but be determined to be more complex once the processing is 
underway. For these reasons, it was determined that no specific time 
frames, other than those set forth in the statute, should be adopted in 
the final rule.
    One commenter suggested that NCUA establish an electronic form for 
filing FOIA requests from its website, and another asked that NCUA 
identify an e-mail address and fax numbers for submitting requests. 
Since FOIA requests may be submitted to NCUA's Central Office or any of 
its six regional offices, a list of fax numbers in the rule would be 
cumbersome, but an e-mail address has been added. NCUA is currently 
planning to devote space in its website to E-FOIA, and will take the 
remaining comments into consideration in developing that space.

New Provisions

    Section 792.02 now reflects the additional category of records NCUA 
will make publicly available for inspection and copying: records 
released under FOIA after March 31, 1997, which the agency determines 
have become or are likely to become the subject of subsequent requests.
    Section 792.03 sets forth the indices of records made available for 
public inspection and copying and includes the additional index of 
popular FOIA responses.
    Section 792.04 informs the public that certain records created by 
NCUA after November 1, 1996 are also available on the NCUA website.
    Section 792.06 clarifies that records maintained in electronic 
format are subject to FOIA.
    Section 792.07 identifies the places within NCUA where the public 
may write to request records. The Office of Inspector General has been 
added to reflect that the NCUA Board has delegated authority to the 
Inspector General to respond to initial FOIA requests for records 
contained in Office of Inspector General files.
    Sections 792.08 and 792.09 clarify administrative requirements and 
procedures for submitting FOIA requests. To improve communications 
between the agency and requesters, requesters are instructed to include 
their name, address and telephone number with their request. In 
recognition of the new requirement that agencies honor form or format 
requests, requesters are also asked to designate their form or format 
of choice, if other than paper copy, at the time they make their 
request.
    Section 792.10 sets forth the procedures for the multi-track 
processing system comprised of a fast track, expedited track and 
regular track. Fast track processing will apply to records that are 
easily identifiable by NCUA staff and have been previously cleared for 
release to the public. Fast track requests will be handled as 
expeditiously as possible in the order they are received. Requests will 
be placed on the expedited track if the requester meets the 
requirements for expedited treatment set forth in Sec. 792.18. All 
information requests that do not meet the fast track or expedited track 
processing standards will be handled under regular processing 
procedures. A requester who desires fast track processing, but whose 
request does not meet those standards, may contact the NCUA to try to 
narrow the scope of the request so that it will qualify for fast track 
processing.
    Section 792.12 was added to inform requesters that, as long as it 
is technically feasible and would not harm an interest that a FOIA 
exemption is intended to protect, NCUA will indicate where, why and how 
much information was withheld from its response.
    Section 792.13 was added to advise requesters that they may obtain 
information in any readily reproducible form or format they request. It 
also clarifies that only one copy of a record will be produced.
    Section 792.15 sets forth the new processing time limit of 20 
working days in place of the prior 10 working days. It also sets forth 
the two exceptions to the 20 working day time limit: the suspension of 
time for the payment of fees or if unusual circumstances exist.
    Section 792.16 describes the criteria for determining whether 
unusual circumstances exist. The criteria have not changed. The 
regulation contains a new provision on aggregating multiple requests 
which, together, cause unusual circumstances to exist. NCUA will now 
aggregate multiple requests from the same requester or group of 
requesters acting in concert, if it believes they constitute a single 
request, and if, taken together, the requests satisfy the unusual 
circumstances criteria. This section also contains a new provision 
advising requesters that, if NCUA sends them a notice extending the 
processing time due to unusual circumstances, it will also tell them 
that they may reduce the scope of their request so that it can be 
processed within the statutory time frame or agree to an alternative 
time frame.
    Section 792.18 has been added to implement the expedited processing 
provision of E-FOIA. It sets forth the criteria for a requester seeking 
to establish a compelling need to support a request for expedited 
processing. E-FOIA permits two categories of requests involving 
compelling needs to be granted expedited treatment: Those that entail 
an imminent threat to the life or physical safety of an individual or 
those that are filed by persons primarily engaged in disseminating 
information and involve an urgency to inform the public concerning 
actual or alleged government activity. For ease of administration and 
consistency, the proposed rule uses the term ``representative of the 
news media'' to describe a person primarily engaged in disseminating 
information, because the term has been used for many years in other 
provisions of the regulation and is familiar to the public and agency 
staff. In keeping with Congress' express intent that the specified 
criteria for compelling need be narrowly applied, expedited processing 
will only be granted in those extraordinary cases meeting the specific 
requirements of the regulation. H.R. Rep. 795, 104th Cong., 2d Sess. 26 
(1996). As the legislative history states, ``the expedited process 
procedure is intended to be limited to circumstances in which a delay 
in obtaining information can reasonably be foreseen to cause a 
significant adverse consequence to a recognized interest.'' Id. To meet 
the criterion of an urgency to inform the public concerning an actual 
or alleged federal government activity, the requester must show that a 
delay in the release of the information would compromise a significant 
recognized interest, and that the requested information pertains to a 
matter of current exigency to the American public. This section also 
informs the public of the right of appeal for denial of a request for 
expedited processing.

[[Page 14338]]

    Section 792.19 has been amended to reflect that the current fee 
schedule is available on the NCUA website. It has also been amended to 
reflect a new duplication rate. The current regulation sets out that 
searches for records responsive to a FOIA request will be conducted by 
computer using existing programming. The final rule strikes the 
reference to existing programming and adds language to say that no 
modification of existing programming or system will be made if it would 
significantly interfere with the operation of an NCUA automated 
information system.
    Section 792.28 clarifies that appeals are permitted when NCUA 
denies a request for a fee waiver or reduction.

Regulatory Procedures

Regulatory Flexibility Act

    The Regulatory Flexibility Act requires the NCUA to prepare an 
analysis to describe any significant economic impact any proposed 
regulation may have on a substantial number of small credit unions, 
meaning those under $1 million in assets. The NCUA Board has determined 
and certifies that the rule will not have a significant economic impact 
on a substantial number of small credit unions. The rule simplifies 
some of the procedures regarding the release of information and 
requires disclosure of information in certain instances in accordance 
with law. The disclosure requirements are imposed on the NCUA, 
therefore, they should not have a significant economic impact on a 
substantial number of small credit unions.

Paperwork Reduction Act Analysis

    These regulations will impose no additional information collection, 
reporting or record keeping requirements subject to the approval of the 
Office of Management and Budget pursuant to the Paperwork Reduction Act 
of 1995, 44 U.S.C. 3501, et seq.

Executive Order 12,612

    The NCUA Board certifies that the rule will not have a substantial 
direct effect on the States, on the relationship between the national 
government and the States, or on the distribution of power and 
responsibilities among various levels of government.

Small Business Regulatory Enforcement Fairness Act

    The Small Business Regulatory Enforcement Fairness Act of 1996 
(SBREFA) (Pub. L. 104-121) provides generally for congressional review 
of agency rules. The reporting requirement is triggered when a final 
rule is issued. The rule has been submitted to OMB for determination of 
whether this final rule constitutes a major rule as defined under the 
statute. A major rule is one that OMB finds has resulted in or is 
likely to result in: (1) An annual effect on the economy of $100 
million or more; (2) a major increase in costs or prices for consumers, 
individuals, industries, federal state or local government agencies or 
geographic regions; or (3) significant adverse effects on competition, 
employment, investment, productivity, innovation, or the ability of 
United States based enterprises to compete with foreign based 
enterprises in domestic and export markets. OMB has determined that 
this rule is not a major rule.

List of Subjects in 12 CFR Part 792

    Administrative practice and procedure, Credit unions, Confidential 
business information, Freedom of Information Act, Privacy Act.

    By the National Credit Union Administration Board on March 19, 
1998.
Becky Baker,
Secretary of the Board.
    For the reasons set forth in the preamble, NCUA amends 12 CFR part 
792 as follows:

PART 792--[AMENDED]

    1. The authority citation for part 792 is revised to read as 
follows:

    Authority: 5 U.S.C. 301, 552, 552a, 552b; 12 U.S.C. 1752a(d), 
1766, 1789, 1795f; E.O. 12600, 52 FR 23781, 3 CFR, 1987 Comp., p. 
235; E.O. 12958, 60 FR 19825, 3 CFR, 1995 Comp., p.333.


Secs. 792.20--792.37  (Subpart B) [Redesignated as Subpart E 
(Secs. 792.52--792.69)]

    2. Redesignate subpart B (792.20-792.37) as subpart E (792.52-
792.69) and reserve subpart B.
    3. Revise subpart A of part 792 to read as follows:

Subpart A--The Freedom of Information Act

General Purpose

Sec.
792.01  What What is the purpose of this subpart?

Records Publicly Available

792.02  What records does NCUA make available to the public for 
inspection and copying?
792.03  How will I know which records to request?
792.04  How can I obtain these records?
792.05  What is the significance of records made available and 
indexed?

Records Available Upon Request

792.06  Can I obtain other records?
792.07  Where do I send my request?
792.08  What must I include in my request?
792.09  What if my request does not meet the requirements of this 
subpart?
792.10  What will NCUA do with my request?
792.11  What kind of records are exempt from public disclosure?
792.12  How will I know what records NCUA has determined to be 
exempt?
792.13  Can I get the records in different forms or formats?
792.14  Who is responsible for responding to my request?
792.15  How long will it take to process my request?
792.16  What unusual circumstances can delay NCUA's response?
792.17  What can I do if the time limit passes and I still have not 
received response?

Expedited Processing

792.18  What if my request is urgent and I cannot wait for the 
records?

Fees

792.19  How does NCUA calculate the fees for processing my request?
792.20  What are the charges for each fee category?
792.21  Will NCUA provide a fee estimate?
792.22  What will NCUA charge for other services?
792.23  Can I avoid charges by sending multiple, small requests?
792.24  Can NCUA charge me interest if I fail to pay my bill?
792.25  Will NCUA charge me if the records are not found or are 
determined to be exempt?
792.26  Will I be asked to pay fees in advance?

Fee Waiver or Reduction

792.27  Can fees be reduced or waived?

Appeals

792.28  What if I am not satisfied with the response I receive?

Submitter Notice

792.29  If I send NCUA confidential commercial information, can it 
be disclosed under FOIA?

Release of Exempt Records

792.30  Is there a prohibition against disclosure of exempt records?
792.31  Can exempt records be disclosed to credit unions, financial 
institutions and state or federal agencies?
792.32  Can exempt records be disclosed to investigatory agencies?

Subpart A--The Freedom of Information Act

General Purpose


Sec. 792.01  What is the purpose of this subpart?

    This subpart describes the procedures you must follow to obtain 
records from NCUA under the Freedom of Information Act (FOIA), (5 
U.S.C. 552).

[[Page 14339]]

Records Publicly Available


Sec. 792.02  What records does NCUA make available to the public for 
inspection and copying?

    Except for records that are exempt from public disclosure under 
FOIA as amended (5 U.S.C. 552) or are promptly published and copies are 
available for purchase, NCUA routinely makes the following five types 
of records available for you to inspect and copy:
    (a) Final opinions, including concurring and dissenting opinions, 
and orders made in the adjudication of cases;
    (b) Statements of policy and interpretations which have been 
adopted by the agency but not published in the Federal Register;
    (c) Administrative staff manuals and instructions to staff that 
affect a member of the public;
    (d) Copies of all records, regardless of form or format, which have 
been released after March 31, 1997, in response to a FOIA request and 
which, because of the nature of their subject matter, NCUA determines 
have been or are likely to become the subject of subsequent requests; 
and
    (e) Indices of the documents referred to in this paragraph.


Sec. 792.03  How will I know which records to request?

    NCUA maintains current indices providing identifying information 
for the public for any matter referred to in Sec. 792.02, issued, 
adopted, or promulgated after July 4, 1967. The listing of material in 
an index is for the convenience of possible users and does not 
constitute a determination that all of the items listed will be 
disclosed. NCUA has determined that publication of the indices is 
unnecessary and impractical. You may obtain copies of indices by making 
a request to the Office of Administration, at NCUA, 1775 Duke Street, 
Alexandria, VA 22314-2387 or, as indicated, on the NCUA web site. The 
indices are available for public inspection and copying and are 
provided at their duplication cost. The indices are:
    (a) NCUA Publications List: Manuals relating to general and 
technical information, booklets published by NCUA, and the Credit Union 
Directory. The NCUA Publications list is available on the NCUA web 
site.
    (b) Directives Control Index: A list of statements of policy, NCUA 
Instructions, Bulletins, Letters to Credit Unions, and certain internal 
manuals.
    (c) Popular FOIA Index: Records released in response to a FOIA 
request, that NCUA determines are likely to be the subject of 
subsequent requests because of the nature of their subject matter. The 
Popular FOIA Index will be available on the NCUA web site on or before 
December 31, 1999.


Sec. 792.04  How can I obtain these records?

    You may obtain these types of records or information in the 
following ways:
    (a) You may obtain copies of the records referenced in Sec. 792.02 
by obtaining the index referred to in Sec. 792.03 and following the 
ordering instructions it contains, or by making a request to the FOIA 
Officer, NCUA, Office of General Counsel at 1775 Duke Street, 
Alexandria, Virginia 22314-3428.
    (b) If they were created by NCUA on or after November 1, 1996, 
records referenced in Sec. 792.02 are available on the NCUA web site, 
found at http://www.ncua.gov.


Sec. 792.05  What is the significance of records made available and 
indexed?

    The records referred to in Sec. 792.02 may be relied on, used, or 
cited as precedent by NCUA against a party, provided:
    (a) The materials have been indexed and either made available or 
published; or
    (b) The party has actual and timely notice of the materials' 
contents.

Records Available Upon Request


Sec. 792.06  Can I obtain other records?

    Except with respect to records routinely made available under 
Sec. 792.02 or published in the Federal Register, or to the extent that 
records are exempt under the FOIA, if you make a request for records in 
accordance with this subpart, NCUA will make such records available to 
you, including records maintained in electronic format, as long as you 
agree to pay the actual, direct costs.


Sec. 792.07  Where do I send my request?

    (a) You must send your request to one of NCUA's Information 
Centers. The Central Office, Regional Offices, Office of Inspector 
General and the Asset Management and Assistance Center are designated 
as Information Centers for the NCUA. The Freedom of Information Officer 
of the Office of General Counsel is responsible for the operations of 
the Information Center maintained at the Central Office. The Regional 
Directors are responsible for the operation of the Information Centers 
in their Regional Offices. The Inspector General is responsible for the 
operation of the Office of Inspector General Information Center.
    (b) If you think that the records are located at one of NCUA's 
Regional Offices, then you should send your request to the appropriate 
Regional Director, whose address can be found in Sec. 790.2(c) of this 
chapter.
    (c) If you think that the records are located at the Asset 
Management and Assistance Center, then you should send your request to 
the President, Asset Management and Assistance Center, 4807 Spicewood 
Springs Road, Suite 5100, Austin, Texas 78759-8490.
    (d) If you think that the records you want are in the files of the 
Office of Inspector General, then you should send your request to the 
Inspector General, NCUA, 1775 Duke Street, Alexandria, Virginia 22314-
3428.
    (e) When you are not sure of the location of records, or if you 
think that the records you want are located in the Central Office, you 
should send your request to the Freedom of Information Officer at NCUA, 
Office of the General Counsel, 1775 Duke Street, Alexandria, Virginia 
22314-3428. You may also send your request by electronic mail to 
[email protected].


Sec. 792.08  What must I include in my request?

    Your request must include the following:
    (a) Your name, address and a telephone number where you can be 
reached during normal business hours.
    (b) A reasonable description of the records you seek. A reasonable 
description is one that enables an NCUA employee, who is familiar with 
the subject area of the request, to locate the record with a reasonable 
amount of effort.
    (c) A statement agreeing to pay all applicable fees or to pay fees 
up to a certain maximum amount, or requesting a fee reduction or waiver 
in accordance with Sec. 792.27. If the actual fees are expected to 
exceed the maximum amount you indicate in your request, NCUA will 
contact you to see if you are willing to pay the estimated fees. If you 
do not want to pay the estimated fees, your request will be closed and 
no bill will be sent.
    (d) If other than paper copy, you must identify the form and format 
of responsive information you are requesting.


Sec. 792.09  What if my request does not meet the requirements of this 
subpart?

    NCUA need not accept or process your request if it does not comply 
with the requirements of this subpart. NCUA may return such a request 
to you with an explanation of the deficiency. You may then submit a 
corrected request, which will be treated as a new request.

[[Page 14340]]

Sec. 792.10  What will NCUA do with my request?

    (a) On receipt of any request, the Information Center assigns it to 
the appropriate processing schedule, pursuant to paragraph (b) of this 
section. The date of receipt for any request, including one that is 
addressed incorrectly or that is referred to NCUA by another agency, is 
the date the appropriate Information Center actually receives the 
request.
    (b) NCUA has a multi-track processing system. Requests for records 
that are readily identifiable by the Information Center and have 
already been cleared for public release may qualify for fast track 
processing. Requests which meets the requirements of Sec. 792.18 will 
be processed on the expedited track. All other requests will be handled 
under normal processing procedures.
    (c) The Information Center will make the determination whether a 
request qualifies for fast track processing or expedited track 
processing. You may contact the Information Center to learn to which 
track your request has been assigned. If your request has not qualified 
for fast track processing, you will have an opportunity to limit the 
scope of material requested to qualify for fast track processing. 
Limitations of requests must be in writing. If your request for 
expedited processing is not granted, you will be advised of your right 
to appeal.
    (d) The Information Center will normally process requests in the 
order they are received in the separate processing tracks. However, in 
NCUA's discretion, a particular request may be processed out of turn.
    (e) Upon a determination by the appropriate Information Center to 
comply with your initial request for records, the records will be made 
promptly available to you. If we notify you of a denial of your 
request, we will include the names and titles or positions of each 
person responsible for the denial.


Sec. 792.11  What kind of records are exempt from public disclosure?

    (a) All records of NCUA or any officer, employee, or agent thereof, 
are confidential, privileged and exempt from disclosure, except as 
otherwise provided in this subpart, if they are:
    (1) Records specifically authorized under criteria established by 
an Executive Order to be kept secret in the interest of national 
defense or foreign policy and are in fact properly classified pursuant 
to an Executive Order.
    (2) Records related solely to NCUA internal personnel rules and 
practices. This exemption applies to internal rules or instructions 
which must be kept confidential in order to assure effective 
performance of the functions and activities for which NCUA is 
responsible and which do not materially affect members of the public. 
This exemption also applies to manuals and instructions to the extent 
that release of the information would permit circumvention of laws or 
regulations.
    (3) Specifically exempted from disclosure by statute, where the 
statute either makes nondisclosure mandatory or establishes particular 
criteria for withholding information.
    (4) Records which contain trade secrets and commercial or financial 
information which relate to the business, personal or financial affairs 
of any person or organization, are furnished to NCUA, and are 
confidential or privileged. This exemption includes, but is not limited 
to, various types of confidential sales and cost statistics, trade 
secrets, and names of key customers and personnel. Assurances of 
confidentiality given by staff are not binding on NCUA.
    (5) Inter-agency or intra-agency memoranda or letters which would 
not be available by law to a private party in litigation with NCUA. 
This exemption preserves the existing freedom of NCUA officials and 
employees to engage in full and frank written or taped communications 
with each other and with officials and employees of other agencies. It 
includes, but is not limited to, inter-agency and intra-agency reports, 
memoranda, letters, correspondence, work papers, and minutes of 
meetings, as well as staff papers prepared for use within NCUA or in 
concert with other governmental agencies.
    (6) Personnel, medical, and similar files (including financial 
files), the disclosure of which without written permission would 
constitute a clearly unwarranted invasion of personal privacy. Files 
exempt from disclosure include, but are not limited to:
    (i) The personnel records of the NCUA;
    (ii) The personnel records voluntarily submitted by private parties 
in response to NCUA's requests for proposals; and
    (iii) Files containing reports, records or other material 
pertaining to individual cases in which disciplinary or other 
administrative action has been or may be taken.
    (7) Records or information compiled for law enforcement purposes, 
but only to the extent that the production of such law enforcement 
records or information:
    (i) Could reasonably be expected to interfere with enforcement 
proceedings;
    (ii) Would deprive a person of a right to a fair trial or an 
impartial adjudication;
    (iii) Could reasonably be expected to constitute an unwarranted 
invasion of personal privacy;
    (iv) Could reasonably be expected to disclose the identity of a 
confidential source, including a state, local, or foreign agency or 
authority or any private institution which furnished information on a 
confidential basis, and, in the case of a record or information 
compiled by a criminal law enforcement authority in the course of a 
criminal investigation on or by an agency conducting a lawful national 
security intelligence investigation, information furnished by the 
confidential source;
    (v) Would disclose techniques and procedures for law enforcement 
investigation or prosecutions, or would disclose guidelines for law 
enforcement investigations or prosecutions if such disclosure could 
reasonably be expected to risk circumvention of the law; or
    (vi) Could reasonably be expected to endanger the life or physical 
safety of any individual. This includes, but is not limited to, 
information relating to enforcement proceedings upon which NCUA has 
acted or will act in the future.
    (8) Contained in or related to examination, operating or condition 
reports prepared by, or on behalf of, or for the use of NCUA or any 
agency responsible for the regulation or supervision of financial 
institutions. This includes all information, whether in formal or 
informal report form, the disclosure of which would harm the financial 
security of credit unions or would interfere with the relationship 
between NCUA and credit unions.
    (b) We will provide any reasonably segregable portion of a 
requested record after deleting those portions that are exempt from 
disclosure under this section.


Sec. 792.12  How will I know what records NCUA has determined to be 
exempt?

    As long as it is technically feasible and does not threaten an 
interest protected by the FOIA, we will:
    (a) Mark the place where we redacted information from documents 
released to you and note the exemption that protects the information 
from public disclosure; or
    (b) Make reasonable efforts to include with our response to you an 
estimate of the volume of information withheld.


Sec. 792.13  Can I get the records in different forms or formats?

    NCUA will provide a copy of the record in any form or format 
requested,

[[Page 14341]]

such as computer disk, if the record is readily reproducible by us in 
that form or format, but we will not provide more than one copy of any 
record.


Sec. 792.14  Who is responsible for responding to my request?

    The appropriate Regional Director, the Inspector General, the 
President of the Asset Management and Assistance Center, or the Freedom 
of Information Officer, or, in their absence, their designee, is 
responsible for making the initial determination on whether to grant or 
deny a request for information. This official may refer a request to an 
NCUA employee who is familiar with the subject area of the request. 
Other NCUA staff members may aid the official by providing information, 
advice, recommending a decision, or implementing a decision, but no 
NCUA employee other than an authorized official may make the initial 
determination. Referral of a request by the official to an employee 
will not affect the time limitation imposed in Sec. 792.15 unless the 
request involves an unusual circumstance as provided in Sec. 792.16.


Sec. 792.15  How long will it take to process my request?

    NCUA will respond to requests within 20 working days, except:
    (a) Where the running of such time is suspended for payment of fees 
pursuant to Sec. 792.26;
    (b) In unusual circumstances, as defined in 5 U.S.C. 552(a)(6)(B) 
and Sec. 792.16, the time limit may be extended for:
    (1) An additional 10 working days as provided by written notice to 
you, stating the reasons for the extension and the date on which a 
determination will be sent; or
    (2) Such alternative time period as mutually agreed by you and the 
Information Office, when NCUA notifies you that the request cannot be 
processed in the specified time limit.


Sec. 792.16  What unusual circumstances can delay NCUA's response?

    (a) In unusual circumstances, the time limits for responding to 
your request (or your appeal) may be extended by NCUA. If NCUA extends 
the time it will provide you with written notice, setting forth the 
reasons for such extension and the date on which a determination is 
expected to be dispatched. Our notice will not specify a date that 
would result in an extension for more than 10 working days, except as 
set forth in paragraph (c) of this section. The unusual circumstances 
that can delay NCUA's response to your request are:

    (1) The need to search for, and collect the requested records 
from field facilities or other establishments that are separate from 
the office processing the request;
    (2) The need to search for, collect, and appropriately examine a 
voluminous amount of separate and distinct records which are 
demanded in a single request; or
    (3) The need for consultation, which will be conducted with all 
practicable speed, with another agency having substantial interest 
in the determination of the request or among two or more components 
of NCUA having a substantial interest in the subject matter.

    (b) If you, or you and a group of others acting in concert, submit 
multiple requests that NCUA believes actually constitute a single 
request, which would otherwise satisfy the unusual circumstances 
criteria specified in this section, and the requests involve related 
matters, then NCUA may aggregate those requests and the provisions of 
Sec. 792.15(b) will apply.
    (c) If NCUA sends you an extension notice, it will also advise you 
that you can either limit the scope of your request so that it can be 
processed within the statutory time limit or agree to an alternative 
time frame for processing your request.


Sec. 792.17  What can I do if the time limit passes and I still have 
not received a response?

    You can file suit against NCUA because you will be deemed to have 
exhausted your administrative remedies if NCUA fails to comply with the 
time limit provisions of this subpart. If NCUA can show that 
exceptional circumstances exist and that it is exercising due diligence 
in responding to your request, the court may retain jurisdiction and 
allow NCUA to complete its review of the records. In determining 
whether exceptional circumstances exist, the court may consider your 
refusal to modify the scope of your request or arrange an alternative 
time frame for processing after being given the opportunity to do so by 
NCUA, when it notifies you of the existence of unusual circumstances as 
set forth in Sec. 792.16.

Expedited Processing


Sec. 792.18  What if my request is urgent and I cannot wait for the 
records?

    You may request expedited processing of your request if you can 
show a compelling need for the records. In cases where your request for 
expedited processing is granted or if NCUA has determined to expedite 
the response, it will be processed as soon as practicable.
    (a) To demonstrate a compelling need for expedited processing, you 
must provide a certified statement. The statement, certified by you to 
be true and correct to the best of your knowledge and belief, must 
demonstrate that:
    (1) The failure to obtain the records on an expedited basis could 
reasonably be expected to pose an imminent threat to the life or 
physical safety of an individual; or
    (2) The requester is a representative of the news media, as defined 
in Sec. 792.20, and there is urgency to inform the public concerning 
actual or alleged NCUA activity.
    (b) In response to a request for expedited processing, the 
Information Center will notify you of the determination within ten days 
of receipt of the request. If the Information Center denies your 
request for expedited processing, you may file an appeal pursuant to 
the procedures set forth in Sec. 792.28, and NCUA will expeditiously 
respond to the appeal.
    (c) The Information Center will normally process requests in the 
order they are received in the separate processing tracks. However, in 
NCUA's discretion, a particular request may be processed out of turn.

Fees


Sec. 792.19  How does NCUA calculate the fees for processing my 
request?

    We will charge you our allowable direct costs, unless they are less 
than the cost of billing you. Direct costs means those expenditures 
that NCUA actually incurs in searching for, duplicating and reviewing 
documents to respond to a FOIA request. Search means all time spent 
looking for material that is responsive to a request, including page-
by-page or line-by-line identification of material within documents. 
Searches may be done manually or by computer. Search does not include 
modification of an existing program or system that would significantly 
interfere with the operation of an automated information system. Review 
means examining documents to determine whether any portion should be 
withheld and preparing documents for disclosure. Fees are subject to 
change as costs increase. The current rate schedule is available on our 
web site at http://www.ncua.gov. We may contract with the private 
sector to locate, reproduce or disseminate records. NCUA will not 
contract out responsibilities that FOIA requires it to discharge, such 
as determining the applicability of an exemption, or determining 
whether to waive or reduce fees. The following labor and duplication 
rate calculations apply:

[[Page 14342]]

    (a) NCUA will charge fees at the following rates for manual 
searches for and review of records:
    (1) If search/review is done by clerical staff, the hourly rate for 
CU-5, plus 16% of that rate to cover benefits;
    (2) If search/review is done by professional staff, the hourly rate 
for CU-13, plus 16% of that rate to cover benefits.
    (b) NCUA will charge fees at the hourly rate for CU-13, plus 16% of 
that rate to cover benefits, plus the hourly cost of operating the 
computer for computer searches for records.
    (c) NCUA will charge the following duplication fees:
    (1) The per-page fee for paper copy reproduction of a document is 
$.05;
    (2) The fee for documents generated by computer is the hourly fee 
for the computer operator, plus the cost of materials (computer paper, 
tapes, labels, etc.);
    (3) If any other method of duplication is used, NCUA will charge 
the actual direct cost of duplication.


Sec. 792.20  What are the charges for each fee category?

    The fee category definitions are:
    (a) Commercial use request means a request from or on behalf of one 
who seeks information for a use or purpose that furthers the 
commercial, trade, or profit interests of the requester or the person 
on whose behalf the request is made.
    (b) Educational institution means a preschool, an elementary or 
secondary school, an institution of undergraduate higher education, an 
institution of graduate higher education, an institution of 
professional education, and an institution of vocational education 
operating a program or programs of scholarly research.
    (c) Noncommercial scientific institution means an institution that 
is not operated for a ``commercial'' purpose as that term is used in 
paragraph (a) of this section and is operated solely for the purpose of 
conducting scientific research, the results of which are not intended 
to promote any particular product or industry.
    (d) Representative of the news media means any person actively 
gathering news for an entity that is organized and operated to publish 
or broadcast news to the public. Included within the meaning of public 
is the credit union community. The term news means information that is 
about current events or that would be of current interest to the 
public. You may consult the following chart to find the fees applicable 
to your request:

----------------------------------------------------------------------------------------------------------------
      If your fee category is              You'll receive                     And you'll be charged             
----------------------------------------------------------------------------------------------------------------
Commercial use.....................  0 hours free search.......  search time                                    
                                     0 hours free review.......  review time                                    
                                     0 free pages..............  duplication                                    
Educational institution,             Unlimited free search       duplication                                    
 noncommercial scientific             hours.                                                                    
 institution, newsmedia.             Unlimited free review                                                      
                                      hours.                                                                    
                                     100 free pages............                                                 
All others.........................  2 hours free search.......  search time                                    
                                     Unlimited free review                                                      
                                      hours.                                                                    
                                     100 free pages............  duplication                                    
----------------------------------------------------------------------------------------------------------------

Sec. 792.21  Will NCUA provide a fee estimate?

    NCUA will notify you of the estimated amount if fees are likely to 
exceed $25, unless you have indicated in advance a willingness to pay 
fees as high as those anticipated. You will then have the opportunity 
to confer with NCUA personnel to reformulate the request to meet your 
needs at a lower cost.


Sec. 792.22  What will NCUA charge for other services?

    Complying with requests for special services is entirely at the 
discretion of NCUA. NCUA will recover the full costs of providing such 
services to the extent it elects to provide them.


Sec. 792.23  Can I avoid charges by sending multiple, small requests?

    You may not file multiple requests, each seeking portions of a 
document or similar documents, solely to avoid payment of fees. If this 
is done, NCUA may aggregate any such requests and charge you 
accordingly.


Sec. 792.24  Can NCUA charge me interest if I fail to pay my bill?

    NCUA can assess interest charges on an unpaid bill starting on the 
31st day following the date of the bill. If you fail to pay your bill 
within 30 days, interest will be at the rate prescribed in 31 U.S.C. 
3717, and will accrue from the date of the billing.


Sec. 792.25  Will NCUA charge me if the records are not found or are 
determined to be exempt?

    NCUA may assess fees for time spent searching and reviewing, even 
if it fails to locate the records or if records located are determined 
to be exempt from disclosure.


Sec. 792.26  Will I be asked to pay fees in advance?

    NCUA will require you to give an assurance of payment or an advance 
payment only when:
    (a) NCUA estimates or determines that allowable charges that you 
may be required to pay are likely to exceed $250. NCUA will notify you 
of the likely cost and obtain satisfactory assurance of full payment 
where you have a history of prompt payment of FOIA fees, or require an 
advance payment of an amount up to the full estimated charges in the 
case where you have no history of payment; or
    (b) You have previously failed to pay a fee charged in a timely 
fashion. NCUA may require you to pay the full amount owed, plus any 
applicable interest, or demonstrate that you have, in fact, paid the 
fee, and to make an advance payment of the full amount of the estimated 
fee before we begin to process a new request or a pending request from 
you.
    (c) If you are required to make an advance payment of fees, then 
the administrative time limits prescribed in Sec. 792.16 will begin 
only after NCUA has received the fee payments described.

Fee Waiver or Reduction


Sec. 792.27  Can fees be reduced or waived?

    You may request that NCUA waive or reduce fees if disclosure of the 
information you request is in the public interest because it is likely 
to contribute significantly to public understanding of the operations 
or activities of the government, and is not primarily in your 
commercial interest.
    (a) NCUA will make a determination of whether the public interest 
requirement above is met based on the following factors:
    (1) Whether the subject of the requested records concerns the 
operations or activities of the government;

[[Page 14343]]

    (2) Whether the disclosure is likely to contribute to an 
understanding of government operations or activities;
    (3) Whether disclosure of the requested information will contribute 
to public understanding; and
    (4) Whether the disclosure is likely to contribute significantly to 
public understanding of government operations or activities,
    (b) If the public interest requirement is met, NCUA will make a 
determination on the commercial interest requirement based upon the 
following factors:
    (1) Whether you have a commercial interest that would be furthered 
by the requested disclosure; and if so
    (2) Whether the magnitude of your commercial interest is 
sufficiently large in comparison with the public interest in 
disclosure, that disclosure is primarily in your commercial interest.
    (c) If the required public interest exists and your commercial 
interest is not primary in comparison, NCUA will waive or reduce fees.
    (d) If you are not satisfied with our determination on your fee 
waiver or reduction request, you may submit an appeal to the General 
Counsel in accordance with Sec. 792.28.

Appeals


Sec. 792.28  What if I am not satisfied with the response I receive?

    If you are not satisfied with NCUA's response to your request, you 
can file an administrative appeal. Your appeal must be in writing and 
must be filed within 30 days from receipt of the initial determination 
(in cases of denials of an entire request, or denial of a request for 
fee waiver or reduction), or from receipt of any records being made 
available pursuant to the initial determination (in cases of partial 
denials.) In its response to your initial request, the Freedom of 
Information Act Officer, Inspector General, President of the Asset 
Management and Assistance Center, or responsible Regional Director, (or 
designee,) will notify you that you may appeal any adverse 
determination to the Office of General Counsel. The General Counsel, or 
designee, as set forth in this paragraph, will:
    (a) Make a determination with respect to any appeal within 20 days 
(excepting Saturdays, Sundays, and legal public holidays) after the 
receipt of such appeal. If, on appeal, the denial of the request for 
records is, in whole or in part, upheld, the Office of General Counsel 
will notify you of the provisions for judicial review of that 
determination under FOIA. Where you do not address your request or 
appeal to the proper official, the time limitations stated above will 
be computed from the receipt of the request or appeal by the proper 
official.
    (b) The General Counsel is the official responsible for determining 
all appeals from initial determinations. In case of this person's 
absence, the appropriate officer acting in the General Counsel's stead 
will make the appellate determination, unless such officer was 
responsible for the initial determination, in which case the Vice-
Chairman of the NCUA Board will make the appellate determination.
    (c) All appeals should be addressed to the General Counsel in the 
Central Office and should be clearly identified as such on the envelope 
and in the letter of appeal by using the indicator ``FOIA-APPEAL.'' 
Failure to address an appeal properly may delay commencement of the 
time limitation stated in paragraph (a)(1) of this section, to take 
account of the time reasonably required to forward the appeal to the 
Office of General Counsel.


Sec. 792.29  If I send NCUA confidential commercial information, can it 
be disclosed under FOIA?

    (a) If you submit confidential commercial information to NCUA, it 
may be disclosed in response to a FOIA request in accordance with this 
section.
    (b) For purposes of this section:
    (1) Confidential commercial information means commercial or 
financial information provided to NCUA by a submitter that arguably is 
protected from disclosure under Sec. 792.11(a)(4) because disclosure 
could reasonably be expected to cause substantial competitive harm.
    (2) Submitter means any person or entity who provides business 
information, directly or indirectly, to NCUA.
    (c) Submitters of business information must use good faith efforts 
to designate, by appropriate markings, either at the time of submission 
or at a reasonable time thereafter, those portions of their submissions 
deemed to be protected from disclosure under Sec. 792.11(a)(4). Such a 
designation shall expire ten years after the date of submission.
    (d) We will provide a submitter with written notice of a FOIA 
request or administrative appeal encompassing designated business 
information when:
    (1) The information has been designated in good faith by the 
submitter as confidential commercial information deemed protected from 
disclosure under Sec. 792.11(a)(4); or
    (2) NCUA has reason to believe that the information may be 
protected from disclosure under Sec. 792.11(a)(4).
    (e) A copy of the notice to the submitter will also be provided to 
the FOIA requester.
    (f) Through the notice described in paragraph (d) of this section, 
NCUA will afford the submitter a reasonable period of time within which 
to provide a detailed written statement of any objection to disclosure. 
The statement must describe why the information is confidential 
commercial information and why it should not be disclosed.
    (g) Whenever we decide that we must disclose confidential 
commercial information over the objection of the submitter, we will 
send both the submitter and the FOIA requester, within a reasonable 
number of days prior to the specified disclosure date, a written notice 
which will include:
    (1) A statement of the reasons for which the submitter's disclosure 
objection was not sustained; and
    (2) A description of the information to be disclosed; and
    (3) A specified disclosure date.
    (h) If a requester brings suit to compel disclosure of confidential 
commercial information, we will promptly notify the submitter.
    (i) The notice requirements of paragraph (d) of this section do not 
apply if:
    (1) We determine that the information should not be disclosed;
    (2) The information has been lawfully published or has been 
officially made available to the public;
    (3) Disclosure of the information is required by law; or
    (4) The designation made by the submitter in accordance with 
paragraph (c) of this section appears obviously frivolous; except that 
in such case, NCUA will provide the submitter with written notice of 
any final administrative decision to disclose the information within a 
reasonable number of days prior to the specified disclosure date.

Release of Exempt Information


Sec. 792.30  Is there a prohibition against disclosure of exempt 
records?

    Except those authorized officials listed in Sec. 792.14, or as 
provided in Secs. 792.31-792.32, and subpart C of this part, no 
officer, employee, or agent of NCUA or of any federally-insured credit 
union shall disclose or permit the disclosure of any exempt records of 
NCUA to any person other than those NCUA or credit union officers, 
employees, or agents properly entitled to such information for the 
performance of their official duties.

[[Page 14344]]

Sec. 792.31  Can exempt records be disclosed to credit unions, 
financial institutions and state or federal agencies?

    The NCUA Board, in its sole discretion, or any person designated by 
it in writing, may make available to certain governmental agencies and 
insured financial institutions copies of reports of examination and 
other documents, papers or information for their use, when necessary, 
in the performance of their official duties or functions. All reports, 
documents and papers made available pursuant to this paragraph shall 
remain the property of NCUA. No person, agency or employee shall 
disclose the reports or exempt records without NCUA's express written 
authorization.


Sec. 792.32  Can exempt records be disclosed to investigatory agencies?

    The NCUA Board, or any person designated by it in writing, in its 
discretion and in appropriate circumstances, may disclose to proper 
federal or state authorities copies of exempt records pertaining to 
irregularities discovered in credit unions which may constitute either 
unsafe or unsound practices or violations of federal or state, civil or 
criminal law.

[FR Doc. 98-7726 Filed 3-24-98; 8:45 am]
BILLING CODE 7535-01-U