[Federal Register Volume 83, Number 196 (Wednesday, October 10, 2018)]
[Rules and Regulations]
[Pages 50826-50838]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2018-21969]
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PRESIDIO TRUST
36 CFR Parts 1007, 1008, 1009 and 1011
RIN 3212-AA08; 3212-AA09; 3212-AA10; 3212-AA11
Freedom of Information Act; Privacy Act; Federal Tort Claims Act;
Debt Collection Regulations
AGENCY: Presidio Trust.
ACTION: Final rule.
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SUMMARY: This final rule revises Presidio Trust (Trust) regulations
addressing requests under the Freedom of Information Act (FOIA),
requests under the Privacy Act, administrative claims under the Federal
Tort Claims Act (FTCA), and Debt Collection. The Trust is revising
these regulations to update, clarify and streamline the language of
several procedural provisions, and to incorporate amendments pursuant
to the OPEN Government Act of 2007, the FOIA Improvement Act of 2016,
and the Digital Accountability and Transparency Act of 2014.
DATES: These final rules are effective November 15, 2018.
FOR FURTHER INFORMATION CONTACT: Steve Carp, Legal Analyst, (415) 561-
5300, [email protected].
SUPPLEMENTARY INFORMATION:
Background
Section 104(j) of the Presidio Trust Act (16 U.S.C. 460bb appendix)
authorizes the Trust to prescribe regulations governing the manner in
which it conducts its business and exercises its powers. This final
rule revises the Trust's administrative regulations at 36 CFR part 1007
(FOIA), part 1008 (Privacy Act), part 1009 (FTCA), and part 1011 (Debt
Collection), as described below. In addition, the Trust has made minor
ministerial changes and corrected typographical errors to these parts
of its regulations.
Revisions to 36 CFR Part 1007 (Requests Under the FOIA)
The Trust adopted FOIA regulations effective January 29, 1999. The
OPEN Government Act of 2007 (OPEN Act), among other things, provided a
statutory definition of a ``representative of the news media'' on
September 14, 2007. The FOIA Improvement Act of 2016 (FOIA Act) amended
the FOIA on June 30, 2016. The Trust's final rule conforms its
regulations to the definition of a ``representative of the news media''
in the OPEN Act and conforms its regulations to the FOIA Act, as well
as to the Department of Justice's revised FOIA regulations.
Specifically, this rule revises Sec. 1007.1 (Purpose and scope) by
adding references to the text of FOIA and the Trust's Privacy Act
regulations; Sec. 1007.2 (Records available) by adopting a policy of
presumption of openness and the ``foreseeable harm'' standard; Sec.
1007.3 (Requests for records) by providing a requester an opportunity
to consult with the Trust's FOIA Officer to perfect a request and
adding procedures to verify the requester's identity; Sec. 1007.4
(Preliminary processing of requests) by specifying the date used for
searching, adding consultation and referral procedures for requests of
records of other departments and agencies, clarifying that consultation
with submitters of commercial or financial information includes
consultation with entities that are not individuals, and adding
procedures to notify submitters and requesters of actions taken with
respect to requests containing commercial or financial information;
Sec. 1007.5 (Action on initial requests) by specifying decisions that
constitute adverse determinations of requests, adding procedures for
notifying requesters of dispute resolution services, and adding types
of requests that would qualify for expedited processing; Sec. 1007.6
(Time limits for processing initial requests) by adding procedures for
a requester to modify a request when an extension of time is necessary
to respond to a request, and adding procedures for notifying requesters
of dispute resolution services; Sec. 1007.7 (Appeals) by changing the
time period for requesters to file an administrative appeal from 20
working days to 90 calendar days and requiring an appeal of an adverse
determination before seeking a court order; Sec. 1007.8 (Action on
appeals) by adding procedures for notifying requesters of dispute
resolution services; and Sec. 1007.9 (Fees) by adding definitions for
the terms ``direct costs'' and ``review'' and modifying the definition
for ``representative of the news media.''
This rule also revises Sec. 1007.9 to update the fees charged by
the Trust for processing FOIA requests. The Trust previously published
its fees on December 2, 1998 in its Interim Compendium. Under this
final rule, the Trust's Executive Director will set fees for processing
these requests and will publish the fees on the Trust's website instead
of the Interim Compendium. With these changes, the fees previously
listed in Sec. 1007.9 of the Interim Compendium will no longer be
effective.
Revisions to 36 CFR Part 1008 (Requests Under the Privacy Act)
The Trust adopted Privacy Act regulations effective January 29,
1999. There has been little statutory change to the Privacy Act of 1974
since the Trust adopted its Privacy Act regulations. However, this rule
conforms its regulations to guidance issued by the Department of
Justice and the Office of Management and Budget. Specifically, this
rule revises Sec. 1008.2 (Definitions) by changing the definition of
``individual''; Sec. 1008.9 (Disclosure of records) by adding
procedures for notice of court-ordered and emergency disclosures; and
Sec. Sec. 1008.11 (Request for notification of existence of records:
Submission), 1008.14 (Requests for access to records: Submission), and
1008.19 (Petitions for amendment: Submission and form) by adding
procedures to verify the requester's identity.
This rule also revises Sec. 1008.15 (Requests for access to
records: Initial decision) to update the fees charged by the Trust for
processing Privacy Act requests. The Trust previously published its
fees on December 2, 1998 in its Interim Compendium. Under this final
rule, the Trust's Executive Director will set fees for processing these
requests and will publish the fees on the Trust's website instead of
the Interim Compendium. With these changes, the fees previously listed
in Sec. 1008.15 of the Interim Compendium will no longer be effective.
Revisions to 36 CFR Part 1009 (Administrative Claims Under the FTCA)
The Trust adopted FTCA regulations effective January 29, 1999. This
final rule revises Sec. 1009.4 (Payment of claims) by adding
procedures the Trust uses to pay FTCA claims from its proceeds or
revenues.
Revisions to 36 CFR Part 1011 (Debt Collection)
The Trust adopted debt collection regulations effective January 12,
2006. The Digital Accountability and Transparency Act of 2014 amended
federal debt collection law to require
[[Page 50827]]
federal agencies to refer eligible delinquent debts to the Department
of the Treasury for administrative offset after 120 days, rather than
180 days. This final rule makes minor revisions to Sec. Sec. 1011.4
(What notice will the Presidio Trust send to a debtor when collecting a
debt?), 1011.9 (When will the Presidio Trust transfer a debt to the
Financial Management Service for collection?), and 1011.10 (How will
the Presidio Trust use administrative offset (offset of non-tax federal
payments) to collect a debt?) to reflect this requirement.
Response to Comments
On March 6, 2018, the Trust published a proposed rulemaking in the
Federal Register (83 FR 9459) and requested comments over a 49-day
period ending on April 24, 2018. The Trust received three comment
submissions, and these submissions were considered in drafting this
final rule, as follows:
1. One comment suggested changing the word ``must'' to ``should''
in Sec. 1007.3(b)(1) when invoking the FOIA in a request for records.
The Trust has made this revision.
2. One comment suggested replacing the phrase ``To expedite
processing'' with ``To facilitate handling'' in Sec. 1007.3(b)(5) and
Sec. 1007.7(c)(3) to avoid confusion with the term of art ``expedited
processing'' in Sec. 1007.5(g). The Trust has made these revisions.
3. One comment suggested that for purposes of consulting with
submitters of commercial or financial information, ``person'' in Sec.
1007.4(c) should incorporate a wider range of entities, including
corporations, states, and Native American tribes or nations. The Trust
has revised this section to approximate the Department of Justice's
template for agency FOIA regulations.
4. One comment suggested striking ``[i]f neither a statute nor an
Executive order requires withholding'' from Sec. 1007.5(f)(iii)
addressing adverse determinations of document requests. The commenter
wrote that the language could be read to indicate that there are
reasons other than the exemptions identified in the FOIA statute itself
for withholding, and that it is the FOIA exemption itself, not a
statute or executive order standing alone, that provides the basis for
withholding a document. The Trust has made this revision.
5. One comment suggested adding in the Trust's notice to requesters
under Sec. 1007.6(d) the availability of dispute resolution services
offered by the Office of Government Information Services in the event
unusual circumstances necessitate the extension of the time limit for
processing initial requests beyond ten additional working days. The
Trust has revised this section to approximate the Department of
Justice's template for agency FOIA regulations.
6. One comment suggested modifying Sec. Sec. 1007.8(c)(3) and
1007.8(d)(1) with broader language to indicate that requesters may file
a FOIA-related lawsuit against the Trust in venues other than the
United States District Court for the Northern District of California.
The Trust declines to make this revision. Section 104(h) of the
Presidio Trust Act provides that ``[t]he District Court for the
Northern District of California shall have exclusive jurisdiction over
any suit filed against the Trust.''
7. One comment suggested adding in the Trust's notice to appellants
under Sec. 1007.8(c)(4) the availability of dispute resolution
services offered by the Office of Government Information Services when
the Trust cannot reach a determination on an appeal within the
applicable time limit. The Trust has made this revision.
8. One comment suggested adding in Sec. 1007.8(d)(1) language that
if the Trust agrees to participate in the dispute resolution services
offered by the Office of Government Information Services, the Trust
will actively engage in the process in an attempt to resolve the
dispute. The Trust has revised this section to approximate the
Department of Justice's template for agency FOIA regulations.
9. Two comments suggested revising the definition of
``representative of the news media'' in Sec. 1007.9(a)(5)(vi) to make
it consistent with the OPEN Act. The Trust has revised this section to
approximate the Department of Justice's template for agency FOIA
regulations.
Compliance With Laws and Executive Orders
Regulatory Planning and Review (Executive Orders 12866 and 13563)
Executive Order 12866 provides that the Office of Information and
Regulatory Affairs (OIRA) in the Office of Management and Budget (OMB)
will review all significant rules. This rule:
(1) Will not have an effect of $100 million or more on the economy.
It will not adversely affect in a material way the economy,
productivity, competition, jobs, the environment, public health or
safety, or State, local, or tribal governments or communities;
(2) Will not create a serious inconsistency or otherwise interfere
with an action taken or planned by another agency. The rule only
affects administrative procedures of the Trust;
(3) Does not alter the budgetary effects of entitlements, grants,
user fees, or loan programs or the rights or obligations of their
recipients; and
(4) Does not raise novel legal or policy issues.
This final rule is not a ``significant regulatory action'' under
section 3(f) of Executive Order 12866. Accordingly, the ORIA has not
reviewed this regulation. Executive Order 13563 reaffirms the
principles of Executive Order 12866 while calling for improvements in
the nation's regulatory system to promote predictability, to reduce
uncertainty, and to use the best, most innovative, and least burdensome
tools for achieving regulatory ends. The Executive order directs
agencies to consider regulatory approaches that reduce burdens and
maintain flexibility and freedom of choice for the public where these
approaches are relevant, feasible, and consistent with regulatory
objectives. Executive Order 13563 emphasizes further that regulations
must be based on the best available science and that the rulemaking
process must allow for public participation and an open exchange of
ideas. The Trust has developed this rule in a manner consistent with
these requirements.
Reducing Regulation and Controlling Regulatory Costs (Executive Order
13771)
Executive Order 13771 requires an agency, unless prohibited by law,
to identify at least two existing regulations to be repealed when the
agency publicly proposes for notice and comment or otherwise
promulgates a new rege:ulation. In furtherance of this requirement,
section 2(c) of the Executive order requires that the new incremental
costs associated with new regulations must, to the extent permitted by
law, be offset by the elimination of existing costs associated with at
least two prior regulations. The OMB's interim guidance issued on
February 2, 2017 explains that the above requirements only apply to
each new ``significant regulatory action that imposes costs.'' Further,
see OMB's Memorandum M-17-21 titled ``Guidance Implementing Executive
Order 13771, Titled `Reducing Regulation and Controlling Regulatory
Costs''' (April 5, 2017). As this rule only relates to the Trust's
administrative procedures, many of the revisions are statutorily
required, and the rule is not a ``significant regulatory action,'' this
final rule is exempt from the requirements of Executive Order 13771.
Regulatory Flexibility Act (5 U.S.C. 601 et seq.)
This rule will not have a significant economic effect on a
substantial number
[[Page 50828]]
of small entities within the meaning of the Regulatory Flexibility Act.
Small Business Regulatory Enforcement Fairness Act (5 U.S.C. 804(2))
This rule is not a major rule under the Small Business Regulatory
Enforcement Fairness Act. This rule: (a) Does not have an annual effect
on the economy of $100 million or more; (b) will not cause a major
increase in costs or prices for consumers, individual industries,
Federal, State, or local government agencies, or geographic regions;
and (c) does not have significant adverse effects on competition,
employment, investment, productivity, innovation, or the ability of
U.S.-based enterprises to compete with foreign-based enterprises.
This rule relates to internal administrative procedures and
management of government function. It does not regulate external
entities, impose any costs on them, or eliminate any procedures or
functions that would result in a loss of employment or income on the
part of the private sector.
Unfunded Mandates Reform Act (2 U.S.C. 1531 et seq.)
This rule does not impose an unfunded mandate on State, local, or
tribal governments or the private sector of more than $100 million per
year. This rule does not have a significant or unique effect on State,
local or tribal governments, or the private sector. A statement
containing the information required by the Unfunded Mandates Reform Act
is not required. This rule produces no costs outside of the Federal
government and does not create an additional burden on State, local, or
tribal governments, or the private sector.
Takings (Executive Order 12630)
This rule does not effect a taking of private property or otherwise
have taking implications under Executive Order 12630. A takings
implication assessment is not required.
Federalism (Executive Order 13132)
This rule does not have sufficient federalism implications, as
defined by section 1 of Executive Order 13132, to warrant the
preparation of a federalism summary impact statement. This rule only
affects use of Trust administered lands. It has no outside effects on
other areas. A federalism summary impact statement is not required.
Civil Justice Reform (Executive Order 12988)
This rule complies with the requirements of Executive Order 12988.
Specifically, this rule: (a) Meets the criteria of section 3(a)
requiring that all regulations be reviewed to eliminate errors and
ambiguity and be written to minimize litigation; and (b) meets the
criteria of section 3(b)(2) requiring that all regulations be written
in clear language and contain clear legal standards.
Effects on the Energy Supply (Executive Order 13211)
This rule is not a significant energy action under the definition
in Executive Order 13211. A Statement of Energy Effects is not
required.
Consultation With Indian Tribes (Executive Order 13175)
This rule has no tribal implications or imposes substantial direct
compliance costs on federally recognized Indian tribes. A tribal
summary impact statement is not required.
Paperwork Reduction Act (44 U.S.C. 3501 et seq.)
This rule does not contain new collections of information that
require approval by the OMB under the Paperwork Reduction Act. The rule
does not impose new recordkeeping or reporting requirements on State,
tribal, or local governments; individuals; businesses; or
organizations.
National Environmental Policy Act of 1969 (42 U.S.C. 4321 et seq.)
This rule does not constitute a major Federal action significantly
affecting the quality of the human environment under the National
Environmental Policy Act (NEPA) and the Trust's NEPA regulations at 36
CFR 1010.16. It is a modification of existing Trust regulations in
order to make them clearer, more complete, and consistent with current
Federal statutory law. Moreover, a detailed statement under the NEPA is
not required because the rule is covered by a categorical exclusion.
The Trust has determined that the rule is categorically excluded under
36 CFR 1010.7(a)(10)(i) as it is a revision of Trust regulations that
does not increase public use to the extent of compromising the nature
and character of the Presidio Area B or of causing significant physical
damage to it. Further, the rule will not result in the introduction of
non-compatible uses, which might compromise the nature and
characteristics of the Presidio Area B or cause significant physical
damage to it. Finally, the rule will not conflict with adjacent
ownerships or land uses or cause a significant nuisance to adjacent
owners or occupants. The Trust has also determined that the rule does
not involve any of the extraordinary circumstances listed in 36 CFR
1010.7(b) that would require further analysis under the NEPA.
Clarity of the Regulations
The Trust is required by Executive Orders 12866 (section 1(b)(12)),
12988 (section 3(b)(1)(B)), and 13563 (section 1(a)), and by the
Presidential Memorandum of June 1, 1998, to write all rules in plain
language. This means that each rule the Trust publishes must: (a) Be
logically organized; (b) use the active voice to address readers
directly; (c) use common, everyday words and clear language rather than
jargon; (d) be divided into short sections and sentences; and (e) use
lists and tables wherever possible.
List of Subjects
36 CFR Part 1007
Administrative practice and procedure, Archives and records,
Freedom of information, National parks, Natural resources, Public
lands, Records, Recreation and recreation areas.
36 CFR Part 1008
Administrative practice and procedure, National parks, Natural
resources, Personally identifiable information, Privacy, Public lands,
Recreation and recreation areas.
36 CFR Part 1009
Administrative practice and procedure, Claims, National parks,
Natural resources, Public lands, Recreation and recreation areas, Tort
claims.
36 CFR Part 1011
Administrative practice and procedure, Claims, Credit, Debt
collection, Government employees, National parks, Natural resources,
Public lands, Recreation and recreation areas, Reporting and
recordkeeping requirements, Wages.
For the reasons set forth in the preamble, the Presidio Trust
amends Chapter X of title 36 of the Code of Federal Regulations as
follows:
PART 1007--REQUESTS UNDER THE FREEDOM OF INFORMATION ACT
0
1. The authority citation for part 1007 continues to read as follows:
Authority: Pub. L. 104-333, 110 Stat. 4097 (16 U.S.C. 460bb
note); 5 U.S.C. 552; E.O. 12,600, 52 FR 23781, 3 CFR 1988 Comp., p.
235.
0
2. Revise Sec. 1007.1 to read as follows:
Sec. 1007.1 Purpose and scope.
(a) This part contains the procedures for submission to and
consideration by
[[Page 50829]]
the Presidio Trust of requests for records under the FOIA. As used in
this part, the term ``FOIA'' means the Freedom of Information Act, 5
U.S.C. 552. The regulations in this part should be read in conjunction
with the text of the FOIA. Requests made by individuals for records
about themselves under the Privacy Act of 1974, 5 U.S.C. 552a, are
processed in accordance with the Presidio Trust's Privacy Act
regulations as well as under this subpart.
(b) Before invoking the formal procedures set out below, persons
seeking records from the Presidio Trust may find it useful to consult
with the Presidio Trust's FOIA Officer, who can be reached at The
Presidio Trust, P.O. Box 29052, San Francisco, CA 94129-0052,
Telephone: (415) 561-5300. As used in this part, the term ``FOIA
Officer'' means the employee designated by the Executive Director to
process FOIA requests and otherwise supervise the Presidio Trust's
compliance with the FOIA, or the alternate employee so designated to
perform these duties in the absence of the FOIA Officer.
(c) The procedures in this part do not apply to:
(1) Records published in the Federal Register, the Bylaws of the
Presidio Trust, statements of policy and interpretations, and other
materials that have been published by the Presidio Trust on its
internet website (http://www.presidiotrust.gov) or are routinely made
available for inspection and copying at the requester's expense.
(2) Records or information compiled for law enforcement purposes
and covered by the disclosure exemption described in Sec. 1007.2(c)(7)
if:
(i) The investigation or proceeding involves a possible violation
of criminal law; and
(ii) There is reason to believe that:
(A) The subject of the investigation or proceeding is not aware of
its pendency; and
(B) Disclosure of the existence of the records could reasonably be
expected to interfere with enforcement proceedings.
(3) Informant records maintained by the United States Park Police
under an informant's name or personal identifier, if requested by a
third party according to the informant's name or personal identifier,
unless the informant's status as an informant has been officially
confirmed.
0
3. Revise Sec. 1007.2 to read as follows:
Sec. 1007.2 Records available.
(a) Policy. It is the policy of the Presidio Trust to make its
records available to the public to the greatest extent possible
consistent with the purposes of the Presidio Trust Act and the FOIA.
The Presidio Trust administers the FOIA with a presumption of openness.
As a matter of policy, the Presidio Trust may make discretionary
disclosures of records or information exempt from disclosure under the
FOIA whenever disclosure would not foreseeably harm an interest
protected by a FOIA exemption. This policy does not create any right
enforceable in court.
(b) Statutory disclosure requirement. The FOIA requires that the
Presidio Trust, on a request from a member of the public submitted in
accordance with the procedures in this part, make requested records
available for inspection and copying.
(c) Statutory exemptions. Exempted from the FOIA's statutory
disclosure requirement are matters that are:
(1)(i) Specifically authorized under criteria established by an
Executive order to be kept secret in the interest of national defense
or foreign policy; and
(ii) Are in fact properly classified pursuant to such Executive
order.
(2) Related solely to the internal personnel rules and practices of
an agency;
(3) Specifically exempted from disclosure by statute (other than
the Privacy Act), provided that such statute:
(i) Requires that the matters be withheld from the public in such a
manner as to leave no discretion on the issue; or
(ii) Establishes particular criteria for withholding or refers to
particular types of matters to be withheld.
(4) Trade secrets and commercial or financial information obtained
from a person and privileged or confidential;
(5) Inter-agency or intra-agency memorandums or letters which would
not be available by law to a party other than an agency in litigation
with the agency;
(6) Personnel and medical files and similar files the disclosure of
which would constitute a clearly unwarranted invasion of personal
privacy;
(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 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, or by an agency conducting a lawful national
security intelligence investigation, information furnished by a
confidential source;
(v) Would disclose techniques and procedures for law enforcement
investigations 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.
(8) Contained in or related to examination, operating, or condition
reports prepared by, on behalf of, or for the use of an agency
responsible for the regulation or supervision of financial
institutions; or
(9) Geological and geophysical information and data, including
maps, concerning wells.
(d) Decisions on requests. It is the policy of the Presidio Trust
to withhold information falling within an exemption only if:
(1) Disclosure is prohibited by statute or Executive order; or
(2) Sound grounds exist for invocation of the exemption.
(e) Disclosure of reasonably segregable nonexempt material. If a
requested record contains material covered by an exemption and material
that is not exempt, and it is determined under the procedures in this
part to withhold the exempt material, any reasonably segregable
nonexempt material shall be separated from the exempt material and
released. In such circumstances, the records disclosed in part shall be
marked or annotated to show both the amount and the location of the
information deleted wherever practicable.
0
4. Revise Sec. 1007.3 to read as follows:
Sec. 1007.3 Requests for records.
(a) Submission of requests. A request to inspect or copy records
shall be submitted to the Presidio Trust's FOIA Officer at P.O. Box
29052, San Francisco, CA 94129-0052.
(b) Form of perfected requests. (1) Requests under this part shall
be in writing and should specifically invoke the FOIA.
(2) A request must reasonably describe the records requested. A
request reasonably describes the records requested if it will enable an
employee of the Presidio Trust familiar with the subject area of the
request to locate the record with a reasonable amount of effort. If
such information is available,
[[Page 50830]]
the request should identify the subject matter of the record, the date
when it was made, the place where it was made, the person or office
that made it, the present custodian of the record, and any other
information that will assist in locating the requested record. If the
request involves a matter known by the requester to be in litigation,
the request should also state the case name and court hearing the case.
If after receiving a request the FOIA Officer determines that the
request does not reasonably describe the records sought, the FOIA
Officer will inform the requester what additional information is needed
or why the request is otherwise insufficient. Requesters who are
attempting to reformulate or modify such a request may discuss their
request with the FOIA Officer. If a request does not reasonably
describe the records sought, the Presidio Trust's response to the
request may be delayed or an adverse determination under Sec.
1007.5(e).
(3)(i) A perfected request shall:
(A) Specify the fee category (commercial use, educational
institution, noncommercial scientific institution, news media, or
other, as defined in Sec. 1007.9) in which the requester claims the
request falls and the basis of this claim;
(B) State the maximum amount of fees that the requester is willing
to pay or include a request for a fee waiver; and
(C) Provide contact information for the requester, such as phone
number, email address and/or mailing address, to assist the Presidio
Trust in communicating with them and providing released records.
(ii) Requesters who make requests for records about themselves must
verify their identity.
(iii) Where a request for records pertains to another individual, a
requester may receive greater access by submitting either a notarized
authorization signed by that individual or a declaration made in
compliance with the requirements set forth in 28 U.S.C. 1746 by that
individual authorizing disclosure of the records to the requester, or
by submitting proof that the individual is deceased (e.g., a copy of a
death certificate or an obituary). As an exercise of administrative
discretion, the Presidio Trust may require a requester to supply
additional information if necessary in order to verify that a
particular individual has consented to disclosure.
(iv) Requesters are advised that, under Sec. 1007.9 (f), (g) and
(h), the time for responding to requests may be delayed:
(A) If a requester has not sufficiently identified the fee category
applicable to the request;
(B) If a requester has not stated a willingness to pay fees as high
as anticipated by the Presidio Trust; or
(C) If a fee waiver request is denied and the requester has not
included an alternative statement of willingness to pay fees as high as
anticipated by the Presidio Trust.
(4) A request seeking a fee waiver shall, to the extent possible,
address why the requester believes that the criteria for fee waivers
set out in Sec. 1007.10 are met.
(5) To facilitate handling, both the envelope containing a request
and the face of the request should bear the legend ``FREEDOM OF
INFORMATION REQUEST.''
(c) Creation of records. A request may seek only records that are
in existence at the time the request is received. A request may not
seek records that come into existence after the date on which it is
received and may not require that new records be created in response to
the request by, for example, combining or compiling selected items from
manual files, preparing a new computer program, or calculating
proportions, percentages, frequency distributions, trends or
comparisons. In those instances where the Presidio Trust determines
that creating a new record will be less burdensome than disclosing
large volumes of unassembled material, the Presidio Trust may, in its
discretion, agree to creation of a new record as an alternative to
disclosing existing records.
0
5. Revise Sec. 1007.4 to read as follows:
Sec. 1007.4 Preliminary processing of requests.
(a) Scope of requests. Unless a request clearly specifies
otherwise, requests to the Presidio Trust may be presumed to seek only
records of the Presidio Trust in possession of the Presidio Trust at
the time the Presidio Trust begins its search. If any other date is
used, the Presidio Trust will inform the requester of that date. A
record that is excluded from the requirements of the FOIA pursuant to 5
U.S.C. 552(c) is not considered responsive to a request.
(b) Records of other departments and agencies. (1) When reviewing
records in response to a request, the Presidio Trust will determine
whether another Federal department or agency is better able to
determine whether the record is exempt from disclosure under the FOIA.
As to any such record, the Presidio Trust will proceed in one of the
following ways:
(i) Consultation. When records originating with the Presidio Trust,
but contain within them information of interest to another Federal
department or agency, the Presidio Trust will consult with that other
entity prior to making a release determination; or
(ii) Referral. (A) When the Presidio Trust believes that another
department or agency is best able to determine whether to disclose the
record, the Presidio Trust will refer the responsibility for responding
to the request regarding the record to that department or agency.
Ordinarily, the department or agency that originated the record is
presumed to be the best entity to make the disclosure determination.
However, if the Presidio Trust and the originating department or agency
jointly agree that the Presidio Trust is in the best position to
respond to the request, then the record may be handled as a
consultation.
(B) If the Presidio Trust refers any part of the responsibility for
responding to a request to another department or agency, the Presidio
Trust will document the referral, maintain a copy of the record that it
refers, and notify the requester of the referral, informing the
requester of the name(s) of the department or agency to which the
record was referred, including that entity's FOIA contact information.
(2) Timing of responses to consultations and referrals. All
consultations and referrals received by the Presidio Trust will be
handled according to the date that the Presidio Trust received the
perfected FOIA request.
(3) A request for documents that were classified by another agency
shall be referred to that agency.
(c) Consultation with submitters of commercial and financial
information. (1) If a request seeks a record containing trade secrets
or commercial or financial information submitted by any person or
entity, including a corporation, State, Native American tribe or
nation, or foreign government, but not including another Federal
Government entity, the Presidio Trust shall provide the submitter with
notice of the request whenever:
(i) The submitter has made a good faith designation of the
information as commercially or financially sensitive; or
(ii) The Presidio Trust has reason to believe that disclosure of
the information may result in commercial or financial injury to the
submitter.
(2) Where notification of a voluminous number of submitters is
required, such notification may be accomplished by posting or
publishing the notice in a place reasonably calculated to accomplish
notification.
(3) The notice to the submitter shall afford the submitter a
reasonable period within which to provide a detailed statement of any
objection to disclosure.
[[Page 50831]]
The submitter's statement shall explain the basis on which the
information is claimed to be exempt under the FOIA, including a
specification of any claim of competitive or other business harm that
would result from disclosure. The statement shall also include a
certification that the information is confidential, has not been
disclosed to the public by the submitter, and is not routinely
available to the public from other sources.
(4) A submitter who fails to respond within the time period
specified in the notice will be deemed to have no objection to
disclosure of the information. The Presidio Trust shall not be required
to consider any information received from the submitter after the date
of any disclosure decision. Any information provided by a submitter
under this subpart may itself be subject to disclosure under the FOIA.
(5) The Presidio Trust will notify the requester whenever it
provides the submitter with notice and an opportunity to object to
disclosure; whenever it notifies the submitter of its intent to
disclose the requested information; and whenever a submitter files a
lawsuit to prevent the disclosure of the information.
(6) If a submitter's statement cannot be obtained within the time
limit for processing the request under Sec. 1007.6, the requester
shall be notified of the delay as provided in Sec. 1007.6(f).
(7) Notification to a submitter is not required if:
(i) The Presidio Trust determines, prior to giving notice, that the
request for the record should be denied;
(ii) The information has previously been lawfully published or
officially made available to the public;
(iii) Disclosure is required by a statute (other than the FOIA) or
regulation (other than this part);
(iv) Disclosure is clearly prohibited by a statute, as described in
Sec. 1007.2(c)(3);
(v) The information was not designated by the submitter as
confidential when it was submitted, or a reasonable time thereafter, if
the submitter was specifically afforded an opportunity to make such a
designation; however, a submitter will be notified of a request for
information that was not designated as confidential at the time of
submission, or a reasonable time thereafter, if there is substantial
reason to believe that disclosure of the information would result in
competitive harm;
(vi) The designation of confidentiality made by the submitter is
obviously frivolous; or
(vii) The information was submitted to the Presidio Trust more than
ten years prior to the date of the request, unless the Presidio Trust
has reason to believe that it continues to be confidential.
(8) If a requester brings suit to compel disclosure of information,
the submitter of the information will be promptly notified.
0
6. Revise Sec. 1007.5 to read as follows:
Sec. 1007.5 Action on initial requests.
(a) Authority. (1) Requests shall be decided by the FOIA Officer.
(2) A decision to withhold a requested record, to release a record
that is exempt from disclosure, or to deny a fee waiver shall be made
only after consultation with the General Counsel.
(b) Acknowledgement of requests. (1) The Presidio Trust shall send
the requester a written acknowledgement of the receipt of the request,
provide the requester with an individualized tracking number, and
provide the requester with contact information for the FOIA Officer.
(2) Requesters must include the individualized tracking number in
all communications with the Presidio Trust regarding the request.
(c) Estimated dates of completion and interim responses. Upon
request, the Presidio Trust will provide an estimated date by which the
Presidio Trust expects to provide a response to the requester. If a
request involves a voluminous amount of material, or searches in
multiple locations, the Presidio Trust may provide interim responses,
releasing records on a rolling basis.
(d) Form of grant. (1) When a requested record has been determined
to be available, the FOIA Officer shall notify the requester as to when
and where the record is available for inspection or, as the case may
be, when and how copies will be provided. If fees are due, the FOIA
Officer shall state the amount of fees due and the procedures for
payment, as described in Sec. 1007.9.
(2) The FOIA Officer shall honor a requester's specified preference
of form or format of disclosure (e.g., paper, microform, audiovisual
materials, or electronic records) if the record is readily available to
the Presidio Trust in the requested form or format or if the record is
reproducible by the Presidio Trust with reasonable efforts in the
requested form or format.
(3) If a requested record (or portion thereof) is being made
available over the objections of a submitter made in accordance with
Sec. 1007.4(c), both the requester and the submitter shall be notified
of the decision. The notice to the submitter (a copy of which shall be
made available to the requester) shall be forwarded a reasonable number
of days prior to the date on which disclosure is to be made and shall
include:
(i) A statement of the reasons why the submitter's objections were
not sustained;
(ii) A specification of the portions of the record to be disclosed,
if the submitter's objections were sustained in part; and
(iii) A specified disclosure date.
(4) If a claim of confidentiality has been found frivolous in
accordance with Sec. 1007.4(c)(7)(vi) and a determination is made to
release the information without consultation with the submitter, the
submitter of the information shall be notified of the decision and the
reasons therefor a reasonable number of days prior to the date on which
disclosure is to be made.
(e) Adverse determinations of requests. Adverse determinations, or
denials of requests, include decisions that:
(1) The requester has not submitted a perfected request;
(2) The requested record is exempt, in whole or in part;
(3) The request does not reasonably describe the records sought;
(4) The information is not a record subject to the FOIA;
(5) The requested record does not exist, cannot be located, or has
been destroyed; or
(6) The requested record is not readily reproducible in the form or
format sought by the requester. Adverse determinations also include
denials involving fees or fee waivers or denials of requests for
expedited processing.
(f) Form of denial. (1) A decision withholding a requested record
shall be in writing and shall include:
(i) A list of the names and titles or positions of each person
responsible for the denial;
(ii) A reference to the specific exemption or exemptions
authorizing the withholding;
(iii) An estimate of the volume of records or information withheld,
in number of pages or in some other reasonable form of estimation. This
estimate does not need to be provided if the volume is otherwise
indicated through deletions on records disclosed in part, or if
providing an estimate would harm an interest protected by an applicable
exemption;
(iv) A statement that the denial may be appealed and a reference to
the procedures in Sec. 1007.7 for appeal; and
(v) A statement notifying the requester of the dispute resolution
services offered by the Office of Government Information Services.
(2) A decision denying a request for failure to reasonably describe
requested
[[Page 50832]]
records or for other procedural deficiency or because requested records
cannot be located shall be in writing and shall include:
(i) A description of the basis of the decision;
(ii) A list of the names and titles or positions of each person
responsible;
(iii) A statement that the matter may be appealed and a reference
to the procedures in Sec. 1007.7 for appeal; and
(iv) A statement notifying the requester of the dispute resolution
services offered by the Office of Government Information Services.
(g) Expedited processing. (1) Requests and appeals will be taken
out of order and given expedited treatment whenever it is determined by
the FOIA Officer that they involve:
(i) Circumstances in which the lack of expedited treatment could
reasonably be expected to pose an imminent threat to the life or
physical safety of an individual;
(ii) An urgency to inform the public about an actual or alleged
Federal government activity, if made by a person primarily engaged in
disseminating information;
(iii) The loss of substantial due process rights; or
(iv) A matter of widespread and exceptional media interest in which
there exist possible questions about the government's integrity that
affect public confidence.
(2) A request for expedited processing may be made at the time of
the initial request for records or at any later time.
(3) A requester who seeks expedited processing must submit a
statement, certified to be true and correct to the best of that
person's knowledge and belief, explaining in detail the basis for
requesting expedited processing.
(4) Within ten calendar days of receiving of a request for
expedited processing, the FOIA Officer shall decide whether to grant
the request for expedited processing and shall notify the requester of
the decision. If a request for expedited processing is granted, the
underlying FOIA request shall be given priority and shall be processed
as soon as practicable. If a request for expedited processing is
denied, any appeal of that decision shall be acted on expeditiously.
0
7. Revise Sec. 1007.6 to read as follows:
Sec. 1007.6 Time limits for processing initial requests.
(a) Basic limit. Requests for records shall be processed promptly.
A determination whether to grant or deny a request shall be made within
20 working days after receipt of a request. This determination shall be
communicated immediately to the requester.
(b) Running of basic time limit. (1) The 20 working day time limit
begins to run when a perfected request meeting the requirements of
Sec. 1007.3(b) is received at the Presidio Trust.
(2) The running of the basic time limit may be delayed or tolled as
explained in Sec. 1007.9(f), (g) and (h) if a requester:
(i) Has not stated a willingness to pay fees as high as are
anticipated and has not sought and been granted a full fee waiver; or
(ii) Has not made a required advance payment.
(c) Extensions of time. In the following unusual circumstances, the
time limit for acting on an initial request may be extended to the
extent reasonably necessary to the proper processing of the request,
but in no case may the time limit be extended by more than 20 working
days:
(1) The need to search for and collect the requested records from
facilities or other establishments that are separate from the main
office of the Presidio Trust;
(2) The need to search for, collect, and appropriately examine a
voluminous amount of separate and distinct records demanded in a single
request; or
(3) The need for consultation, which shall be conducted with all
practicable speed, with another department or agency having a
substantial interest in the determination of the request.
(d) Notice of extension. A requester shall be notified in writing
of an extension under paragraph (c) of this section. The notice shall
state the reason for the extension and the date on which a
determination on the request is expected to be made. When the extension
exceeds ten working days, the requester shall be provided with an
opportunity to modify the request or arrange an alternative time period
for processing the original or modified request. The requester shall
also be notified of the dispute resolution services offered by the
Office of Government Information Services.
(e) Treatment of delay as denial. If no determination has been
reached at the end of the 20 working day period for deciding an initial
request, or an extension thereof under paragraph (c) of this section,
the requester may deem the request denied and may exercise a right of
appeal in accordance with Sec. 1007.7.
(f) Notice of delay. When a determination cannot be reached within
the time limit, or extension thereof, the requester shall be notified
of the reason for the delay, of the date on which a determination may
be expected, and of the right to treat the delay as a denial for
purposes of appeal, including a reference to the procedures for filing
an appeal in Sec. 1007.7.
0
8. Revise Sec. 1007.7 to read as follows:
Sec. 1007.7 Appeals.
(a) Right of appeal. A requester may appeal to the Executive
Director when:
(1) Records have been withheld;
(2) A request has been denied for failure to describe requested
records or for other procedural deficiency or because requested records
cannot be located;
(3) A fee waiver has been denied;
(4) A request has not been decided within the time limits provided
in Sec. 1007.6; or
(5) A request for expedited processing under Sec. 1007.5(g) has
been denied.
(b) Time for appeal. An appeal must be received at the office of
the Presidio Trust no later than 90 calendar days after the date of the
initial denial, in the case of a denial of an entire request, or 90
calendar days after records have been made available, in the case of a
partial denial.
(c) Form of appeal. (1) An appeal shall be initiated by filing a
written notice of appeal. The notice shall be accompanied by copies of
the original request and the initial denial and should, in order to
expedite the appellate process and give the requester an opportunity to
present his or her arguments, contain a brief statement of the reasons
why the requester believes the initial denial to have been in error.
(2) The appeal shall be addressed to the Executive Director, The
Presidio Trust, P.O. Box 29052, San Francisco, CA 94129-0052.
(3) To facilitate handling, both the envelope containing a notice
of appeal and the face of the notice should bear the legend ``FREEDOM
OF INFORMATION APPEAL.''
(d) Appeal required. Before seeking review by a court of an adverse
determination by the Presidio Trust, a requester must first submit a
timely administrative appeal.
0
9. Revise Sec. 1007.8 to read as follows:
Sec. 1007.8 Action on appeals.
(a) Authority. Appeals shall be decided by the Executive Director
after consultation with the FOIA Officer and the General Counsel.
(b) Time limit. A final determination shall be made within 20
working days after receipt of an appeal meeting the requirements of
Sec. 1007.7(c).
(c) Extensions of time. (1) If the time limit for responding to the
initial request for a record was not extended under the provisions of
Sec. 1007.6(c) or was extended for fewer than ten
[[Page 50833]]
working days, the time for processing of the appeal may be extended to
the extent reasonably necessary to the proper processing of the appeal,
but in no event may the extension, when taken together with any
extension made during processing of the initial request, result in an
aggregate extension with respect to any one request of more than ten
working days. The time for processing of an appeal may be extended only
if one or more of the unusual circumstances listed in Sec. 1007.6(c)
requires an extension.
(2) The appellant shall be advised in writing of the reasons for
the extension and the date on which a final determination on the appeal
is expected to be dispatched.
(3) If no determination on the appeal has been reached at the end
of the 20 working day period, or the extension thereof, the requester
is deemed to have exhausted administrative remedies, giving rise to a
right of review in the United States District Court for the Northern
District of California, as specified in 5 U.S.C. 552(a)(4).
(4) When no determination can be reached within the applicable time
limit, the appeal will nevertheless continue to be processed. On
expiration of the time limit, the requester shall be informed of the
reason for the delay, of the date on which a determination may be
reached to be dispatched, of the dispute resolution services offered by
the Office of Government Information Services, and of the right to seek
judicial review.
(5) An appeal ordinarily will not be adjudicated if the request
becomes a matter of FOIA litigation.
(d) Form of decision. (1) The final determination on an appeal
shall be in writing and shall state the basis for the determination. If
the determination is to release the requested records or portions
thereof, the FOIA Officer shall immediately make the records available.
If the determination upholds in whole or part the initial denial of a
request for records, the determination shall advise the requester of
the right to obtain judicial review in the U.S. District Court for the
Northern District of California and shall set forth the names and
titles or positions of each person responsible for the denial. The
determination shall also inform the requester of the dispute resolution
services offered by the Office of Government Information Services.
Dispute resolution is a voluntary process. If the Presidio Trust agrees
to participate in the dispute resolution services offered by the Office
of Government Information Services, it will actively engage as a
partner to the process in an attempt to resolve the dispute.
(2) If a requested record (or portion thereof) is being made
available over the objections of a submitter made in accordance with
Sec. 1007.4(c), the submitter shall be provided notice as described in
Sec. 1007.5(b)(3).
0
10. Revise Sec. 1007.9 to read as follows:
Sec. 1007.9 Fees.
(a) Policy. (1) Unless waived pursuant to the provisions of Sec.
1007.10, fees for responding to FOIA requests shall be charged in
accordance with the provisions of this section and the current schedule
of charges determined by the Executive Director and published on the
Presidio Trust's website. Such charges shall be set at the level
necessary to recoup the full allowable direct costs to the Presidio
Trust.
(2) Fees shall not be charged if the total amount chargeable does
not exceed the costs of routine collection and processing of the fee.
The Presidio Trust shall periodically determine the cost of routine
collection and processing of a fee and publish such amount on its
website.
(3) Where there is a reasonable basis to conclude that a requester
or group of requesters acting in concert has divided a request into a
series of requests on a single subject or related subjects to avoid
assessment of fees, the requests may be aggregated and fees charged
accordingly.
(4) Fees shall be charged to recover the full costs of providing
such services as certifying that records are true copies or sending
records by a method other than regular mail, when the Presidio Trust
elects to provide such services.
(5) The following definitions shall apply to this part:
(i) A commercial use request is a request from or on behalf of a
person 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, which can include furthering those
interest through litigation. The intended use of records may be
determined on the basis of information submitted by a requester and
from reasonable inferences based on the identity of the requester and
any other available information.
(ii) The term direct costs refers to those expenses the Presidio
Trust incurs in searching for and duplicating (and, in the case of
commercial use requests, reviewing) records in order to respond to a
FOIA request. For example, direct costs include the salary of the
employee performing the work (i.e., the basic rate of pay for the
employee, plus 16 percent of that rate to cover benefits) and the cost
of operating computers and other electronic equipment, such as
photocopiers and scanners. Direct costs do not include overhead
expenses such as the costs of space, and of heating or lighting a
facility.
(iii) The term duplication refers to the process of making a copy
of a record necessary to respond to a FOIA request. Such copies can
take the form of paper copy, microform, audio-visual materials, or
machine-readable documentation (e.g., magnetic tape or disk), among
others. The copy provided shall be in a form that is reasonably usable
by requesters.
(iv) An educational institution is a preschool, a public or private
elementary or secondary school, an institution of graduate higher
education, an institution of undergraduate higher education, an
institution of professional education, or an institution of vocational
education, which operates a program or programs of scholarly research.
(v) A noncommercial scientific institution is an institution that
is not operated for commerce, trade or profit and that is operated
solely for the purpose of conducting scientific research the results of
which are not intended to promote any particular product or industry.
(vi) A representative of the news media is any person or entity
that gathers information of potential interest to a segment of the
public, uses its editorial skills to turn the raw materials into a
distinct work, and distributes that work to an audience. The term
``news'' means information that is about current events or that would
be of current interest to the public. Non-exhaustive examples of news
media entities include television or radio stations that broadcast
``news'' to the public at large and publishers of periodicals that
disseminate ``news'' and make their products available through a
variety of means to the general public, including news organizations
that disseminate solely on the internet. A request for records
supporting the news-dissemination function of the requester will not be
considered to be for a commercial use. ``Freelance'' journalists who
demonstrate a solid basis for expecting publication through a news
media entity will be considered as a representative of the news media.
A publishing contract would provide the clearest evidence that
publication is expected; however, the Presidio Trust can also consider
a requester's past publication record in making this determination. The
Presidio Trust will
[[Page 50834]]
advise requesters of their placement in this category.
(vii) The term review refers to the examination of a record located
in response to a request in order to determine whether any portion of
it is exempt from disclosure. Review time includes processing any
record for disclosure, such as doing all that is necessary to prepare
the record for disclosure, including the process of redacting the
record and marking the appropriate exemptions. Review costs are
properly charged even if a record ultimately is not disclosed. Review
time also includes time spent both obtaining and considering any formal
objection to disclosure under Sec. 1007.4(c) made by a submitter of
confidential commercial information, but it does not include time spent
resolving general legal or policy issues regarding the application of
exemptions.
(viii) The term search includes 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, databases and information
in other electronic records. Searches shall be undertaken in the most
efficient and least expensive manner possible, consistent with the
Presidio Trust's obligations under the FOIA and other applicable laws.
(b) Commercial use requests. (1) A requester seeking records for
commercial use shall be charged fees for direct costs incurred in
document search and review (even if the search and review fails to
locate records that are not exempt from disclosure) and duplication.
(2) A commercial use requester may not be charged fees for time
spent resolving legal and policy issues affecting access to requested
records.
(c) Educational and noncommercial scientific institution requests.
(1) A requester seeking records under the auspices of an educational
institution in furtherance of scholarly research or a noncommercial
scientific institution in furtherance of scientific research shall be
charged for document duplication, except that the first 100 pages of
paper copies (or the equivalent cost thereof if the records are in some
other form) shall be provided without charge.
(2) Such requesters may not be charged fees for costs incurred in:
(i) Searching for requested records;
(ii) Examining requested records to determine whether they are
exempt from mandatory disclosure;
(iii) Deleting reasonably segregable exempt matter;
(iv) Monitoring the requester's inspection of agency records; or
(v) Resolving legal and policy issues affecting access to requested
records.
(d) News media requests. (1) A representative of the news media
shall be charged for document duplication, except that the first 100
pages of paper copies (or the equivalent cost thereof if the records
are in some other form) shall be provided without charge.
(2) Representatives of the news media may not be charged fees for
costs incurred in:
(i) Searching for requested records;
(ii) Examining requested records to determine whether they are
exempt from mandatory disclosure;
(iii) Deleting reasonably segregable exempt matter;
(iv) Monitoring the requester's inspection of agency records; or
(v) Resolving legal and policy issues affecting access to requested
records.
(e) Other requests. (1) A requester not covered by paragraphs (b),
(c), or (d) of this section shall be charged fees for the direct costs
for document search (even if the search fails to locate records that
are not exempt from disclosure) and duplication, except that the first
two hours of search time and the first 100 pages of paper copies (or
the equivalent cost thereof if the records are in some other form)
shall be provided without charge.
(2) Such requesters may not be charged for costs incurred in:
(i) Examining requested records to determine whether they are
exempt from disclosure;
(ii) Deleting reasonably segregable exempt matter;
(iii) Monitoring the requester's inspection of agency records; or
(iv) Resolving legal and policy issues affecting access to
requested records.
(f) Requests for clarification. Where a request does not provide
sufficient information to determine whether it is covered by paragraph
(b), (c), (d), or (e) of this section, the requester should be asked to
provide additional clarification. If it is necessary to seek such
clarification, the request may be deemed to have not been received for
purposes of the time limits established in Sec. 1007.6 until the
clarification is received. Requests to requesters for clarification
shall be made promptly.
(g) Notice of anticipated fees. Where a request does not state a
willingness to pay fees as high as anticipated by the Presidio Trust,
and the requester has not sought and been granted a full waiver of fees
under Sec. 1007.10, the request may be deemed to have not been
received for purposes of the time limits established in Sec. 1007.6
until the requester has been notified of and agrees to pay the
anticipated fee. Advice to requesters with respect to anticipated fees
shall be provided promptly.
(h) Advance payment. (1) Where it is anticipated that allowable
fees are likely to exceed $250.00, the requester may be required to
make an advance payment of the entire fee before processing of his or
her request.
(2) Where a requester has previously failed to pay a fee within 30
days of the date of billing, processing of any request from that
requester shall ordinarily be suspended until the requester pays any
amount still owed, including applicable interest, and makes advance
payment of allowable fees anticipated in connection with the request.
(3) Advance payment of fees may not be required except as described
in paragraphs (h) (1) and (2) of this section.
(4) Issuance of a notice requiring payment of overdue fees or
advance payment shall toll the time limit in Sec. 1007.6 until receipt
of payment.
(i) Form of payment. Payment of fees should be made by check or
money order payable to the Presidio Trust. Where appropriate, the
official responsible for handling a request may require that payment by
check be made in the form of a certified check.
(j) Billing procedures. A bill for collection shall be prepared for
each request that requires collection of fees.
(k) Collection of fees. The bill for collection or an accompanying
letter to the requester shall include a statement that interest will be
charged in accordance with the Debt Collection Act of 1982, 31 U.S.C.
3717, and implementing regulations, 4 CFR 102.13, if the fees are not
paid within 30 days of the date of the bill for collection is mailed or
hand-delivered to the requester. This requirement does not apply if the
requester is a unit of State or local government. Other authorities of
the Debt Collection Act of 1982 shall be used, as appropriate, to
collect the fees.
PART 1008--REQUESTS UNDER THE PRIVACY ACT
0
11. The authority citation for part 1008 continues to read as follows:
Authority: Pub. L. 104-333, 110 Stat. 4097 (16 U.S.C. 460bb
note); 5 U.S.C. 552a.
0
12. Amend Sec. 1008.2 to revise the definition of individual to read
as follows:
Sec. 1008.2 Definitions.
* * * * *
Individual means a citizen of the United States or an alien who is
currently lawfully admitted for permanent residence.
* * * * *
[[Page 50835]]
0
13. Revise Sec. 1008.9 to read as follows:
Sec. 1008.9 Disclosure of records.
(a) Prohibition of disclosure. No record contained in a system of
records may be disclosed by any means of communication to any person,
or to another agency, except pursuant to a written request by, or with
the prior written consent of, the individual to whom the record
pertains.
(b) General exceptions. The prohibition contained in paragraph (a)
of this section does not apply where disclosure of the record would be:
(1) To those officers or employees of the Presidio Trust who have a
need for the record in the performance of their duties; or
(2) Required by the Freedom of Information Act, 5 U.S.C. 552.
(c) Specific exceptions. The prohibition contained in paragraph (a)
of this section does not apply where disclosure of the record would be:
(1) For a routine use which has been described in a system notice
published in the Federal Register;
(2) To the Bureau of the Census for purposes of planning or
carrying out a census or survey or related activity pursuant to the
provisions of Title 13, U.S. Code;
(3) To a recipient who has provided the system manager responsible
for the system in which the record is maintained with advance adequate
written assurance that the record will be used solely as a statistical
research or reporting record, and the record is to be transferred in a
form that is not individually identifiable;
(4) To the National Archives and Records Administration as a record
which has sufficient historical or other value to warrant its continued
preservation by the U.S. Government, or for evaluation by the Archivist
of the United States or the designee of the Archivist to determine
whether the record has such value;
(5) To another agency or to an instrumentality of any governmental
jurisdiction within or under the control of the United States for a
civil or criminal law enforcement activity if the activity is
authorized by law, and if the head of the agency or instrumentality has
made a written request to the Presidio Trust specifying the particular
portion desired and the law enforcement activity for which the record
is sought;
(6) To a person pursuant to a showing of compelling circumstances
affecting the health or safety of an individual if upon such disclosure
notification is transmitted to the last known address of such
individual;
(7) To either House of Congress, or, to the extent of matter within
its jurisdiction, any committee or subcommittee thereof, any joint
committee of Congress or subcommittee of any such joint committee;
(8) To the Comptroller General, or any of his authorized
representatives, in the course of the performance of the duties of the
General Accounting Office;
(9) Pursuant to the order of a court of competent jurisdiction; or
(10) To a consumer reporting agency in accordance with section 3(d)
of the Federal Claims Collection Act of 1966, as amended (31 U.S.C.
3711(e)).
(d) Reviewing records prior to disclosure. (1) Prior to any
disclosure of a record about an individual, unless disclosure is
required by the Freedom of Information Act, reasonable efforts shall be
made to ensure that the records are accurate, complete, timely and
relevant for agency purposes.
(2) When a record is disclosed in connection with a Freedom of
Information Act request made under this part and it is appropriate and
administratively feasible to do so, the requester shall be informed of
any information known to the Presidio Trust indicating that the record
may not be fully accurate, complete, or timely.
(e) Notice of court-ordered and emergency disclosures. (1) Court-
ordered disclosures. When a record pertaining to an individual is
required to be disclosed by a court order, the Presidio Trust will make
reasonable efforts to provide notice of this to the individual. Notice
will be given within a reasonable time after the Presidio Trust's
receipt of the order--except that in a case in which the order is not a
matter of public record, the notice will be given only after the order
becomes public. This notice will be mailed to the individual's last
known address and will contain a copy of the order and a description of
the information disclosed. Notice will not be given if disclosure is
made from a criminal law enforcement system of records that has been
exempted from the notice requirement.
(2) Emergency disclosures. Upon disclosing a record pertaining to
an individual made under compelling circumstances affecting health or
safety, the Presidio Trust will notify that individual of the
disclosure. This notice will be mailed to the individual's last known
address and will state the nature of the information disclosed, the
person, organization or agency to which it was disclosed, the date of
the disclosure, and the compelling circumstances justifying the
disclosure.
0
14. Revise Sec. 1008.10 to read as follows:
Sec. 1008.10 Accounting for disclosures.
(a) Maintenance of an accounting. (1) Where a record is disclosed
to any person, or to another agency, under any of the specific
exceptions provided by Sec. 1008.9(c), an accounting shall be made.
(2) The accounting shall record:
(i) The date, nature, and purpose of each disclosure of a record to
any person or to another agency; and
(ii) The name and address of the person or agency to whom the
disclosure was made.
(3) Accountings prepared under this section shall be maintained for
at least five years or the life of the record, whichever is longer,
after the disclosure for which the accounting is made.
(b) Access to accountings. (1) Except for accountings of
disclosures made under Sec. 1008.9(b) or 1008.9(c)(5), accountings of
all disclosures of a record shall be made available to the individual
to whom the record relates at the individual's request.
(2) An individual desiring access to an accounting of disclosures
of a record pertaining to the individual shall submit a request by
following the procedures of Sec. 1008.13.
(c) Notification of disclosure. When a record is disclosed pursuant
to Sec. 1008.9(c)(9) as the result of the order of a court of
competent jurisdiction, reasonable efforts shall be made to notify the
individual to whom the record pertains as soon as the order becomes a
matter of public record.
0
15. Revise Sec. 1008.11 to read as follows:
Sec. 1008.11 Request for notification of existence of records:
Submission.
(a) Submission of requests. (1) Individuals desiring to determine
under the Privacy Act whether a system of records contains records
pertaining to them shall address inquiries to the Privacy Act Officer,
The Presidio Trust, P.O. Box 29052, San Francisco, CA 94129-0052,
unless the system notice describing the system prescribes or permits
submission to some other official or officials.
(2) Individuals desiring to determine whether records pertaining to
them are maintained in two or more systems shall make a separate
inquiry concerning each system.
(b) Form of request. (1) An inquiry to determine whether a system
of records contains records pertaining to an individual shall be in
writing.
(2) To expedite processing, both the envelope containing a request
and the
[[Page 50836]]
face of the request should bear the legend ``PRIVACY ACT INQUIRY.''
(3) The request shall state that the individual is seeking
information concerning records pertaining to him or herself and shall
supply such additional identifying information, if any, as is called
for in the system notice describing the system.
(4) The request must include verification of the requester's
identity, including the requester's full name, current address, and
date and place of birth. The request must be signed by the requester,
and the signature must be notarized or submitted under 28 U.S.C. 1746,
which permits statements to be made under penalty of perjury as a
substitute for notarization.
(5) If the request is made on behalf of a minor or someone
determined by a court to be incompetent, for access to records about
that individual, the requester must establish:
(i) The identity of the individual who is the subject of the
record, by stating the name, current address, date and place of birth,
and, at the requester's option, the Social Security number of the
individual;
(ii) The requester's identity, as required in paragraph 4 above of
this section;
(iii) That the requester is the parent or guardian of that
individual, which the requester may prove by providing a copy of the
individual's birth certificate showing the requester's parentage or by
providing a court order establishing the requester's guardianship; and
(iv) That the requester is acting on behalf of that individual in
making the request.
(6) Individuals who have reason to believe that information
pertaining to them may be filed under a name other than the name they
are currently using (e.g., maiden name), shall include such information
in the request.
0
16. Revise Sec. 1008.14 to read as follows:
Sec. 1008.14 Requests for access to records: Submission.
(a) Submission of requests. (1) Requests for access to records
shall be submitted to the Privacy Act Officer unless the system notice
describing the system prescribes or permits submission to some other
official or officials.
(2) Individuals desiring access to records maintained in two or
more separate systems shall submit a separate request for access to the
records in each system.
(b) Form of request. (1) A request for access to records subject to
the Privacy Act shall be in writing and addressed to Privacy Act
Officer, The Presidio Trust, P.O. Box 29052, San Francisco, CA 94129-
0052.
(2) To expedite processing, both the envelope containing a request
and the face of the request should bear the legend ``PRIVACY ACT
REQUEST FOR ACCESS.''
(3) Requesters shall specify whether they seek all of the records
contained in the system which relate to them or only some portion
thereof. If only a portion of the records which relate to the
individual are sought, the request shall reasonably describe the
specific record or records sought.
(4) If the requester seeks to have copies of the requested records
made, the request shall state the maximum amount of copying fees which
the requester is willing to pay. A request which does not state the
amount of fees the requester is willing to pay will be treated as a
request to inspect the requested records. Requesters are further
notified that under Sec. 1008.15(d) the failure to state willingness
to pay fees as high as are anticipated by the Presidio Trust will delay
processing of a request.
(5) The request shall supply such identifying information, if any,
as is called for in the system notice describing the system.
(6) The request must include verification of the requester's
identity, including the requester's full name, current address, and
date and place of birth. The request must be signed by the requester,
and the signature must be notarized or submitted under 28 U.S.C. 1746,
which permits statements to be made under penalty of perjury as a
substitute for notarization.
(7) If the request is made on behalf of a minor or someone
determined by a court to be incompetent, for access to records about
that individual, the requester must establish:
(i) The identity of the individual who is the subject of the
record, by stating the name, current address, date and place of birth,
and, at the requester's option, the Social Security number of the
individual;
(ii) The requester's identity, as required in paragraph 6 above of
this section;
(iii) That the requester is the parent or guardian of that
individual, which the requester may prove by providing a copy of the
individual's birth certificate showing the requester's parentage or by
providing a court order establishing the requester's guardianship; and
(iv) That the requester is acting on behalf of that individual in
making the request.
(8) Requests failing to meet the requirements of this paragraph
shall be returned to the requester with a written notice advising the
requester of the deficiency in the request.
0
17. Revise Sec. 1008.15 to read as follows:
Sec. 1008.15 Requests for access to records: Initial decision.
(a) Acknowledgements of requests. Upon receipt of a request, the
Presidio Trust ordinarily will send an acknowledgement letter to the
requester which will confirm the requester's agreement to pay fees and
will provide an assigned request number for further reference.
(b) Decisions on requests. A request made under this part for
access to a record shall be granted promptly unless the record:
(1) Was compiled in reasonable anticipation of a civil action or
proceeding; or
(2) Is contained in a system of records which has been excepted
from the access provisions of the Privacy Act by rulemaking.
(c) Authority to deny requests. A decision to deny a request for
access under this part shall be made by the Privacy Act Officer in
consultation with the General Counsel.
(d) Form of decision. (1) No particular form is required for a
decision granting access to a record. The decision shall, however,
advise the individual requesting the record as to where and when the
record is available for inspection or, as the case may be, where and
when copies will be available. If fees are due under Sec. 1008.15(e),
the individual requesting the record shall also be notified of the
amount of fees due or, if the exact amount has not been determined, the
approximate amount of fees due.
(2) A decision denying a request for access, in whole or part,
shall be in writing and shall:
(i) State the basis for denial of the request;
(ii) Contain a statement that the denial may be appealed to the
Executive Director pursuant to Sec. 1008.16 by writing to the
Executive Director, The Presidio Trust, P.O. Box 29052, San Francisco,
CA 94129-0052; and
(iii) State that the appeal must be received by the foregoing
official within 20 working days of the date of the decision.
(3) If the decision denying a request for access involves records
which fall under the jurisdiction of another agency, the individual
shall be informed in a written response which shall:
(i) State the reasons for the denial;
[[Page 50837]]
(ii) Include the name, position title, and address of the official
responsible for the denial; and
(iii) Advise the individual that an appeal of the declination may
be made only to the appropriate official of the relevant agency, and
include that official's name, position title, and address.
(4) Copies of decisions denying requests for access made pursuant
to paragraphs (d)(2) and (d)(3) of this section will be provided to the
Privacy Act Officer.
(e) Fees. (1) No fees may be charged for the cost of searching for
or reviewing a record in response to a request made under Sec.
1008.14.
(2) Unless the Privacy Act Officer determines that reduction or
waiver of fees is appropriate, fees for copying a record in response to
a request made under Sec. 1008.14 shall be charged in accordance with
the provisions of this section and the current schedule of charges
determined by the Executive Director and published on the Trust's
website. Such charges shall be set at the level necessary to recoup the
full allowable direct costs to the Trust.
(3) Where it is anticipated that fees chargeable in connection with
a request will exceed the amount the person submitting the request has
indicated a willingness to pay, the Privacy Act Officer shall notify
the requester and shall not complete processing of the request until
the requester has agreed, in writing, to pay fees as high as are
anticipated.
0
18. Revise Sec. 1008.18 to read as follows:
Sec. 1008.18 Amendment of records.
The Privacy Act permits individuals to request amendment of records
pertaining to them contained in a system of records if they believe the
records are not accurate, relevant, timely or complete. 5 U.S.C.
552a(d)(2). A request for amendment of a record shall be submitted in
accordance with the procedures in this part.
0
19. Revise Sec. 1008.19 to read as follows:
Sec. 1008.19 Petitions for amendment: Submission and form.
(a) Submission of petitions for amendment. (1) A request for
amendment of a record shall be submitted to the Privacy Act Officer
unless the system notice describing the system prescribes or permits
submission to a different official or officials. If an individual
wishes to request amendment of records located in more than one system,
a separate petition must be submitted with respect to each system.
(2) A petition for amendment of a record may be submitted only if
the individual submitting the petition has previously requested and
been granted access to the record and has inspected or been given a
copy of the record.
(b) Form of petition. (1) A petition for amendment shall be in
writing, shall specifically identify the record for which amendment is
sought, and shall be addressed to the Privacy Act Officer, The Presidio
Trust, P.O. Box 29052, San Francisco, CA 94129-0052.
(2) To expedite processing, both the envelope containing a petition
and the face of the petition should bear the legend ``PRIVACY ACT
PETITION FOR AMENDMENT.''
(3) The petition shall state, in detail, the reasons why the
petitioner believes the record, or the objectionable portion thereof,
is not accurate, relevant, timely or complete. Copies of documents or
evidence relied upon in support of these reasons shall be submitted
with the petition.
(4) The petition shall state, specifically and in detail, the
changes sought in the record. If the changes involve rewriting the
record or portions thereof or involve adding new language to the
record, the petition shall propose specific language to implement the
changes.
(5) The petition must include verification of the petitioner's
identity, including the petitioner's full name, current address, and
date and place of birth. The petition must be signed by the petitioner,
and the signature must be notarized or submitted under 28 U.S.C. 1746,
which permits statements to be made under penalty of perjury as a
substitute for notarization.
(6) If the petition is made on behalf of a minor or someone
determined by a court to be incompetent, for access to records about
that individual, the petitioner must establish:
(i) The identity of the individual who is the subject of the
record, by stating the name, current address, date and place of birth,
and, at the petitioner's option, the Social Security number of the
individual;
(ii) The petitioner's identity, as required in paragraph 5 above of
this section;
(iii) That the petitioner is the parent or guardian of that
individual, which the petitioner may prove by providing a copy of the
individual's birth certificate showing the petitioner's parentage or by
providing a court order establishing the petitioner's guardianship; and
(iv) That the petitioner is acting on behalf of that individual in
making the request.
(7) Petitions failing to meet the requirements of this paragraph
shall be returned to the petitioner with a written notice advising the
petitioner of the deficiency in the petition.
PART 1009--ADMINISTRATIVE CLAIMS UNDER THE FEDERAL TORT CLAIMS ACT
0
20. The authority citation for part 1009 continues to read as follows:
Authority: Pub. L. 104-333, 110 Stat. 4097 (16 U.S.C. 460bb
note); 28 U.S.C. 2672.
0
21. Revise Sec. 1009.1 to read as follows:
Sec. 1009.1 Purpose.
The purpose of this part is to establish procedures for the filing
and settlement of claims under the Federal Tort Claims Act (in part, 28
U.S.C. secs. 2401(b), 2671-2680, as amended). The officers to whom
authority is delegated to settle tort claims shall follow and be guided
by the regulations issued by the Attorney General prescribing standards
and procedures for settlement of tort claims (28 CFR part 14).
0
22. Revise Sec. 1009.4 to read as follows:
Sec. 1009.4 Payment of claims.
(a) In making an award from proceeds or revenues of the Presidio
Trust, the Presidio Trust will process payment using an agreement
signed by the claimant and the Executive Director, or his or her
designee. In making an award from proceeds or revenues not provided for
by the Presidio Trust, the Presidio Trust will process payment as
prescribed by 28 CFR 14.10.
(b) Prior to payment, appropriate releases shall be obtained as
provided in 28 CFR 14.10.
(c) Any award, compromise, or settlement in excess of $25,000 shall
be effected only with the prior written approval of the Attorney
General or his or her designee.
PART 1011--DEBT COLLECTION
0
23. The authority citation for part 1011 continues to read as follows:
Authority: 16 U.S.C. 460bb appendix, as amended.
0
24. Revise Sec. 1011.4(a)(7) to read as follows:
Sec. 1011.4 What notice will the Presidio Trust send to a debtor
when collecting a debt?
(a) * * *
(7) The following timelines for the referral of a delinquent debt
to the FMS:
[[Page 50838]]
(i) That debts over 120 days delinquent and eligible for the
centralized administrative offset collection actions described in
paragraph (a)(6)(i) of this section must be referred to the FMS for
collection (see Sec. Sec. 1011.10 through 1011.12);
(ii) That debts over 180 days delinquent not previously referred to
the FMS under paragraph (a)(7)(i) of this section must be referred to
the FMS for cross servicing debt collection (see Sec. 1011.9).
* * * * *
0
25. Revise Sec. 1011.9(a) to read as follows:
Sec. 1011.9 When will the Presidio Trust transfer a debt to the
Financial Management Service for collection?
(a) Cross-servicing. Unless a delinquent debt has previously been
transferred to the FMS for administrative offset in accordance with
Sec. 1011.10, the Presidio Trust will transfer any eligible debt that
is more than 180 days delinquent to the FMS for debt collection
services, a process known as ``cross-servicing.'' The Presidio Trust
may transfer debts delinquent 180 days or less to the FMS in accordance
with the procedures described in 31 CFR 285.12. The FMS takes
appropriate action to collect or compromise the transferred debt, or to
suspend or terminate collection action thereon, in accordance with the
statutory and regulatory requirements and authorities applicable to the
debt and the collection action to be taken. Appropriate action
includes, without limitation, contact with the debtor, referral of the
debt to the Treasury Offset Program, private collection agencies or the
Department of Justice, reporting of the debt to credit bureaus, and
administrative wage garnishment.
* * * * *
0
26. Revise Sec. 1011.10(a)(1) to read as follows:
Sec. 1011.10 How will the Presidio Trust use administrative offset
(offset of non-tax federal payments) to collect a debt?
(a) Centralized administrative offset through the Treasury Offset
Program. (1) The Presidio Trust will refer any eligible debt over 120
days delinquent to the Treasury Offset Program for collection by
centralized administrative offset. The Presidio Trust may refer any
eligible debt less than 120 days delinquent to the Treasury Offset
Program for offset.
* * * * *
Dated: October 3, 2018.
Nancy J. Koch,
General Counsel.
[FR Doc. 2018-21969 Filed 10-9-18; 8:45 am]
BILLING CODE 4310-4R-P