[Federal Register Volume 63, Number 235 (Tuesday, December 8, 1998)]
[Rules and Regulations]
[Pages 67576-67577]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-32511]


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UNITED STATES INFORMATION AGENCY

22 CFR Part 503


Freedom of Information Act Regulation

AGENCY: United States Information Agency.

ACTION: Final rule.

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SUMMARY: This document amends the Agency's current regulation 
implementing the Freedom of Information Act (FOIA) to conform with 
requirements made by the Electronic Freedom of Information Act (EFOIA) 
of 1996 as amended.

EFFECTIVE DATE: January 7, 1999.

ADDRESSES: Freedom of Information Office, United States Information 
Agency, Room M-29, 301 4th Street, SW, Washington, D.C. 20547.

FOR FURTHER INFORMATION CONTACT:
Lola L. Secora, Chief, FOIA/PA Unit, (202) 619-5499.

SUPPLEMENTARY INFORMATION: The United States Information Agency last 
published a Final Rule to revise its Freedom of Information Act (FOIA) 
regulations on February 8, 1994, 59 FR 5708, 22 CFR Ch. V (4-1-96 
Edition). This new amendment to USIA's regulation implementing the FOIA 
is required by the EFOIA of 1996 as amended by Pub. L. 104-231. The 
amendments are made to address and explain how records of USIA will be 
reviewed and released when the records are maintained in electronic 
format. However, documentation not previously subject to the FOIA when 
maintained in a non-electronic format is not made subject to FOIA by 
this new amendment. It has been determined that this addition is not a 
significant regulatory action and it will not:
    (1) Have an annual effect on the economy of $100 million or more or 
adversely affect in a material way the economy; a section of the 
economy; productivity; competition; jobs; the environment; public 
health or safety; or State, local, or tribal governments or 
communities;
    (2) Create a serious inconsistency or otherwise interfere with an 
action taken or planned by another agency;
    (3) Materially alter the budgetary impact of entitlements, grants, 
user fees, or loan programs, or the rights and obligations of 
recipients thereof;
    (4) Have a significant economic impact on a substantial number of 
small entities; or
    (5) Impose any reporting or record keeping requirements under the 
Paperwork Reduction Act of 1995 (44 U.S.C. Chapter 35).

List of Subjects in 22 CFR Part 503

    Freedom of information.

    Accordingly, 22 CFR part 503 is amended as set forth below:

PART 503--FREEDOM OF INFORMATION ACT REGULATION

    1. The authority citation for part 503 reads as follows:

    Authority: 5 U.S.C. 301, 552; 13 U.S.C. 8; 22 U.S.C. 503, 2658; 
E.O. 10477, 18 FR 4540, 3 CFR, 1949-1953 Comp., p. 958; E.O. 10822, 
24 FR 4159, 3 CFR, 1959-1963 Comp., p. 355; E.O. 12292, 46 FR 13967, 
3 CFR, 1981 Comp., p. 134; E.O. 12356, 47 FR 14874 and 15557, 3 CFR, 
1982 Comp., p. 166; E.O. 12958, 60 FR 19825, 3 CFR, 1995 Comp., p. 
333.

    2. In Sec. 503.1, revise the definition for ``Records'' in 
paragraph (b) to read as follows:


Sec. 503.1  Introduction and definitions.

* * * * *
    (b) Definitions * * *
    Records (and any other term used in this section in reference to 
information) includes any information that would be an agency record 
subject to the requirements of this section when maintained by the 
Agency in any format, including an electronic format. Records also 
include any handwritten, typed or printed documents (such as memoranda, 
books, brochures, studies, writings, drafts, letters, transcripts, and 
minutes) and documentary material in other forms (such as punchcards; 
magnetic tapes, cards, or discs; paper tapes; audio or video 
recordings; maps; photographs; slides; microfilm; and motion pictures). 
It does not include objects or articles such as exhibits, models; 
equipment, and duplication machines or audiovisual processing 
materials. Nor does it include books, magazines, pamphlets, or other 
reference material in formally organized and officially designated USIA 
libraries, where such materials are available under the rules of the 
particular library.
* * * * *
    3. In Sec. 503.2, paragraph (b) is revised, the undesignated text 
at the end of the section is removed, and paragraph (e)(2) is revised 
to read as follows:


Sec. 503.2  Making a request.

* * * * *

[[Page 67577]]

    (b) Details in your letter. Your request for documents should 
provide as many details as possible that will help us find the records 
you are requesting. If there is insufficient information, we will ask 
you for more. Include your telephone number(s) to help us reach you if 
we have questions. If you are not sure how to write your request or 
what details to include, you may call the FOIA Office to request a copy 
of the Agency's booklet ``Guide and Index of Records,'' or access the 
same information via the Internet on USIA's World Wide Web site (http:/
/www.usia.gov). The more specific the request for documents, the faster 
the Agency will be able to respond to your request(s).
* * * * *
    (e) Responding to your request. * * *
    (2) Furnishing records. (i) The Agency is only required to furnish 
copies of records which we have or can retrieve, we are not compelled 
to create new records. The Agency will aid requesters by providing 
records and information in the form requested, including electronic 
format, if we can readily reproduce them in that form or format.
    (ii) We may decide to conserve government resources and at the same 
time supply the records you need by consolidating information from 
various records, in paper form or electronically, rather than copying 
them all. If the effort to produce records in electronic format would 
significantly interfere with the operations of the Agency, we will 
consider the effort to be an unreasonable search.
    (iii) The Agency is required to furnish only one copy of a record. 
If we are unable to make a legible copy of a record to be released, we 
will not attempt to reconstruct it. Rather we will furnish the best 
copy possible and note its poor quality in our reply or on the copy.
    (iv) If we cannot accommodate the request for form or format, we 
will provide responsive, nonexempt information in a reasonably 
accessible form.


Sec. 503.3  [Amended]

    4. In Sec. 503.3 revise ``partial of'' in the first sentence of 
paragraph (d) to read ``partial or''.
    5. In Sec. 503.4, revise paragraph (b)(1), redesignate paragraph 
(b)(3) as paragraph (b)(3)(i), and add paragraphs (b)(3)(ii) and (b)(3) 
(iii) to read as follows:


Sec. 503.4.  Time limits.

* * * * *
    (b) Time allowed. (1) We will decide whether to release records 
within 20 working days after your request reaches the appropriate area 
office that maintains the records you are requesting. When we decide to 
release records, we will actually provide the records at that time, or 
as soon as possible after that decision, or let you inspect them as 
soon as possible thereafter.
* * * * *
    (3)(i) * * *
    (ii) If an extra ten days still does not provide sufficient time 
for the Agency to deal with your request, we will inform you that the 
request cannot be processed within the statutory time limit and provide 
you with the opportunity to limit the scope of your request and/or 
arrange with us a negotiated deadline for processing your request.
    (iii) If you refuse to reasonably limit the scope of your request 
or refuse to agree upon a time frame, the Agency will process your case 
as it would have, had no modification been sought. We will make a 
diligent, good-faith effort to complete our review within the statutory 
time frame.
    6. In Sec. 503.5, revise paragraphs (a) introductory text, (a)(4), 
and (c) to read as follows: Sec. 503.5 Records available for public 
inspection.
    (a) To the extent that they exist, we will make the following 
records of general interest available for you in paper form or 
electronically for inspection or copying:
* * * * *
    (4) In addition to such records as those described in this 
paragraph (a), we will make available to any person a copy of all other 
Agency records, in the format requested, if available, unless we 
determine that such records should be withheld from disclosure under 
subsection (b) of the Act and Sec. 503.8 and Sec. 503.9 of this part.
* * * * *
    (c) The Agency's FOIA Guide and Index will be available 
electronically via the Internet, or you may request a copy of it by 
mail.
    7. In Sec. 503.7, revise paragraphs (c)(2) and (e)(3) to read as 
follows;


Sec. 503.7  Fees.

* * * * *
    (c) * * *
    (2) Computer searching and printing. Except in unusual cases, the 
cost of computer time will not be a factor in calculating the two free 
hours of search time. In those unusual cases, where the cost of 
conducting a computerized search significantly detracts from the 
Agency's ordinary operations, no more than the dollar equivalent of two 
hours of manual search time shall be allowed. For searches conducted 
beyond the first two hours, the Agency shall only charge the direct 
costs of conducting such searches.
* * * * *
    (e) Waiver or reduction of fees. * * *
    (3) You must make your request for a waiver or reduction at the 
same time you make your request for records. Only the FOIA Officer may 
make the decision whether to waive or reduce the fees. If we do not 
completely grant your request for a waiver or reduction, the denial 
letter will designate the appeal official.
    8. In Sec. 503.8, remove the period at the end of paragraph 
(d)(5)(vi) and add a semicolon in its place, and add paragraph 
(d)(5)(vii) to read as follows:


Sec. 503.8  Exemptions.

* * * * *
    (d) Exemption four--Trade secrets and confidential commercial or 
financial information
* * * **
    (5) Exceptions to predisclosure notification. * * *
    (vii) We withhold the information because another statute requires 
its withholding.
* * * * *
    Dated: December 1, 1998.
Les Jin,
General Counsel.
[FR Doc. 98-32511 Filed 12-7-98; 8:45 am]
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