A Guide for Requesting
Information and Records from HRSA

HRSA's documents include those produced for public dissemination and others that result from day-to-day agency operations.  This guide will assist you in obtaining these documents either directly or through a Freedom of Information Act (FOIA) request.

Obtaining Public Information

Public information documents--such as press releases, consumer publications, speeches, and congressional testimony--are available from HRSA without having to file a FOIA request. Many of these documents are available on HRSA's Internet site (http://www.hrsa.gov). We encourage you to browse the site for documents which might be of interest. You can also search for major information systems maintained by HRSA by using the Department of Health and Human Services (DHHS) Government Information Locator Service (GILS) site. This information may be useful in narrowing a request.

For additional information, please contact the Office of Communications, Attn: Freedom of Information, Health Resources and Services Administration, 5600 Fishers Lane, Rm. 14-15, Rockville, MD 20857; telephone (301) 443-2865, fax (301) 480-5285.

Obtaining Information Through FOIA

Any individual may submit a FOIA request to HRSA by mail, fax, e-mail or in person. The request must be in writing. Telephone requests cannot be processed.

Making a written FOIA request by mail is easy. You need no form. Mark both the envelope and its contents: "FREEDOM OF INFORMATION ACT REQUEST." Do not include a return envelope. Address or fax your request to:

Health Resources and Services Administration
Office of Communications
Freedom of Information
5600 Fishers Lane, Rm. 14-15
Rockville, Maryland 20857
fax: (301) 480-5285
e-mail: foia@hrsa.gov

In your request, identify the record(s) that you want. If you do not know the exact title, describe the record as specifically as possible. The more details that you can provide, such as author, title, date, subject matter, and location, the better. A vague or incomplete description could delay our response or prevent us from finding the records you want. We may ask you to clarify your request if necessary. FOIA staff will log your request, assign a tracking number to it and send you a letter acknowledging receipt of your request. This number is important to you because it will enable us to check the status of your request.

FOIA Fees

FOIA authorizes us to assess the following three levels of fees: search fees, review fees and photocopying fees. The fees that we assess for a given request, however, are based upon the category of FOIA requester.

Fee Categories

For fee purposes, the FOIA requires that requesters be placed in one of the following three categories: (1) commercial use requesters; (2) educational and scientific institutions and news media, and (3) all others. In line with FOIA, we charge commercial use requesters the costs of search, review and duplication associated with processing requests. We charge scientific, educational and news media requesters the cost of duplication only, except that we provide the first 100 pages free of charge. We charge all other requesters the costs of search and duplication, except that the first two hours of search and the first 100 pages of duplications are free of charge. You will be billed only if the total processing charges are $25 or more.

We assume that you are willing to pay the fees we charge for processing your request. In your letter of request, you may specify the fee category in which you feel your request falls. You also may state the maximum amount of fees that you are willing to pay.

Fee Waivers

The FOIA permits agencies to waive fees if disclosure of the record(s) is in the public interest because it: (a) is likely to contribute significantly to public understanding of the operations or activities of the government and (b) is not primarily in the commercial interest of the requester.

If you believe that your request meets both of the above tests, you can request a waiver or reduction of fees when you make your FOIA request. Be sure to fully document and justify your waiver request.

How We Process Your Request

We try to handle your request within 20 working days from the date we receive it. Sometimes it may take longer depending on the kind of record(s) you request and the number of requests ahead of yours. FOIA requests are processed on a "first in" "first out" basis. The guidelines we follow in processing your FOIA request are detailed in  DHHS' implementing Public Information Regulations, 45 CFR Part 5.

Expedited Process

We provide expedited processing when disclosure of the records is necessary because of a compelling need. This is the case when the requester: (1) demonstrates an imminent threat to life or physical safety; and (2) is a member of the media and demonstrates urgency to inform the public concerning actual or alleged government activity. We also will expedite your request if you show that the requested records are needed to meet a deadline in litigation or a deadline imposed by a governmental agency for commenting on a proposed regulation.

If you would like your request expedited, please explain your reasons in your FOIA request.

Denials and Appeals

If a record is determined to be exempt from release under the FOIA, in whole or in part, we will provide written notification to you of this decision. We will explain our reason(s) for withholding the record/information and describe how you may file an appeal. Any administrative appeal decision that upholds a denial will inform you of the basis for the denial and of your right to judicial review in Federal courts.