DEPARTMENT OF AGRICULTURE 

CHIEF FREEDOM OF INFORMATION ACT 

OFFICER REPORT 

March 2011 

 

 
 2 

Table of Contents 

PART I: Steps Taken to Apply the Presumption of Openness ..................................................................... 1 

PART II: Steps Taken to Ensure that n Effective System is in Place for Responding to Requests ............. 7 

PART III: Steps Taken To Increase Proactive Disclosures ........................................................................ 10 

PART IV: Steps Taken To Greater Utilize Technology ............................................................................... 17 

PART V: Steps Taken to Reduce Backlogs and Improve Timeliness in Responding to Requests ............ 19 

SPOTLIGHT ON SUCCESS ....................................................................................................................... 21 

Appendix A .................................................................................................................................................. 22 
PART I: Steps Taken to Apply the Presumption of Openness 

Section Guidance 

1. Describe the steps your agency has taken to ensure that the presumption of openness is being 

applied to all decisions involving the FOIA. To do so, you should answer the questions listed 

below and then include any additional information you would like to describe how your agency 

is working to apply the presumption of openness. 

a) Describe how the President’s FOIA Memorandum and the Attorney General’s FOIA 

Guidelines have been publicized throughout your agency. 

b) What training has been attended and/or conducted on the new FOIA Guidelines? 

c) How has your agency created or modified your internal guidance to reflect the presumption 

of openness? 

d) To what extent has your agency made discretionary releases of otherwise exempt 

information? 

e) What exemptions would have covered the information that was released as a matter of 

discretion? 

f) How does your agency review records to determine whether discretionary releases are 

possible? 

g) Describe any other initiatives undertaken by your agency to ensure that the presumption of 

openness is being applied. 

2. Report the extent to which the numbers of requests where records have been released in full and 

the numbers of requests where records have been released in part has changed from those 

numbers as reported in your previous year's Annual FOIA Report. 

USDA Response1

1. USDA has taken the following steps to ensure that the presumption of openness is being 

applied to all decisions involving the FOIA. 

a) The President’s memorandum and the Attorney General’s guidelines were widely 

disseminated throughout USDA. The materials were posted on USDA’s FOIA website so 

that they would be accessible to all USDA employees and the public. 

Review of records for public release, and application of all FOIA exemptions, are treated 

according to the guidelines set forth in the 2009 Memoranda by the President and the 

Attorney General, wherein a high threshold has been set for withholding information. 

Information that is embarrassing to agency officials, or which shows evidence of agency 

errors or omissions, is not withheld for those reasons. Highlights of USDA agency efforts to 

administer the FOIA in a manner that reflects the nation’s fundamental commitment to 

open government follow below. 

 The President’s memorandum and the Attorney General’s guidelines were widely 

disseminated throughout Agricultural Marking Service (AMS). The clear presumption in 

favor of disclosure was shared with senior management during staff meetings and 

retreats. The AMS FOIA Officer provided and discussed the memorandum and 

guidelines with all AMS staff handling FOIA requests. 

 

1 Please see Appendix A for definitions of USDA component agency acronyms. 

 1 
 Animal and Plant Health Inspection Services (APHIS) Associate Administrator, Kevin 

Shea distributed the President’s FOIA Memorandum and the Attorney General’s FOIA 

Guidelines to every APHIS program Deputy Administrator. Mr. Shea affirmed his 

commitment to openness and outlined specific steps that APHIS took to increase the 

amount of information posted to the FOIA reading room. The memorandum and 

guidelines are posted on the APHIS website at 

www.aphis.usda.gov/footer_items/foia.shtml. 

 Farm Service Administration (FSA) published a formal Notice, INFO-36, on May 6, 

2009, alerting all FSA offices of the President’s FOIA Memorandum and the Attorney 

General’s FOIA Guidelines and provided guidance on how to apply them. The content 

of this Notice was discussed on the monthly teleconference that FSA holds with State 

FOIA/PA Officers and staff of its national FOIA offices. State FOIA/PA Officers 

discussed the content of this Notice with their respective County Offices. 

 The Forest Service (FS) continues to take positive steps at all levels of the agency to 

meet the requirements in the President’s FOIA Memorandum and Attorney General’s 

FOIA Guidelines. The Washington Office (WO) FS FOIA Service Center analysts and 

the field FOIA analysts at Service Centers located in Region/Station/National Forest 

Offices nationwide continue to conduct telephone conferences or on-site visits. These 

conferences and visits ensure that records are being properly reviewed, that releasable 

information is segregated for release, and that information which can be discretionarily 

released is released unless a specific harm to agency processes has been identified in 

writing. New personnel to the FOIA program are also informed about the above 

requirements. In addition, FS is currently working on a project to create basic FOIA 

training for all Forest Service employees. 

 National Resources Conservation Service (NRCS) issued a national bulletin in 2009 to all 

State FOIA officers regarding the President’s Memorandum on Openness. This bulletin 

was shared with all of NRCS’ field offices in every State. In September 2009, a 

teleconference was held with State FOIA officers that emphasized the President’s 

Memorandum and discussed how transparency should be used when viewing FOIA 

requests for the first time. 

 Risk Management Agency (RMA) continues to emphasize the importance of meeting the 

FOIA challenges as outlined in the President’s FOIA Memorandum and the Attorney 

General’s FOIA Guidelines. The guidelines on Open Government are available on the 

agency’s website and have been incorporated into the agency’s policy and procedures on 

releasing information. RMA has meetings with system managers and facilitates dialogue 

on best practices with regional offices that provide information and assistance in 

facilitating the FOIA requests. These offices are system owners who proactively provide 

a variety of crop insurance records, reports, information and data for use by industry 

owners. We have aligned the management of FOIA to the RMA Strategic Plan’s 

Management Initiative III, which includes RMA’s emphasis on Open Government. 

RMA’s performance measure is compliant with the guidelines as outlined in the 

Presidents FOIA Memorandum. 

b) USDA FOIA officers promote training opportunities available through the Department of 

Justice’s Office of Information Policy (OIP), the USDA Graduate School. Available course 

information is announced in the FOIA Post. USDA FOIA Officers attended all Department 

of Justice (DOJ)-sponsored training events in FY 2010. 

 2 
Highlights of USDA agency efforts to attend and deliver training related to the new FOIA 

guidelines follow below. 

 APHIS staff conducted internal training for FOIA liaisons, individual FOIA programs 

and APHIS stakeholders. Last year, their office invited all staff members of the APHIS 

Raleigh Regional Offices to attend internal FOIA training. The training consisted of 

FOIA processes, time deadlines, fees, and E-FOIA and openness implementation. Over 

60 APHIS employees attended the training. 

 APHIS staff provided E-FOIA and FOIA processes training to the Office of Veterinary 

Services and their business stakeholders. This training was specifically designed to 

address FOIA basics, E-FOIA and transparency, and how to proactively post and 

protect confidential business information. The training was also designed to not only 

internally train APHIS employees but to familiarize APHIS stakeholders with the 

submitter notice process and the types of information that APHIS posts to its E-FOIA 

reading room. The training was attended by 30 APHIS employees and 50 stakeholders. 

 The Departmental Management (DM) FOIA Officer provides training to all staff offices 

to maintain a common standard of application of the FOIA exemptions according to the 

established guidelines. 

 Food and Nutrition Service (FNS) provided training in three regions covering the 

President’s FOIA memorandum and the Attorney General’s FOIA guidance. Open 

Government is covered during annual supervisor training and explained to senior 

management the clear presumption is in favor of disclosure. 

 The Foreign Agriculture Service (FAS) FOIA Officer attended the two day Department 

of Justice Training session for FOIA professionals in Washington DC in February 2010, 

and also the DOJ FOIA Litigation Seminar offered later in the year (July), also in 

Washington. 

 The FS FOIA Service Center provided training and guidance to field office service 

center analysts and WO program area FOIA Coordinators. FS conducted regularly 

scheduled bi-monthly teleconferences; providing guidance on implementing FOIA, and 

responding to any questions regarding processing of requests. When the need arose, 

teleconferences were conducted on a more frequent basis. All field FOIA personnel 

were encouraged to call the WO FOIA Service Center when questions arose regarding 

request processing or implementing FOIA. More recently, FS posted a training video on 

their website allowing FOIA analysts to be trained on their agency’s new nationwide 

electronic FOIA Tracking system. 

 NRCS provided the President’s Memorandum and discussed openness in all the training 

sessions they conducted. In January and October 2009, State employees attended live 

training sessions where copies of the Memorandum were provided along with a 

discussion on transparency and the importance of keeping the public informed about 

their government’s activities. In October 2010, a training webinar was completed for 

newly hired employees through the agency’s National Development Center. The 

Memorandum was provided in a binder of FOIA materials and a discussion on 

transparency was included in the training. 

 In FY 2010, the Office of the General Counsel (OGC) filled two vacant staff attorney 

positions with responsibilities for OGC’s FOIA function in addition to other duties. 

Both staff attorneys attended the three-day FOIA/Privacy Act training course sponsored 

 3 
by the Department of Justice. The Attorney General’s guidance regarding openness was 

emphasized throughout the training. In addition to this formal training, OGC staff 

attorneys instructed FOIA practitioners at client agencies about openness issues during 

one-on-one meetings as appropriate. OGC employees primarily responsible for OGC’s 

FOIA function had recurring collaborative meetings which allowed them to share 

concerns and ideas regarding particular FOIA matters or FOIA in general. The 

presumption of openness was raised on numerous occasions during these meetings. 

 The Research, Education, and Economics (REE) FOIA Officers attended the following 

training on the new FOIA Guidelines: Government-wide training conference for Chief 

FOIA Officers and Principal FOIA Contacts, by Office of Information Policy, 

Department of Justice, January 12, 2010; Dispute Resolution Skills Training for FOIA 

Public Liaisons, by Office of Government Information Services (OGIS), Federal Energy 

Regulatory Commission, and Office of Information Policy, Department of Justice, 

March 23, 2010; ASAP Annual Symposium & Training Conference, December 1-2, 

2010. 

 RMA FOIA personnel attended all training provided by the Office of Information and 

Privacy for FY 2010, specifically the December 1 – 3 Annual 2010 ASAP Symposium 

and Training Conference. Best practices and strategies on how to facilitate more 

proactive disclosures on the RMA website were discussed with RMA leadership as a 

result of this training. RMA conducted meetings and discussions with the USDA FOIA 

office to ensure consistent application of the guidelines. The FOIA Office provided 

training to field offices regarding search requirements and other procedural requirements 

as well as Privacy and transparency issues. 

 Rural Development (RD) conducted training through formal Webinar sessions and oneon-one training sessions with State Office personnel. 

c) By processing every FOIA request, USDA officials are reminded of the presumption of 

openness and the intent for maximum transparency, minimum redactions and full disclosure 

to the greatest extent possible. 

Highlights of USDA agency efforts to develop and enhance guidance to reflect the 

presumption of openness follow below. 

 The APHIS FOIA Work Guide was updated to include the President’s FOIA 

Memorandum and Attorney General guidelines. 

 FSA published a formal Notice, INFO-36, on May 6, 2009, providing guidance on how 

to apply the presumption of openness to the processing of FOIA requests. (Note: 

Within FSA, internal guidance is disseminated by Notices and Handbooks. Notices 

function as initial announcements of policy and procedural changes that are later 

consolidated into program Handbooks.) 

 FSIS continued to expand the amount of data already available in its comprehensive 

Electronic Reading Room Website: 

http://www.fsis.usda.gov/FOIA/FSIS_Electronic_Reading_Room/index.asp. 

For example, having received numerous FOIA requests from consumer groups for 

microbiological testing data on pathogens such as Escherichia coli O157:H7 and 

Salmonella, FSIS routinely posted this data on its Website: 

http://www.fsis.usda.gov/science/data_collection_&_reports/index.asp. 

 4 
 Grain Inspection, Packers and Stockyards Administration’s (GIPSA) internal guidance 

and the guidance that is posted on the Agency’s website for the public reflects the 

Agency’s “spirit of openness.” 

 The Office of the Chief Financial Officer (OCFO) adjusted reporting guidance to 

facilitate making data available on the OCFO website. OCFO prepared the Data Quality 

Plan, per OMB guidance, and included in it mechanisms for making databases available 

on the OCFO website. 

 The REE FOIA Office updated P&P 116.0~FOIA Guidelines, providing staff with 

policy and guidance about the REE FOIA operations and the presumption of openness. 

 RMA, with their longstanding policy of proactively providing information on their 

website, reinforced this practice through increased dialogue with OGC, ensuring they 

were releasing records whenever possible. Additionally, the RMA FOIA Officer visited 

the system owner and designated the agency-wide responsibility to facilitate guidelines 

on new RMA disclosure policy. RMA reviewed current policy and procedures and are in 

the process of drafting new guidelines that reinforce new policy changes as directed by 

the new guidelines for Open Government and the Attorney General’s guidance. 

 RD regulations for the agency were reviewed to ensure they were in compliance with the 

directives issued by the President and the Attorney General. In addition, a Standard 

Operating Procedure (SOP) was developed for use by the FOIA staff to follow. The 

SOP includes detailed administrative procedures which include the requirements of the 

directives issues and serve as a guideline to ensure that the directives were being 

followed. 

d) In the spirit of openness, the USDA Open Government (“Open Gov”) webpage – 

usda.gov/open – is prominently linked on the USDA website. The Open Gov pages contain 

links to High Value Data Sets (for example, recently-posted information includes historical 

data on the food sweetener market from FSA; and statistics on the potato, strawberry, sweet 

corn, and tomato markets from the USDA Economic Research Service). The Open Gov 

Web site and high-value data sets demonstrate USDA’s commitment to proactively provide 

information that might have been withheld in the past as a matter of discretion. It provides 

interactive features including a discussion area for public sharing of ideas on government 

transparency, collaboration, and innovation. 

e) USDA primarily targeted Exemption 5 of the FOIA in an effort to increase discretionary 

disclosures. FOIA officials were asked to identify harm that could result if information was 

released. If harm could not be demonstrated, USDA sought to release pre-decisional 

discussions, recommendations, and drafts. USDA also reduced usage of Exemption 2 (low 

2) withholdings when, again, no foreseeable harm was predicted from such a release. 

f) USDA records were reviewed on a line-by-line (or data element by data element, depending 

on whether the information requested is maintained in paper or electronic format) to 

determine if any of it is protected by any of the nine FOIA exemptions. If information was 

determined to be protected by Exemptions 2 (low 2) or 5 (deliberative process privilege), 

FOIA processors were instructed to consider making discretionary releases of this 

information unless, as in the case of Exemption 5, harm to the deliberative process could 

reasonably be foreseen as a likely consequence of making such a release. Because USDA’s 

FOIA process is highly decentralized, there was no centralized review either of FOIA 

responses in general, or individual agency decisions with respect to the making of 

discretionary releases. 

 5 
 6 

g) USDA is embarking on a cultural transformation effort whereby it will continue to make 

more information available publicly. USDA has socialized the concept that when in doubt, 

release of information is preferred over withholding. 

2. As demonstrated in the table below, USDA has increased the amount of records that were 

released in full, while the number of records that were released in part denied in full based on 

exemptions decreased during FY 2010. 

Fiscal Year Number of Full 

Grants 

Number of 

Partial Grants 

Number of Full 

Denials 

2010 15,415 1,949 393 

2009 8,097 2,593 481 
PART II: Steps Taken to Ensure that an Effective System is in Place 

for Responding to Requests 

Section Guidance 

Describe here the steps your agency has taken to ensure that your system for responding to requests 

is effective and efficient. This section should include a discussion of how your agency has addressed 

the key roles played by the broad spectrum of agency personnel who work with FOIA professionals 

in responding to requests, including, in particular, steps taken to ensure that FOIA professionals 

have sufficient IT support. To do so, answer the questions below and then include any additional 

information that you would like to describe how your agency ensures that your FOIA system is 

efficient and effective. 

a) Do FOIA professionals within your agency have sufficient IT support? 

b) Describe how your agency’s FOIA professionals interact with your Open Government 

Team. 

c) Describe the steps your agency has taken to assess whether adequate staffing is being 

devoted to responding to FOIA requests. 

d) Describe any other steps your agency has undertaken to ensure that your FOIA system 

operates efficiently and effectively. 

USDA Response 

Responsibility for administering FOIA falls to each agency and staff office in USDA. Networks of 

FOIA professionals ensure that information is promulgated effectively. Agency FOIA Officers work 

with a broad spectrum of agency personnel to locate responsive records and process FOIA requests. 

USDA will implement a departmental FOIA management system in FY 2011, which will improve 

USDA’s ability to respond effectively, efficiently, and consistently to FOIA requests received by 

USDA agencies throughout the nation. 

a) FOIA request volume and complexity varies widely from agency to agency within USDA. As 

such, IT support and sophistication has varied depending on an agency’s need. As USDA 

implements a departmental FOIA management system in FY 2011, a robust IT system will 

be available to all USDA agencies. USDA agencies are also able to receive and track FOIA 

requests electronically. USDA is making greater use of software to perform redactions on 

records electronically, and is increasingly releasing FOIA responses through agency Web 

sites and other electronic media, such as compact disks. Some examples of IT currently in 

use by USDA agencies follow below. 

 The APHIS FOIA Office is supported by a dedicated IT staff person employed by 

Legislative and Public Affairs (LPA). Further, the APHIS Technical Assistance Center 

(ATAC) provides computer and network support to the FOIA staff. The FOIA Office 

utilizes ATAC to answer troubleshooting calls and resolve software, server, and email 

issues. Additionally, the FOIA office currently uses redaction software to electronically 

redact documents. APHIS’ internal IT staffer provides direct support for their redaction 

software. 

 In FY 2008, FSA automated the process of responding to the annual FOIA report, 

developing and implementing a FOIA procured system by which FOIA (and FOIA/PA) 

requests might be logged and tracked. In FY 2009, the FOIA procured system was 

enhanced to enable “real-time” use for the day-to-day monitoring of the status of FOIA 

 7 
pending requests. It was also modified to enable FSA to determine, at any point in time, 

which requests were in backlog status. 

 GIPSA’s FOIA Officer receives excellent and timely support from the Agency’s 

webmaster regarding postings on GIPSA’s public website and FOIA Web site. GIPSA’s 

Information Technology (IT) Staff provided exceptional IT support to the FOIA 

program during FY 2010 by converting thousands of electronic mail and other 

documents to .pdf format so they could be reviewed and redacted electronically. 

 The Office of the Inspector General (OIG) FOIA Staff receives outstanding IT support 

using a FOIA procured system that provides all functions required for FOIA tracking. 

 The REE FOIA Office receives excellent IT support from both the Information Staff 

(IS), which is where the FOIA Office is located, and the ARS Office of the Chief 

Information Office (OCIO). The Information Specialist updates and maintains key ARS 

websites including the REE FOIA Web site, in addition to providing basic frontline 

computer support such as handling routine computer hardware and application matters, 

and installing printers, scanners, and other peripheral devices. The Customer and 

Technical Services Branch OCIO addresses technical issues relating to information 

security, networking connectivity, databases and the email system. 

 RMA FOIA staff and personnel have the necessary tools such as software, IT programs 

and hardware to meet the everyday challenge and demand to process and gather data to 

provide timely responses to requesters. For example, RMA receives a number of 

requests for data which is retrieved from the Data Acceptance System (DAS). 

Information from this system covers a broad spectrum of information such as: coverage 

level, acres, yield and eligibility as it pertains to the Crop Insurance Program. There are 

IT teams and program officials that identify on an on-going basis needed technology and 

information of interest to the public. The FOIA office is provided with scanners, 

shredder, laptops and printers to adequately manage, track and protect the information it 

processes for FOIA requests. 

 The RD OCIO provides a direct link between IT and the customers it serves. This 

organization is responsible for direct and indirect customer and technical support 

(hardware and software) on all platforms in a liaison capacity which effectively responds 

to the customer’s questions and problems. The CIO and its departmental service 

provider maintain an electronic Help Desk that allows the FOIA staff to enter a request 

for IT assistance and resolve it quickly. 

b) The development of USDA’s Open Government plan was a collaborative process that 

included FOIA professionals throughout the department. FOIA and transparency has been 

a perpetual agenda topic at subsequent Open Government working group meetings. As a 

result, Open Government requirements have been integrated into performance plans for 

several key executives within the department, access to payment information on FSA’s 

Frequently Requested Records page on its Web site has been broadened, and RMA system 

of record owners have proactively provided a variety of crop insurance records, reports, 

information and data for use by industry participants. 

c) USDA agencies routinely review staffing plans and critical tasks, including FOIA, in order to 

formulate budget estimates. As described above, the volume and complexity of FOIA 

requests vary from agency to agency within USDA, and, as such, staffing levels also vary. 

USDA agencies with state and local presence have found ways to share resources among 

offices in order to respond when surges occur throughout the nation. Several USDA 

 8 
 9 

agencies gave specific attention to staffing coordination roles within their program offices 

during FY 2010 to establish and meet response timelines, increase customer satisfaction, and 

ensure that backlogs, where they exist, are appropriately addressed. 

d) In many cases USDA agencies are able to manage all aspects of the FOIA with existing 

staffing and IT support. Nevertheless, several USDA agencies took additional steps in FY 

2010 to ensure that FOIA programs are continuously improving. 

 When necessary in processing individual requests, the AMS FOIA Officer contacts 

program offices and appropriate staff members to ensure adequate searches are being 

performed for responsive documents, determining the originator of information, or to 

clarify a potential adverse impact of a specific disclosure to an identified government or 

personal privacy interest (PPI) protected by exemptions in both Acts. The FOIA Officer 

also, on occasion, provides support and assists in the preparation and/or revision of 

FOIA responses, as well as the review of responsive documents, ensuring that the 

appropriate FOIA exemptions are cited and redactions are done in accordance with the 

FOIA. 

 APHIS has taken a number of strategic and proactive actions, aimed at reducing the 

number of requests in the backlog, reducing the number of incoming FOIA requests, 

and increasing the FOIA staff’s overall productivity, including: 

 Organized strike teams with additional program staff to assist with processing. 

 Hired contractors to assist with FOIA processing. 

 Worked with programs to reduce response times. 

 Utilized an Access database to accurately keep track of requests. 

 Posted more information and records on the APHIS Web site. 

 The FS will be installing a “Public Access Link” to the agency Web site. Once installed 

and operational, a requester will be able to review the current status of his/her request at 

any time during the process. The requester may also be able to upload a request and even 

download responsive records electronically. 

 OIG recently examined internal work practices in order to better identify delays in their 

FOIA processing methods. In November, OIG created a spreadsheet using commercial 

off the shelf spreadsheet program allowing them to streamline their FOIA processes and 

quickly identify, on a case by case basis, any processing delays. This spreadsheet will 

enable staff to provide more accurate estimated completion dates to requesters, as 

required under the FOIA. 

 The REE FOIA Office added a feedback section to the agency Web site to allow 

requestors the opportunity to provide comments on their experiences as well as 

suggestions for improvements by submitting an email directly to the REE FOIA Office. 

 
PART III: Steps Taken To Increase Proactive Disclosures 

Section Guidance 

Describe here the steps your agency has taken to increase the amount of material that is available on 

your agency website, including providing examples of proactive disclosures that have been made 

since issuance of the new FOIA Guidelines. In doing so, answer the questions listed below and 

describe any additional steps taken by your agency to make proactive disclosures of information. 

a) Has your agency added new material to your agency website since last year? 

b) What types of records have been posted? 

c) Give examples of the types of records your agency now posts that used to be available only 

by making a FOIA request for them. 

d) What system do you have in place to routinely identify records that are appropriate for 

posting? 

e) How do you utilize social media in disseminating information? 

f) Describe any other steps taken to increase proactive disclosures at your agency. 

USDA Response 

USDA FOIA Web sites contain a variety of information chosen to proactively satisfy the public 

need for information about USDA activities, including transcripts, video and audio files. When the 

graphical display of data is beneficial, it is presented alongside substantive factual information. For 

example, information regarding USDA’s American Recovery and Reinvestment Act (ARRA) 

activities is prominently linked to USDA’s main Web site. 

a) USDA agencies added new content to many and various agency Web sites during FY 2010. 

Some of USDA’s larger agencies add content on a daily basis, while smaller agencies have 

processes in place to ensure that new content is added as appropriate. 

b) The Department’s Open Government Web site was the focus of much attention during FY 

2010 as a means to provide new and highly valuable data sets. A simple search for USDA 

data sets on Data.gov now returns 23 data sets. Many more releases are planned for release 

in FY 2011. Additionally, examples of USDA efforts to increase the amount of records 

available through agency Web sites follow below. 

 The ARS website is routinely updated to provide information on current research 

projects, news releases and publications in order to disseminate ARS information as 

widely as possible. Information about ARS research projects is uploaded on a regular 

basis on the ARS website. The ongoing studies on possible causes of the devastating 

honey bee disease known as Colony Collapse Disorder (CCD) is a topic of great interest 

to the public. ARS regularly disseminates news reports on its work in this area, and has 

recently posted its latest compilation of research and results on CCD online at 

http://www.ars.usda.gov/is/br/ccd/ccdprogressreport2010.pdf. ARS research results 

are regularly uploaded onto the TEKTRAN database, which forecasts the future of food, 

nutrition, and food safety; crops and livestock; natural resources and sustainable systems; 

industrial products; and new and emerging technology. ARS publishes Food and 

Nutrition Research Briefs, which provide information on current research projects. One 

of the projects featured in the Food and Nutrition Research Briefs reports that blood 

levels of zinc in the elderly can be a key indicator of an older person’s vulnerability to 

pneumonia (http://www.ars.usda.gov/is/pr/2010/100810.htm); another important 

finding is that lower levels of a particular B vitamin, called folate, in seniors is associated 

 10 
with symptoms of dementia and poor brain function, also called “cognitive decline,” as 

determined by standard tests of memory and other factors 

(http://www.ars.usda.gov/is/pr/2010/100817.htm). 

 The National Agricultural Library (NAL) is the world's largest library devoted to 

agriculture, covering crops, animals, food, nutrition, safety, health, water quality, 

invasives, and much more. NAL updates its extensive Web site on a regular basis, 

including databases such as AGRICOLA and the Food Safety Research Information 

database. Examples of REE websites included in Science.gov are Agricultural Research 

Magazine (ARS); Agricultural Research Service; Agricultural Research Service Photo 

Gallery; Agriculture in the Classroom (NIFA); Current Research Information System 

(CRIS) (NIFA); J. Phil Campbell Conservation Research Center; Journal of Extension 

(NIFA); Quick Stats (NASS); Sustainable Agriculture Research and Education (SARE) 

National Database of Projects (NIFA); USDA Economic Research Service – Briefing 

Rooms (ERS); and USDA-NASS Census of Agriculture. 

 Economic Research Service’s (ERS) website is updated continually to provide current 

online databases, data tools, data sets and publications in order to disseminate ERS 

information as widely as possible. All ERS research reports, market analysis outlook 

reports and online data tools and databases are posted on the ERS website. The “About 

ERS” section posts a number of official documents, including important ERS policy 

documents, data pertaining to information quality guidelines, EEO/No Fear equal 

opportunity employment data, and peer review information: 

http://www.ers.usda.gov/AboutERS. ERS provides timely research and analysis to 

public and private decision makers on topics related to agriculture, food, the 

environment and rural America. The ERS Strategic Plan for FY 2008-2012 can be found 

at: http://www.ers.usda.gov/AboutERS/ERSstrategicPlan2007_2012.pdf. 

 This strategic plan is being updated and will be posted online when completed. ERS has 

an ongoing Records Management Committee that reviews and updates agency policies 

and procedures for document retention and disposition. The ERS FOIA officer is a 

member of this committee, and reviews documents that may have been subject to FOIA 

requests in the past for their appropriateness for posting. 

 NASS routinely views information suitable for release unless it is specifically prohibited 

by Federal law. Federal law prohibits disclosure of individual survey responses, release 

of estimates that allow the public to deduce an individual’s information, and release of 

any sampling lists maintained by the agency. NASS will withhold any information that 

may cause an unfair advantage in the marketplace. Applications systems include internal 

checks to identify information that must be suppressed. NASS documentation on 

methodology, survey questionnaires, policies, and standards has always been available 

upon request. These are shared freely with the private sector, other government 

agencies, and their colleagues around the world without a formal FOIA request. 

 National Agricultural Statistics Service (NASS) operates a Data Lab which facilitates 

customer access to existing NASS datasets within the laws prescribed under Title 7 and 

CIPSEA. Researchers with projects beneficial to all of agriculture may be given 

supervised access to micro datasets at NASS locations. Any summary product the 

customer wishes to remove from the lab must be reviewed and approved by NASS staff 

to ensure respondent confidentiality is not compromised. NASS will establish a Data 

Lab in a Field Office most convenient to the customer. The Headquarters Data Lab has 

 11 
two full-time staff that performs special tabulations requested by customers through the 

web page or directly to their offices. The customer provides the specifications and, if the 

data requested exists, NASS programs the request. Most requests are for census of 

agriculture data on very specific subjects for which they do not have a broad user 

community. Tabulations are reviewed for disclosure before being released. All special 

tabulations are in the public domain. NASS maintains a bibliography of released 

tabulations for which anyone may request a copy, usually electronically. In FY2010, 

NASS posted 69 special tabulations. The bibliography can be found at 

http://www.nass.usda.gov/Data_and_Statistics/Special_Tabulations/Request_a_Tabula

tion/ data-lab-records.html. These services preclude the need for formal FOIA requests. 

 The Statistical Policy Office at the Office of Management and Budget (OMB) is pushing 

all federal statistical agencies to routinely post survey documentation, policies and 

standards, and statistical quality measures with every report released. NASS has initiated 

design and development efforts using guidance provided by OMB. All Policy and 

Standards Memoranda related to surveys and estimation will be posted. All 

questionnaires will be available and survey processes and definitions will be documented 

and posted. Quality measures, such as response rates and precision estimates, associated 

with commodity estimates will be made available for each report. 

 NASS established a Twitter account and began tweeting on February 4, 2009, in 

conjunction with the release of results of the 2007 Census of Agriculture. We generally 

tweet at least once a day, providing data highlights from recently released statistical 

reports, information about surveys currently underway, fun facts from the Census of 

Agriculture and links to NASS news releases and statistical reports when appropriate. 

 National Institute of Food and Agriculture (NIFA) proactively updates their website on 

a daily basis. Procedures are in place for NIFA staff to submit website materials for 

editing, program changes and new and/or updated pages as necessary. Information 

posted to the website includes grant announcements and funding opportunities, Request 

for Applications (RFAs), budget information, press releases, and newsletters; adding new 

pages dealing with research, education, and extension programming, pertinent speeches 

and Congressional testimony, reports and publications; updating individual grant 

program pages; and annually updating events and directories. 

 As of October 1, 2010, NIFA’s reorganization became official. NIFA began posting 

information about the agency’s restructuring and reorganization as stipulated in the 

Food, Conservation, and Energy Act of 2008 (Farm Bill.) Changes occurred on the 

entire website; included NIFA’s name change to identifying their new structure, new 

programs, the four new institutes, new Center for International Programs and the new 

divisions under each institute: 

 Institute of Food Production and Sustainability, 

 Institute of Bioenergy, Climate, and Environment, 

 Institute of Food Safety and Nutrition, 

 Institute of Youth, Family, and Community. 

 The About NIFA pages consumed a big part of this process. NIFA also developed a 

printable Staff Directory (by unit or person) which is searchable by unit, program, 

funding or position. NIFA organization charts are now available online in html or .pdf. 

Programs pages were also included in many of the mass changes. 

 12 
 RMA now posts reviews of their ratings analyses which have been requested by 

agribusiness owners and universities. For example, RMA Revenue Rating: An Analysis of 

the Combo Rating Method explains how their newest policy type was rated. The 

Reference Yield Update Methodology Study revealed how RMA determined reference 

yields when historical yields are not available. The Review of County Yield Trending 

Procedures and Related Topics instructed their methods for determining County yield 

trends. 

 Information about grant and loan awards are posted for Rural Development programs 

which are delivered through their Utilities Programs, addressing rural America's need for 

basic services such as clean running water, sewers and waste disposal, electricity and 

telecommunications. RD’s Housing Programs, which address rural America's need for 

single-family and multi-family housing as well as health facilities, fire and police stations, 

and other community facilities, and; RD Business Programs provides help to rural areas 

that need to develop new job opportunities, allowing businesses and cooperatives to 

remain viable in a changing economy. RD has Community Development Programs that 

operate special initiatives to demonstrate effective community development techniques 

and address unique and pressing economic development issues. In addition to press 

releases, the program area Internet websites contain a link for frequently requested 

information, i.e., copies of successful applications of awardees. Rural Development 

works in partnership with other entities -- such as state, local, and tribal Governments, 

private and nonprofit organizations and member-owned cooperatives to revitalize rural 

areas. RD’s programs are provided across the nation through 47 state offices and 800 

area and local offices. 

 APHIS continues to work with the Animal Care office to review and post Inspection 

Reports to the E-FOIA Reading Room. APHIS created a searchable database that allows 

the public access to over 50,000 inspection reports covering the last three years. Once 

the AC inspection reports were posted, the number of incoming FOIA requests were 

reduced by 35%. The inspection reports are located at 

http://www.aphis.usda.gov/animal_welfare. 

 APHIS reviewed and posted over 1,500 Annual Reports for Research Facilities for 2009. 

 APHIS linked to the BRS applications for genetically engineered permits, notifications, 

and petitions available at www.data.gov. 

 APHIS LPA FOIA Office posted over 140 FY10 FOIA responses, including a copy of 

the request, the FOIA response, and agency records. The public can search their 

previous responses to quickly obtain records. 

 b) FSA posted electronic records containing the names, addresses, and payment 

amounts of recipients of farm program payments. These are available at the following 

URL: 

http://www.fsa.usda.gov/FSA/webapp?area=newsroom&subject=landing&topic=foier-fri

 FNS publishes a wide variety of informational and educational periodicals, pamphlets, 

brochures, leaflets, guides, and educational aids explaining the operation of FNS food 

assistance programs. FNS also publishes summaries of objectives and findings of 

completed studies and projects concerning evaluation of FNS food assistance programs. 

Current and historical information on FNS food assistance program size, monetary 

 13 
outlays, geographic distribution, racial and ethnic participation rates, and other data is 

published throughout the year. 

 FSIS continues to expand the amount of data available in its comprehensive Electronic 

Reading Room Website. In addition to the numerous records already available, an 

example of frequently requested records that have been posted subsequent to the 

issuance of the new FOIA Guidelines would be the addition of the Meat, Poultry and 

Egg Product Inspection (MPI) Directory in a Microsoft Excel format. Due to a large 

number of FOIA requests received through the MPI directory, FSIS posted the PDF 

version in the Electronic Reading Room: http://originwww.fsis.usda.gov/Regulations_&_Policies/Meat_Poultry_Egg_Inspection_Directory/i

ndex.asp 

 FAS maintains over 60,000 documents online. Each FAS program has thousands of 

pages of documents, ranging from educational material to data that report program 

activity. Other materials include press releases, program notices, regulations, production 

and trade figures and related data bases. 

 The National Appeals Division (NAD) allows the public to search for Hearing, Review, 

Appealability and Equal Access to Justice Act (EAJA) determinations at: 

http://www.nad.usda.gov/public_search.html. 

 OCFO made information on official travel by USDA personnel available to the public 

for searching, download and manipulation. 

c) Much of the data described above was previously available only by making a FOIA request. 

d) USDA agency FOIA Operational Plans identify several steps to identify appropriate records 

for proactive posting. Agencies evaluate the requests of media, congressional and FOIA 

stakeholders to determine the types of information being requested, and specifically target 

those types of information to be posted. Additionally, FOIA Officers are given a weekly list 

of upcoming press releases and their office works with the programs to identify and review 

records that can be posted along with press releases. 

e) USDA’s use of social media technologies increased significantly during FY 2010. Highlights 

of USDA agency progress follows below. 

 NAL has utilized social media, including blogs, Facebook accounts and Twitter services, 

for several years to disseminate information about agriculture. As of February 9, 2011, 

the NAL Twitter site has 5,633 Followers and 425 Lists that follow NAL; NAL’s Food 

Safety Information Center Twitter site has 11,631 Followers and 745 Lists; and NAL’s 

Animal Welfare Information Center Twitter site has 922 Followers and 42 Lists. 

 ARS uses Twitter to disseminate their research findings. As of February 9, 2011, the ARS 

Twitter site has 831 Followers and 74 Lists following ARS. 

 ERS uses Twitter to disseminate information about new reports and data resources. 

Followers of ERS’s Twitter feed get notices of new economic and policy analysis and 

new data as they become available. As of February 9, 2011, the ERS Twitter site has 

1,662 Followers and 122 Lists following ERS. 

 As of February 9, 2011, the NASS Twitter site has 2,717 Followers and 174 Lists 

following NASS. On occasion, NASS produces video feature stories or video news 

releases in cooperation with the USDA Broadcast Media and Technology Center. These 

pieces are available to broadcast outlets via satellite upload and are featured on the 

USDA YouTube channel. NASS also contributes postings to the USDA Blog providing 

 14 
information on recently released publications and products, upcoming surveys, and data 

related to high-interest topics. The blog posts are coordinated with REE and are 

published as part of the Science Tuesday initiative. 

 NIFA uses several tactics in social media to share their message. NIFA has an active 

Twitter account that is updated almost daily with news, requests for applications and 

interesting projects from their partners. They maintain a channel on YouTube with 

videos of projects funded in the past as well as speeches and events. NIFA is a member 

of the USDA Facebook page and contributes to its content. NIFA is also a member of 

Science Tuesday, a weekly feature on the USDA Blog that highlights the scientific efforts 

of USDA. As of February 9, 2011, the NIFA Twitter site has 2,401 Followers and 176 

Lists following NIFA. 

 APHIS launched accounts on several social media sites in 2010 and garnered 4,738 views 

of its YouTube videos, 1,006 Twitter followers, 25,984 Facebook fans and members, and 

1,195 views of its Flickr photo sets. Social media like these are helping APHIS reach new 

audiences, increasing public awareness and understanding of its mission and activities to 

protect animal and plant health. As a primary example, APHIS Twitter messages are 

being forwarded by the Agency’s 1,000+ followers, amplifying the messages to reach an 

average of 11,000 additional people each month. Post links to announcements about 

press releases, blog postings, YouTube videos, outreach campaigns used to educate their 

stakeholders and the public on APHIS regulations. 

 FSIS increasingly used social media to disseminate information. RSS Feeds are but one 

method utilized to summarize the latest news and information from its website in a 

lightweight form that can be easily read by any of a number of news readers or news 

aggregators. One can subscribe to these feeds and be notified when new information is 

available. FSIS also utilizes podcasts which can be followed on Twitter. 

 Social media links including Twitter, Facebook, the USDA Blog, Flickr, and YouTube 

have been added to the FAS Web site home page. 

f) As stated above USDA is earnestly committed to proactively disclosing information to the 

public. Several notable examples from USDA agencies follow below. 

 The ARS News Service provides news reports throughout the week for journalists, 

educators, scientists, consumers and anyone who with access to the Internet or an e-mail 

address. Their goal is to regularly send the subscribers something new, interesting and 

scientifically significant. The ARS News Service is also available in Spanish as El Servicio 

Noticiero. Every item that the ARS disseminates on the ARS News Service is also 

available as an RSS feed, a social media tool in which interested parties can sign up to 

receive any items we post on specified topics relating to research news, available 

technologies and partnering opportunities. ARS uses Twitter to “tweet” every item that 

is disseminated on the ARS News Service. ARS also contributes postings to the USDA 

Blog providing information on the latest news about the research findings. The blog 

posts are coordinated with REE and are published as part of the Science Tuesday 

initiative. 

 One example of NAL’s proactive information services is the Nutrition Evidence Library, 

which provides supporting data and information for the 2010 Dietary Guidelines, 

released on January 31, 2011. NAL also plays a leadership role in cross-governmental 

information dissemination initiatives. These include nutrition.gov, 

invasivespeciesinfo.gov and science.gov, the Federal Web portal that provides unified 

 15 
 16 

and simplified access to authoritative U.S. government science information including 

REE websites and databases. 

 Quick Stats is the USDA’s NASS online self-service tool to access complete results from 

the 1997, 2002, and 2007 Censuses of Agriculture and other annual surveys, U.S., State, 

and county agricultural information, published by NASS. Quick Stats was made 

available in an online database via www.Data.Gov under the Tool Catalog. This new 

tool allows custom extracts based on commodity, year, State, and other selection criteria 

and produces an output file compatible for updating databases and spreadsheets for 

selected commodities or geographic areas. 
PART IV: Steps Taken To Greater Utilize Technology 

A key component of the President's FOIA Memorandum was the direction to "use modern 

technology to inform citizens about what is known and done by their Government." In addition to 

using the internet to make proactive disclosures, agencies should also be exploring ways to utilize 

technology in responding to requests. In 2010 agencies reported widespread use of technology in 

handling FOIA requests. For this section of your Chief FOIA Officer Report for 2011, please 

answer the following more targeted questions: 

Section Guidance 

1. Electronic receipt of FOIA requests: 

a) What proportion of the components within your agency which receive FOIA requests have 

the capability to receive such requests electronically? 

b) To what extent have you increased the number of components doing so since the filing of 

your last Chief FOIA Officer Report? 

c) What methods does your agency use to receive requests electronically? 

2. Electronic tracking of FOIA requests: 

a) What proportion of components within your agency which receive FOIA requests have the 

capability to track such requests electronically? 

b) To what extent have you increased the number of components doing so since the filing of 

your last Chief FOIA Officer Report? 

c) What methods does your agency use to track requests electronically? 

3. Electronic processing of FOIA requests: 

a) What proportion of components within your agency which receive FOIA requests have the 

capability to process such requests electronically? 

b) To what extent have you increased the number of components doing so since the filing of 

your last Chief FOIA Officer Report? 

c) What methods does your agency use to process requests electronically? 

4. Electronic preparation of your Annual FOIA Report: 

a) What type of technology does your agency use to prepare your agency Annual FOIA Report, 

i.e., specify whether the technology is FOIA-specific or a generic data-processing system. 

b) If you are not satisfied with your existing system to prepare your Annual FOIA Report, 

describe the steps you have taken to increase your use of technology for next year. 

USDA Response 

1. Electronic receipt of FOIA requests: 

a) All USDA agencies are able to receive FOIA requests delivered electronically by email and 

facsimile. Some agencies are also able to accept requests via agency Web sites. 

b) The percent of USDA agencies that are able to receive requests electronically is unchanged 

from last year’s Chief FOIA Officer Report. 

c) USDA agencies utilize email, facsimile, and agency Web sites to receive electronic FOIA 

requests. 

2. Electronic tracking of FOIA request: 

 17 
 18 

a) All USDA agencies have the ability to track FOIA requests electronically to some degree. 

b) The percent of USDA agencies that are able to track requests electronically is unchanged 

from last year’s Chief FOIA Officer Report. 

c) Agencies that receive small volumes of requests rely on simple commercial off the shelf 

software to track requests, while larger agencies utilize more sophisticated FOIA procured 

systems. As USDA implements a departmental FOIA management system in FY 2011, all 

USDA agencies will be able to track electronic requests in a consistent manner. 

3. Electronic processing of FOIA requests: 

a) All USDA agencies have access to software that allows for electronic processing of FOIA 

requests, but the extent to which technology is utilized varies depending on the volume and 

complexity of the requests received. 

b) The proportion of USDA agencies using technology to process FOIA requests electronically 

increased in FY 2010. The FS implemented electronic processing in approximately 50% of 

offices nationwide as compared to 0% in FY 2009. FSA expanded the use of electronic 

FOIA redaction to all of its 51 state offices during FY 2010. 

c) USDA agencies most commonly use commercial off the shelf software to perform 

redactions. These tools allow agencies to mark records for permanent redaction in a manner 

that allows agencies to release segregable information to the public. As USDA implements a 

departmental FOIA management system in FY 2011, all USDA agencies will be able to 

process requests electronically in a consistent manner. USDA agencies increasingly rely on 

electronic content management and records systems to locate responsive records by key 

word searches. 

4. Electronic preparation of your annual FOIA Report: 

a) The use of technology to produce the USDA annual FOIA report varies depending the 

volume and complexity of requests received. Commercial off the shelf software provides 

sufficient functionality for most USDA agencies to record and produce the data that 

composes the annual FOIA report. As needed, USDA agencies rely on more sophisticated 

FOIA procured systems. 

b) As USDA implements a departmental FOIA management system in FY 2011, all USDA 

agencies will be able to produce the data that composes the annual FOIA report in an 

automated fashion. The annual FOIA report data requirements have been included in 

USDA’s plans for system development. 
PART V: Steps Taken to Reduce Backlogs and Improve Timeliness 

in Responding to Requests 

Section Guidance 

1. If your agency has a backlog, report here whether that backlog is decreasing. That reduction 

should be measured in two ways: 

a) Report whether the number of backlogged requests and backlogged administrative appeals 

that remain pending at the end of the fiscal year decreased or increased, and by how many, 

when compared with last fiscal year. 

b) Report whether your agency closed in Fiscal Year 2010 the ten oldest of those pending 

requests and appeals from Fiscal Year 2009, and if not, report how many of them your 

agency did close. 

2. If there has not been a reduction in the backlog as measured by either of these metrics, describe 

why that has occurred. In doing so, answer the following questions and then include any other 

additional explanation: 

a) Is the backlog increase a result of an increase in the number of incoming requests or 

appeals? 

b) Is the backlog increase caused by a loss of staff? 

c) Is the backlog increase caused by an increase in the complexity of the requests received? 

d) What other causes, if any, contributed to the increase in backlog? 

3. Describe the steps your agency is taking to reduce any backlogs and to improve timeliness in 

responding to requests and administrative appeals. In doing so answer the following questions 

and then also include any other steps being taken to improve timeliness. 

a) Does your agency routinely set goals and monitor the progress of your FOIA caseload? 

b) Has your agency increased its FOIA staffing? 

c) Has your agency made IT improvements to increase timeliness? 

d) Has your agency Chief FOIA Officer been involved in overseeing your agency’s capacity to 

process requests? 

USDA Response 

1. USDA reports the following backlog measurements: 

a) The total number of backlogged requests within USDA increased by a total of 376 from the 

end of fiscal year 2009 to the end of fiscal year 2010. The total number of backlogged 

administrative appeals was reduced from 150 to 136 during the same time period. 

b) During FY 2010, USDA closed 9 of the 10 oldest pending perfected requests from 2009. 

USDA closed 7 of the 10 oldest administrative appeals during the same time period. 

2. USDA’s total backlog of pending requests did increase from FY 2009 to FY 2010. The reasons 

for this increase are described below. 

a) The primary cause of USDA’s backlog increase was a dramatic rise in the volume of requests 

received in FY 2010. USDA received a total of 12,946 requests in FY 2009 and 20,368 

requests in FY 2010 - an increase of 7,422 requests. USDA was able to process 6,552 more 

requests in FY 2010 than in FY 2009, but that increase in productivity was outweighed by 

the increase in volume of incoming requests. 

 19 
 20 

b) USDA FOIA staffing levels did not change significantly during FY 2010. Overall, the 

number of full-time and full-time equivalent FOIA personnel in USDA was reduced by 2% 

from FY 2009 to FY 2010. 

c) While USDA certainly receives complex requests, FY 2010 requests were not significantly 

more complex than requests received in previous years. However, USDA does note several 

specific instances where complexity of requests received contributed to an increase in the 

time required to process such requests. 

 FSIS experienced an increase in the number of requests received via subpoena. These 

requests involve voluminous records. 

 OGC experienced an increase in the number of requests involving disputes over the use 

of Exemption 4. 

 RD encountered a significant increase in quantity and scope of FOIA requests filed by 

FOIA requesters. These requests are voluminous and require an extensive amount of 

resources in order to collect and review the responsive data. These requests are multifaceted and require the coordination of effort to search for responsive records. 

d) A portion of USDA’s backlog request increase may also be attributable to difficulties related 

to the Forest Service’s migration of IT systems that support the tracking of FOIA requests. 

As a result of multiple data migrations, some open requests may have been inadvertently 

recorded as backlogged when, in fact, they should have been counted only as pending. This 

could have falsely increased USDA’s reported backlogged requests in FY 2010. USDA will 

amend its reported backlog volume if any errors are positively identified. 

3. USDA has taken the following steps to improve timeliness in responding to requests and to 

administrative appeals. 

a) USDA agencies develop annual FOIA Operational Plans. The plans include programmatic 

goals, realistic measures, actions items, due dates and accomplishments. FOIA officers 

routinely meet with senior management to discuss the status of FOIA cases. 

b) As described above, the number of full-time and full-time equivalent FOIA personnel in 

USDA was reduced by 2% from FY 2009 to FY 2010. 

c) In FY 2010, USDA procured a departmental FOIA management system, a comprehensive 

Web-based application designed to automate USDA’s management of the FOIA process. 

The system allows the public to access and interface with USDA FOIA staff regarding their 

request, tracks FOIA appeals and litigations and automates compliance reports for the DOJ. 

Timeliness for request processing has become the default product of implementing a robust 

FOIA management tool. 

d) USDA’s Office of the Executive Secretariat has become very closely involved in FOIA 

oversight during FY 2010. This provides oversight and support from USDA’s most senior 

executives, including the Deputy Secretary and Chief of Staff. USDA agency FOIA officers 

meet regularly with management teams and staff to coordinate FOIA processing throughout 

USDA’s network of state and local offices. Recently, all USDA agencies began providing biweekly reports of all pending FOIA requests to USDA’s Chief FOIA Officer, which gives 

the information necessary to focus attention where it is most needed. 
SPOTLIGHT ON SUCCESS 

Section Guidance 

Out of all the activities undertaken by your agency in this last year to increase transparency, describe 

here one success story that you would like to highlight as emblematic of your efforts. 

USDA Response 

In FY 2009 and 2010, APHIS proactively posted on the Internet: AC inspection reports, AC annual 

reports, lists of all AC licensees, Horse Industry Organization Suspension Lists and Audit Reports, 

Investigative and Enforcement Services enforcement actions, and copies of all redacted FOIA 

responses. These postings have resulted in a significant reduction in the number of incoming FOIA 

requests – 525 fewer requests between FY 2009 and FY 2010, or approximately a 42% reduction in 

the number of requests received. 

In FY 2010 – through a combination of efforts, APHIS reduced the Agency’s overall backlog of 

FOIA requests by almost 43% - unprecedented in more than a 10-year backlog and far exceeding 

our 25% goal for the year. 

APHIS’ goal for 2011 is to reduce the total number of FOIA cases in the backlog at the start of 

Fiscal Year 2010 by 40% - so, from 222 cases to 134 cases, as well as reorganize the Agency’s FOIA 

reading room website and continue to work with programs to increase the data and amount of 

information posted to that site. As of December 2010, the backlog has been reduced to 137 – 

already a 38.2% reduction. 

In FY 2010, FSA finally succeeded in posting electronic “payment information” on its Frequently 

Requested Records page on the internet. This information includes the names, addresses, and 

payment amounts of recipients of farm program payments. These are available at 

http://www.fsa.usda.gov/FSA/webapp?area=newsroom&subject=landing&topic=foi-er-fri. FSA 

has been working on this initiative for several years. Beginning in FY 2010, this information is 

updated quarterly and available for downloading by the public without charge. 

The U.S. Department of Agriculture’s (USDA) Grain Inspection, Packers and Stockyards 

Administration (GIPSA or Agency) provided 10 interim responses and a final response to a May 21, 

2007, Freedom of Information Act (FOIA) request, which Schiff Hardin (Schiff) submitted to 

USDA’s Animal and Plant Health Inspection Service (APHIS). That May 21, 2007, is now the basis 

for the complaint that Schiff filed on January 26, 2010, against USDA and APHIS. See Schiff 

Hardin, L.L.P. v. United States Department of Agriculture, et al., Case No. 1:10-cv-00540 

(JBZ)(N.D. Ill.)(filed Jan. 26, 2010). USDA was under a court ordered mandate to process 

completely Schiff’s request by October 14, 2010. GIPSA met the target date by providing its final 

response to the requester on October 13, 2010. 

RMA recently embarked on an aggressive initiative to upgrade and improve its public website to 

provide better information and improve overall customer satisfaction. RMA began an effort to 

update and modernize its website with the purpose of improving accessibility, navigability, and 

facilitate the customer’s experience, making sure timely, relevant data and information are available 

to users and removing outdated information and links. Our IT modernization team is currently 

waiting for USDA approval to finalize these new ‘instructions’ so that we can began implementing 

the new protocols and standards. 

 21 
Appendix A 

Component Agency Acronyms 

 USDA – United States Department of Agriculture 

 AMS – Agricultural Marketing Service 

 APHIS – Animal and Plant Health Inspection Service 

 DM – Departmental Management 

 FSA – Farm Service Agency 

 FNCS – Food, Nutrition, and Consumer Services 

 FSIS – Food Safety and Inspection Service 

 FAS – Foreign Agricultural Service 

 FS – Forest Service 

 GIPSA – Grain Inspection, Packers, and Stockyards Administration 

 NAD – National Appeals Division 

 NRCS – Natural Resource Conservation Service 

 OCR – Office of the Assistant Secretary for Civil Rights 

 OBPA – Office of Budget and Program Analysis 

 OIG – Office of the Inspector General 

 OCFO – Office of the Chief Financial Officer 

 OCIO – Office of the Chief Information Officer 

 REE – Research, Education, and Economics 

 RMA – Risk Management Agency 

 RD – Rural Development 

 22