Note: FOIA Annual Report 2003 is available in DOC or PDF format.

January 2004

U.S. DEPARTMENT OF AGRICULTURE

Freedom of Information Act Annual Report FY 2003

I.   Basic Information Regarding Report

     Responsibility for preparing the U.S. Department of Agriculture's Freedom of Information Act Annual Report for fiscal year 2003 rests with USDA's Office of Communications.  The report can be accessed from the World Wide Web at:

A paper copy of the report may be obtained by requesting it.  For additional information, contact:

          Andrea E. Fowler

          Freedom of Information Act Officer

          Office of Communications

          U.S. Department of Agriculture

          Rm. 440-AA Whitten Bldg., Ag Stop 1310

          Washington, DC 20250‑1310

          Tel. (202) 720‑8164

          Fax. (202) 720‑7808

II.  How to Make a FOIA Request

     Anyone may request USDA records under the FOIA by letter, fax or e‑mail.  A requester who sends USDA a FOIA request that is understandable and specific about the time frame of the records sought and who has addressed the request to the USDA agency with responsibility for the records has the greatest likelihood of receiving a response within 20 working days of the agency's receipt of the request.  Any request that fails to identify the records sought or is sent to the wrong agency must be clarified before an agency can begin a search; in such case, USDA will try to contact the requester for additional information.

     The url (universal resource locater) for the U.S. Department of Agriculture's home page is .  All USDA agencies are linked to the USDA home page.  A significant portion of USDA records are maintained in agency files and are described on agency web pages, which are linked to the USDA home page.  Potential requesters may want to review agency web pages in order to identify the USDA agency likely to have possession of the records sought. 


     USDA employs a number of Freedom of Information Act specialists who make every effort to comply with the requirements of the Freedom of Information Act as amended.  A list of USDA agency employees responsible for handling FOIA requests can be found at http://www.usda.gov/news/foia/contacts.htm

III. Definitions of Terms and Acronyms Used in the Report

     A.  Agency‑specific acronyms are as follows:

         AMS ‑ Agricultural Marketing Service;

         APHIS ‑ Animal and Plant Health Inspection Service;

         CCC ‑ Commodity Credit Corporation;

         DA ‑ Departmental Administration;

         FAS ‑ Foreign Agricultural Service;

         FNCS ‑ Food, Nutrition and Consumer Service;

         FSA ‑ Farm Service Agency;

         FSIS ‑ Food Safety and Inspection Service;

         FS ‑ Forest Service; 

 GIPSA ‑ Grain Inspection, Packers and Stockyards

   Administration;

         NAD ‑ National Appeals Division;

         NFC ‑ National Finance Center;

         NRCS ‑ Natural Resources Conservation Service;

         OBPA ‑ Office of Budget and Program Analysis;

         OC ‑ Office of Communications;

         OCFO ‑ Office of the Chief Financial Officer;

         OCIO ‑ Office of the Chief Information Officer;

         OCR ‑ Office of Civil Rights;

         OGC ‑ Office of General Counsel;

         OIG ‑ Office of the Inspector General;

         RD ‑ Rural Development;

         REE ‑ Research, Education and Economics; and

         RMA ‑ Risk Management Agency

     B.   Basic terms are as follows:  

          FOIA/PA request ‑ a Freedom of Information Act/Privacy Act request.  A FOIA request is generally a request for access to records concerning a third party, an organization or a particular topic of interest.  A Privacy Act request is a request for records concerning oneself. Requests filed under either law are treated as FOIA requests and are processed as expeditiously as possible. 

          Initial request ‑ a request to a Federal agency for access to records under the Freedom of Information Act.

          Appeal ‑ a request to a Federal agency asking that it review at a higher level of administrative authority any full or partial denial of access to records under the Freedom of Information Act or Privacy Act or any other FOIA determination, such as a proposed fee for access to records.

          Processed request ‑ a request or appeal for which an agency has made its final determination or taken its final action.

          Multi‑track processing ‑ a system in which simple requests requiring relatively minimal review are placed in one processing track and more voluminous, complex requests are placed in one or more other tracks.  Requests in each track are processed on a first‑in/first out basis.  A requester who has an urgent need for records may request expedited processing.

          Expedited processing ‑ an agency will process a FOIA request on an expedited basis when the requester has shown a compelling need for a specific record.  A compelling need is a threat to life or physical safety for an individual or, in the case of the media, urgency to inform the public concerning actual or alleged Federal Government activity.

          Simple request ‑ a FOIA request that an agency using multi‑track processing places in its fastest, nonexpedited track based on the volume and/or simplicity of records requested.

          Complex request ‑ a FOIA request that an agency using multi‑track processing places in a slower track based on the volume and/or complexity of records requested.

          Grant ‑ an agency decision to disclose all records in full in response to a FOIA request.

          Partial grant ‑ an agency decision to disclose part of a record in response to a FOIA request, deleting information determined to be exempt under one or more of the FOIA's exemptions, or a decision to disclose some records in their entirety but withhold others in whole or in part.

          Denial ‑ an agency decision not to release a record or records in response to a FOIA request because all the information in the requested records is determined by the agency to be exempt under one or more of the FOIA's exemptions or because of a procedural reason, such as no record was located.

          Time limits ‑ the time period authorized in the FOIA for an agency to respond to a FOIA request is 20 working days from proper receipt of a "perfected" FOIA request.

          "Perfected" request ‑ a FOIA request for records which adequately describes the records sought, which has been received by the FOIA office of the agency component in possession of the records, and for which there is no remaining question about the payment of applicable fees.

          Exemption 3 statute ‑ a separate Federal statute prohibiting the disclosure of certain types of records and authorizing their withholding under FOIA subsection (b)(3).

          Median number ‑ the middle, not average, number.  For example, of 3, 7 and 14, the median number is 7. 

          Average number ‑ the number obtained by dividing the sum of a group of numbers by the quantity of numbers in the group.  For example, of 3, 7 and 14, the average number is 8.


IV.  Exemption 3 Statutes

Statute/Rule

Type of Information Withheld

Case Citation

7 U.S.C. § 201(c)

Store records for food stamp applications

None

7 U.S.C. § 1219.63

Membership list of the Avocado Importers Assc.

None

7 U.S.C. § 1373(c)

Quantity of burley tobacco sold by producer

None

7 U.S.C. § 2018(c)

Electronic Benefit Transactions

None

7 U.S.C. § 2276

Unaggregated Farm Statistics

None

7 U.S.C. § 4901-4916

List of growers, handlers, & importers

None

7 U.S.C § 8401

Agents & Toxins which could be used as weapons of mass destruction

None

16 U.S.C. § 470hh

Archaeological site maps, cultural resource survey maps

None

16 U.S.C. § 470w-3

Nature & location of historic resources

None

16 U.S.C. § 3844(b)

Administrative requirements for conservation programs

None

41 U.S.C. § 253(b)

Unsuccessful contract bid proposals

None

F.R.Cr.P. 6(e)

Grand jury information

Iglesias v. CIA, 525 F. Supp. 547, 556 (D.C. Cir. 1987)


V. INITIAL FOIA/PA ACCESS REQUESTS.

A. NUMBERS OF INITIAL REQUESTS.

 

NUMBER OF REQUESTS
PENDING AS OF
END OF PRECEDING YEAR

NUMBER OF REQUESTS
RECEIVED IN
CURRENT YEAR

NUMBER OF REQUESTS
PROCESSED IN
CURRENT YEAR

NUMBER OF REQUESTS
PENDING AS OF
END OF CURRENT YEAR

 

AMS

14

119

120

13

APHIS

891

912

863

940

DA

42

59

87

14

FAS

4

45

45

4

FNCS

2

88

87

3

FSA

191

59,580

59,733

38

FS

346

3795

3763

378

FSIS

248

469

528

189

GIPSA

4

65

67

2

NAD

1

38

39

0

NRCS

4

300

296

8

OBPA

0

2

2

0

OC

37

316

297

56

OCFO

3

25

27

1

OCIO

0

2

2

0

OCR

12

79

88

3

OGC

3

18

15

6

OIG

52

292

262

82

REE

10

183

184

9

RMA

1

67

68

0

RD

27

1595

1590

32

 

TOTALS

1892**

68,049

68,163

1778

**The number of pending requests bought forward differs from the number of pending requests in the 2002 report because several agencies used electronic tracking systems to prepare the 2003 annual report and the totals were more accurately reflected.


B. DISPOSITION OF INITIAL REQUESTS.

 

NUMBER
OF
TOTAL
GRANTS

NUMBER
OF
PARTIAL
GRANTS

NUMBER
OF
DENIALS

NO
RECORDS

REFERRALS

REQUEST
WITHDRAWN

FEE-
RELATED
REASON

RECORDS
NOT
REASONABLY
DESCRIBED

NOT A
PROPER
FOIA
REQUEST
FOR SOME
OTHER
REASON

NOT AN
AGENCY
RECORD

DUPLICATE
REQUEST

OTHER

 

AMS

49

39

8

12

3

1

3

0

4

0

1

0

APHIS

141

344

30

55

13

71

0

0

5

0

2

202

DA

50

2

2

18

0

14

0

0

0

1

0

0

FAS

37

2

0

4

1

0

0

0

0

0

1

0

FNCS

39

32

7

4

4

0

1

0

0

0

0

0

FSA

56,543

895

1142

333

163

78

93

97

144

69

31

145

FS

2364

649

349

196

22

41

23

17

13

8

18

63

FSIS

164

135

38

45

23

60

5

5

8

19

26

0

GIPSA

33

18

4

8

0

1

3

0

0

0

0

0

NAD

15

2

12

10

0

0

0

0

0

0

0

0

NRCS

132

49

63

24

15

3

0

5

1

4

0

0

OBPA

2

0

0

0

0

0

0

0

0

0

0

0

OC

0

35

7

5

250

0

0

0

0

0

0

0

OCFO

12

8

1

4

0

1

0

0

0

1

0

0

OCIO

0

0

0

0

0

2

0

0

0

0

0

0

OCR

9

31

14

5

4

3

3

5

14

0

0

0

OGC

3

6

3

2

1

0

0

0

0

0

0

0

OIG

59

53

21

26

55

5

8

0

12

3

7

13

REE

81

45

4

22

14

11

4

0

2

1

0

0

RMA

26

22

4

4

0

4

0

0

0

8

0

0

RD

1333

80

90

25

18

17

13

7

3

3

1

0

TOTALS

61,092

2447

1799

802

586

312

156

136

206

117

87

423

 


B. DISPOSITION OF INITIAL REQUESTS (Continued)

EXPLANATION OF DISPOSITION OF FOIA/PA INITIAL REQUESTS:
OTHER REASONS FOR NONDISCLOSURE
(COLUMN MARKED "OTHER")

Component

Number of Times

Reason(s)

AMS

0

 

APHIS

202

Refer to regional offices

DA

0

 

FAS

0

 

FNCS

0

 

FSA

145

Transferred to field offices

Duplicates

Failure to comply with requirements

FS

63

Nonresponse to clarification request

Unable to contact requester

FSIS

0

 

GIPSA

0

 

NAD

0

 

NRCS

0

 

OBPA

0

 

OC

0

 

OCFO

0

 

OCIO

0

 

OCR

0

 

OGC

0

 

OIG

13

No authorization letter

Requesters referred to Website

On-going audit

REE

0

 

RMA

0

 

RD

0

 

B. DISPOSITION OF INITIAL REQUESTS (Continued)

EXEMPTIONS CLAIMED UNDER THE FREEDOM OF INFORMATION ACT

 

(1)

(2)

(3)

(4)

(5)

(6)

(7)(A)

(7)(B)

(7)(C)

(7)(D)

(7)(E)

(7)(F)

(8)

(9)

 

AMS

0

0

2

22

2

31

4

1

0

0

0

0

0

0

APHIS

0

22

6

138

78

272

29

0

42

3

3

2

0

0

DA

0

0

0

1

0

3

0

0

1

0

0

0

0

0

FAS

0

0

0

0

1

1

0

0

0

0

0

0

0

0

FNCS

0

0

3

2

4

29

0

4

27

20

9

1

0

0

FSA

2

27

164

38

78

1065

22

0

0

0

0

0

0

0

FS

0

6

25

60

145

273

33

1

100

0

0

6

0

0

FSIS

0

9

0

96

18

101

23

0

1

1

0

0

0

0

GIPSA

0

0

0

11

4

11

4

0

1

4

0

0

0

0

NAD

0

0

0

0

0

7

0

0

0

0

0

0

0

0

NRCS

0

1

44

12

7

42

1

1

0

1

0

0

0

0

OBPA

0

0

0

0

0

0

0

0

0

0

0

0

0

0

OC

0

0

0

0

0

42

0

0

0

0

0

0

0

0

OCFO

0

2

0

0

0

7

0

0

0

0

0

0

0

0

OCIO

0

0

0

0

0

0

0

0

0

0

0

0

0

0

OCR

0

14

0

0

9

13

16

0

15

0

0

0

0

0

OGC

0

0

0

0

4

1

0

0

0

0

0

0

0

0

OIG

0

4

4

3

2

15

20

0

56

0

4

1

0

0

REE

0

2

4

33

7

34

0

0

0

0

0

0

0

0

RMA

0

0

0

5

8

17

5

0

8

3

4

0

0

0

RD

0

8

0

42

33

88

3

0

15

0

0

0

0

0

TOTALS

2

95

252

463

400

2052

160

7

266

32

20

10

0

0


VI.  Appeals of Initial Denials

 

Appeals Received FY 2003

Appeals Processed FY 2003

Appeals Upheld

Appeals Partly Reversed

Appeals Completely Reversed

(b)(1) Upheld on Appeal

 (b)(2) Upheld on Appeal

 (b)(3) Upheld on Appeal

(b)(4) Upheld on Appeal

AMS

7

1

1

0

0

0

0

0

0

APHIS

34

12

2

1

5

0

1

0

2

DA

1

1

0

0

0

0

0

0

0

FAS

1

0

0

0

0

0

0

0

0

FNCS

3

2

2

0

0

0

0

0

0

FSA

19

18

8

4

5

0

0

0

0

FS

82

97

2

27

28

0

4

1

3

FSIS

4

6

2

3

0

0

2

0

3

GIPSA

1

1

1

0

0

0

0

0

0

NAD

0

0

0

0

0

0

0

0

0

NRCS

8

7

3

1

3

0

0

4

0

OBPA

0

0

0

0

0

0

0

0

0

OC

1

1

0

0

0

0

0

0

0

OCFO

3

2

2

0

0

0

0

0

0

OCIO

0

0

0

0

0

0

0

0

0

OCR

8

3

2

1

0

0

0

0

0

OGC

3

2

0

1

0

0

0

0

1

OIG

3

4

2

1

0

0

0

1

0

REE

2

2

0

0

0

0

0

0

0

RMA

1

6

2

4

0

0

0

0

1

RD

26

12

0

6

3

0

0

0

1

Total

207

177

29

49

44

0

7

6

11


VI.  Appeals of Initial Denials (continued):

 

(b)(5) Upheld on Appeal

(b)(6) Upheld on Appeal

(b)(7)(A) Upheld on Appeal

(b)(7)(B) Upheld on Appeal

(b)(7)(C) Upheld on Appeal

(b)(7)(D) Upheld on Appeal

(b)(7)(E) Upheld on Appeal

(b)(7)(F) Upheld on Appeal

(b)(8) Upheld on Appeal

(b)(9) Upheld on Appeal

AMS

0

0

1

1

0

0

0

0

0

0

APHIS

5

8

3

0

1

0

1

0

0

0

DA

0

0

0

0

0

0

0

0

0

0

FAS

0

0

0

0

0

0

0

0

0

0

FNCS

0

2

0

0

2

2

0

0

0

0

FSA

5

5

5

0

4

0

0

0

0

0

FS

15

19

6

0

6

0

0

0

0

0

FSIS

1

2

2

0

2

2

0

0

0

0

GIPSA

0

0

1

0

0

0

0

0

0

0

NAD

0

0

0

0

0

0

0

0

0

0

NRCS

1

2

0

0

0

0

0

0

0

0

OBPA

0

0

0

0

0

0

0

0

0

0

OC

0

0

0

0

0

0

0

0

0

0

OCFO

0

2

0

0

0

0

0

0

0

0

OCIO

0

0

0

0

0

0

0

0

0

0

OCR

0

1

2

0

0

0

0

0

0

0

OGC

1

0

0

0

0

0

0

0

0

0

OIG

0

0

2

0

1

0

0

0

0

0

REE

0

0

0

0

0

0

0

0

0

0

RMA

1

4

0

0

1

0

0

0

0

0

RD

0

5

0

0

2

0

0

0

0

0

Total

29

50

22

1

19

4

1

0

0

0


VI.  Appeals of Initial Denials (continued):

 

Other reasons for Non-disclosure

No Records

Referred elsewhere

Request Withdrawn

Fee-related reason

Records not Reasonably Described

Not a Proper FOIA Request

Not an agency record

Duplicate Request

Other

AMS

0

0

0

0

0

0

0

0

0

0

APHIS

4

3

0

1

0

0

0

0

0

0

DA

1

0

0

1

0

0

0

0

0

0

FAS

0

0

0

0

0

0

0

0

0

0

FNCS

0

0

0

0

0

0

0

0

0

0

FSA

1

0

0

0

1

0

0

0

0

0

FS

40

28

2

3

1

4

1

1

0

0

FSIS

1

0

0

0

1

0

0

0

0

0

GIPSA

0

0

0

0

0

0

0

0

0

0

NAD

0

0

0

0

0

0

0

0

0

0

NRCS

0

0

0

0

0

0

0

0

0

0

OBPA

0

0

0

0

0

0

0

0

0

0

OC

1

1

0

0

0

0

0

0

0

0

OCFO

0

0

0

0

0

0

0

0

0

0

OCIO

0

0

0

0

0

0

0

0

0

0

OCR

0

0

0

0

0

0

0

0

0

0

OGC

1

1

0

0

0

0

0

0

0

0

OIG

1

0

0

1

0

0

0

0

0

0

REE

2

2

0

0

0

0

0

0

0

0

RMA

0

0

0

0

0

0

0

0

0

0

RD

3

0

1

2

0

0

0

0

0

0

Total

55

35

3

8

3

4

1

1

0

0


VII.Compliance with Time Limits/Status of Pending Requests

A. MEDIAN PROCESSING TIME FOR REQUESTS PROCESSED DURING THE YEAR

 

Simple Requests

Complex Requests

Requests Accorded
Expedited Processing

Number of
Requests
Processed

Median
Number
Of Days
To Process

Number of
Requests
Processed

Median
Number
Of Days
To Process

Number of
Requests
Processed

Median
Number
Of Days
To Process

 

AMS

120

12

0

0

0

0

APHIS

736

17

87

467

40

30

DA

86

91

0

0

1

12

FAS

45

17

0

0

0

0

FNCS

87

15

0

0

0

0

FSA

57,262

14

1700

45

771

14

FS

2860

15

891

19

12

5

FSIS

0

0

528

61

0

0

GIPSA

0

0

67

9

0

0

NAD

39

4

0

0

0

0

NRCS

264

6

20

4

12

9

OBPA

0

0

2

26

0

0

OC

297

42

0

0

0

0

OCFO

0

0

27

11

0

0

OCIO

2

1

0

0

0

0

OCR

0

0

88

24

0

0

OGC

15

30

0

0

0

0

OIG

211

1

51

100

0

0

REE

0

0

184

15

0

0

RMA

49

20

15

60

4

10

RD

0

0

1590

9

0

0

TOTAL

62,073

N/A

5,250

N/A

840

N/A


B. STATUS OF PENDING REQUESTS

 

NUMBER OF REQUESTS
PENDINGS AS OF
END OF
FISCAL YEAR

MEDIAN
NUMBER
OF DAYS
PENDING

 
 

AMS

13

17

 

APHIS

940

295

 

DA

14

180

 

FAS

4

20

 

FNCS

3

35

 

FSA

38

60

 

FS

378

19

 

FSIS

189

69

 

GIPSA

2

13

 

NAD

0

0

 

NRCS

8

5

 

OBPA

0

0

 

OC

56

49

 

OCFO

1

355

 

OCIO

0

0

 

OCR

3

16

 

OGC

6

20

 

OIG

82

153

 

REE

9

15

 

RMA

0

0

 

RD

32

15

 

TOTAL

1,778

N/A

 

VIII.     Comparisons With Previous Years

      Improve timeliness.

      Agencies are continuing to provide public information and frequently requested information through their agency FOIA websites.


            Expedited processing.

            Agencies received a total of 1,526 requests for expedited processing and granted a total of 840 requesters expedited processing.

     Reduce backlog.

        One agency has improved timeliness and reduced backlog as a result of posting completed audit reports on their agency web site.  This resulted in 11% fewer FOIA requests in 2003 due to the availability of the reports on the internet.

                  Several agencies have increased contact with requesters in order to clarify and/or narrow requests.

                  Several agencies have established electronic tracking systems which have been successful in reducing processing time.

     Provide training.

        The FOIA personnel of most USDA agencies attended training sponsored by the Department of Justice, the USDA Graduate School, or the American Society for Access Professionals.  Most of the agencies provided on‑the‑job FOIA training for agency personnel, and three of the largest agencies held agency-wide FOIA/PA meetings that included field units.

        Several agencies provided field locations with copies of the Freedom of Information Act Guide & Privacy Act Overview and the Department of Justice quarterly FOIA Updates to use as reference material. 

            All agency FOIA personnel continue to meet quarterly to share information and establish consistent standards for processing of FOIA requests within the Department.

     Add new categories of records.


IX.     Costs/FOIA Staffing

 

Staffing Levels

Total Costs (Including Staff and All Resources)

Number
of
Full Time
Personnel

Number of
Personnel With
Part Time or
Occasional FOIA
Duties (In
Total Workyears)

Total Number
Of Personnel
(In Work-Years)

FOIA
Processing
(Including
Appeals)
(Estimated)

Litigation-
Related
Activities
(Estimated)

Total

 

AMS

1

2.5

3.5

338,374

0

338,374

APHIS

19

0

19

1,600,879.32

0

1,600,879.32

DA

0

1

1

75,000

0

75,000

FAS

0

2

2

147,000

0

147,000

FNCS

1

4.375

5.375

80,000

0

80,000

FSA

135

320

455

1,604,969

0

1,604,969

FS

19

52

71

2,713,114

35,642

2,748,756

FSIS

7

4

11

502,934

0

502,934

GIPSA

0

.47

.47

48,820

0

48,820

NAD

0

.33

.33

1105

0

1105

NRCS

1

18

19

126,167.55

0

126,167.55

OBPA

0

.02

.02

2000

0

2000

OC

1

0

1

126,000

0

126,000

OCFO

0

1

1

12,910.63

0

12,910.63

OCIO

0

.2

.2

22,000

0

22,000

OCR

1

0

1

82,864

0

82,864

OGC

0

5.5

5.5

500,000

250,000

750,000

OIG

0

2.9

2.9

185,489

465

185,954

REE

1

.5

1.5

120,000

0

120,000

RMA

1

1.275

2.275

83,498

0

83,498

RD

3

2.13

5.13

460,795.73

0

460,795.73

TOTALS

190

418.2

608.2

8,833,920.23

286,107.00

9,120,027.23

 



































         A.  Staffing Levels


X.   Fees

 

Total Fees collected

Percentage of Total costs

 

Total

140,461.48

1.54

 

XI.      FOIA Regulations

     USDA's regulations implementing the Electronic Freedom of Information Act Amendments of 1996 were published in the Federal Register July 28,2000, and are available on the World Wide Web at:

                  http://www.usda.gov/News&Information;/FOIA Information/USDA FOIA Regulations 

     USDA's current fee schedule was published in the Federal Register December 31, 1987. 

     USDA's home page is located at http://www.usda.gov.  The web sites of USDA agencies are linked to this home page, and each agency's web site contains explanatory information about FOIA processing.