Appendix A: 

FOIA IMPROVEMENT PLAN 

A. Characterize overall nature of agency’s FOIA operations: 

The National Aeronautics and Space Administration (NASA) maintains a decentralized 

FOIA process, in which we operate and staff 13 FOIA Requester Service Centers at each 

of our NASA Centers or components. This approach enables NASA to reduce our FOIA 

request processing time and provide a quicker response to the public requesters. 

B. List all areas selected for review: 

(1) The initial FOIA request process was reviewed against our published regulations 

set forth at 14 CFR Part 1206. 

(2) The current backlog status at each of our decentralized FOIA offices. 

(3) The number of requests received during the past three years. 

(4) Our agency’s FOIA processes and practices used at each of our decentralized 

FOIA processing locations. 

(5) FOIA staffing at each location. 

(6) FOIA request volume by Center offices. 

(7) Our current public Web sites. 

C. Include narrative statement summarizing results of review: 

The results of our agency’s FOIA review revealed that we have satisfied the requirements 

of Title 5 USC §552, but we have noted, that some of our Center FOIA Requester Service 

Centers maintain a small backlog of cases. Further, during FY03 – FY04, we actually 

improved on our median dates, even though the public FOIA requests increased 

significantly after the Columbia Space Shuttle tragedy and other NASA public events. 

NASA’s response to FOIA requests after the Columbia accident was particularly 

noteworthy. Following the accident, we established an internal process to ensure 

responsive records were provided and technical and legal review were conducted; this, 

coupled with immediately providing these documents in our electronic reading room, 

allowed the media and public in days rather than months. 

One of the lessons learned following for the Columbia accident provided NASA an 

opportunity to recognize that NASA needed to improve our FOIA process. As we 

endeavor to improve our disclosure of information to the public, we are developing this 

quick-response approach for our future FOIA processing. Also, our internal review 

showed the need to improve our computer hardware and software, such as: 

• Procuring redaction software – to allow a quicker, more efficient means of 

redacting agency records. 
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• Individual desk scanners – to quicken the process to redact electronically and 

the ability to download document into our electronic reading room 

immediately upon completion of our initial release determination. 

We also learned from our review that, out of our 13 FOIA Requester Service Centers, we 

had serious single-point failures at six locations. Not having an effective Center 

personnel back-up at those locations could create a serious backlog. 

Finally, we discovered an important need to team build internally with our search teams 

within the program offices and our initial legal reviews by our legal offices. Their help 

and assistance are vital in reducing the backlog and response time to finalize the initial 

release determinations. 

D. List all areas chosen as improvement areas for agency: 

(1) FOIA Staffing 

(2) Equipment / Logistics 

(3) Web Site Improvements 

(4) Agency Reference Handbook 

(5) FOIA Database 

(6) FOIA Training 

(7) Communications 

E. For each improvement area provide: 

(1) Name: FOIA Staffing 

(2) Brief statement of goal sought: This improvement is based on several factors: 

a) Eliminating single point failures at our NASA Centers. 

b) Ensure that all FOIA positions are primary jobs. 

c) Seek adequate administrative support for higher volume Center offices. 

d) Standardize staff personnel practices concerning series and grades. 

(3) List of all distinct steps planned to be taken: 

a) During the next several months, the agency’s chief FOIA officer and 

chief FOIA public liaison officer will coordinate with the senior 

management at each NASA Center to ensure the identification of 

suitable employees that can be properly trained to serve as backups to 

our Centers’ FOIA specialists. 

b) During the above discussions at each Center, emphasis will be center 

around the importance of the assigned FOIA specialist’s primary duties 

and functions. Any other duties must be secondary and must not hinder 

the FOIA process. 

c) Seek an administrative support specialist to assist the Headquarters 

office in the daily processing of FOIA requests. 

d) Discuss human resources at the agency level to standardized position 

description for agency FOIA personnel, including the development of a 

GS-7/9/11 information release specialist and a GS-12/13 senior 

information release specialist, in a standardized series. 
3 

(4) Time milestones: These actions are expected to be completed in FY07. We will 

conduct an evaluation quarterly between now and FY08 on our improvement in 

this area. 

(5) Means of measurement of success: Overall success in this area will be based 

solely on the elimination of all single point failures at each of our 13 FOIA 

Requester Service Center locations and standardizing grades and series of our 

assigned FOIA staff, as stated above. We expect to achieve success once we have 

eliminated FOIA as a secondary function to other duties assigned. 

1) Name: Equipment/Logistics 

2) Brief statement of goal sought: Redaction software should be procured for each 

Center FOIA Requester Service Center and dedicated scanning support/equipment 

should be acquired for each Center office. 

3) List of all distinct steps planned to be taken: Each Center FOIA public liaison 

officer will budget for these items with either year-end funds (if available) or as 

part of the FY07 budget. 

4) Time milestones: First milestone will be September 30, 2006, to ascertain which 

of our 13 FOIA Requester Service Centers have received both hardware and 

software. Second and Final Milestone will be first Quarter, FY07, in which all 

FOIA processing offices should have received both items. 

5) Means of measurement of success: 100 percent of the FOIA Requester Service 

Centers have both desktop scanners and redaction software for implementation. 

1) Name: Web Site Improvements 

2) Brief statement of goal sought: Redeveloping NASA’s FOIA Web page to 

enhance the public’s knowledge of our FOIA process. Redesign all subordinate 

FOIA web pages to incorporate the ‘portal’ design. Finally, consolidate the 

NASA Electronic Reading Room from 13 sites into one. 

3) List of all distinct steps planned to be taken: Work with NASA Internet Services 

to development and design of the ‘portal’ look and feel among all subordinate 

FOIA sites. 

4) Time milestones: Initial milestone is projected to be no later than 90 days from 

the end of FY06 to meet the expected completion date of September 30, 2006. 

5) Means of measurement of success: 100 percent of the NASA Center Web pages 

updated with current information and having the ‘portal’ look and feel. 

1) Name: Agency FOIA Reference Handbook 

2) Brief statement of goal sought: It has been over two years since the last update to 

our agency’s FOIA Reference Handbook. The goal is to revise and update all 

agency information pertaining to its FOIA process including any changes or 

update directly related to Executive Order (EO) 13392. Download this handbook 

directly to our FOIA Web page. 

3) List of all distinct steps planned to be taken: During the revision process, an ad 

hoc group of agency FOIA staff will conduct a page by page review, updating all 

changes since the last revision, deleting outdated information, and adding the 

newly adapted changes in accordance with EO 13392. 
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4) Time milestones: No later than September 30, 2006. 

5) Means of measurement of success: Updated, printed, and posted onto our 

agency’s FOIA Web page. 

1) Name: FOIA Database 

2) Brief statement of goal sought: Replace current FileMaker Pro database with an 

established commercial-based system which will allow the public to access and 

track the current status of its FOIA request. 

3) List of all distinct steps planned to be taken: Interview vendors and evaluate their 

FOIA database systems for procurement. 

4) Time milestones: Initial milestone - No later than September 30, 2006, for the 

review and decision of which commercial package to procure; have the new 

system up and operational no later than September 30, 2007, for implementation 

for FY08. 

5) Means of measurement of success: Procuring the commercial program and 

having it available for use by FY08. 

1) Name: FOIA Training 

2) Brief statement of goal sought: Implement an annual mandatory FOIA training 

program to be held in conjunction with the annual NASA FOIA Conference for 

all assigned FOIA information release specialists and their designated backups. 

3) List of all distinct steps planned to be taken: Budget travel and training dollars at 

each of our Centers dedicated for annual FOIA training at American Society of 

Access Professionals Annual Western Regional FOIA Training Conference and 

an annual agency FOIA Conference. 

4) Time milestones: Annually during the budget process. 

5) Means of measurement of success: 100 percent participation. 

1) Name: Communications 

2) Brief statement of goal sought: Establish a toll free phone number for use by the 

public to contact the agency’s FOIA Requester Service Center. 

3) List of all distinct steps planned to be taken: Coordinate with the agency 

communications team to establish a toll free line and install in the agency’s FOIA 

Requester Service Center. Post this information on NASA FOIA’s Web page for 

public dissemination. 

4) Time milestones: No later than June 14, 2006. 

5) Means of measurement of success: 100 percent operational by the above date. 

F. For the entire plan, group the improvement areas into the following time periods: 

1) Areas anticipated to be completed by December 31, 2006: 

a. Equipment/Logistics 

b. Agency FOIA Handbook 

c. FOIA Training 

d. Communications 

2) Areas anticipated to be completed by December 31, 2007: 

a. FOIA Staffing 
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3) Areas anticipated to be completed after December 31, 2007: 

a. FOIA Database 
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Appendix A: (Modification 1) 

Add – 

D. List all areas chosen as improvement areas for agency: 

(8) Backlog Reduction 

E. For each improvement area provide: 

(1) Name: Backlog Reduction 

(2) Brief Statement of goal sought: To reduce the existing backlog of pending 

FOIA requests by a substantial number each year, by periodically and 

consistently focusing on the existing backlog. We will identify the agency 

five (5) oldest FOIA requests at the beginning of each FY quarter and close 

those by the end of that FY quarter. 

(3) List all distinct steps planned to be taken: 

a. On a quarterly basis, during our scheduled FOIA video 

teleconference (Vits), each NASA FOIA Requester Service Center 

will report out on their oldest FOIA requests, which will vary based 

on the volume of the FOIA Requester Service Center. 

b. A list of the agency’s five (5) oldest FOIA requests will be created. 

1. This listing will provide the date of the request, date received, 

request’s contact information, summary of the request, the 

current status, and any additional information concerning the 

process delay. 

c. Develop an action plan for each individual FOIA request. 

1. The Chief FOIA Public Liaison Officer will personally review 

each identified FOIA request, and will; 

a. Annotate specific instructions to complete any pending 

actions. 

b. Elevate the focus to the agency and or center senior 

management concerning compliance with the FOIA to 

eliminate any bottlenecks in the processing flow. 

c. Distribute cases amongst the lower volume processing 

FOIA Requester Service Centers to make initial release 

determinations. 

d. Require an immediate legal review of any initial 

determinations pending release. 

2. Based on these recommendations each identified NASA FOIA 

Requester Service Centers will be directed to: 

a. Implement the actions directed by the Chief Public 

Liaison Officer. 
7 

b. If directed, electronically distribute requests for 

processing to its regional partners to conduct an initial 

determination of responsive agency records to pending 

FOIA requests to reduce its backlog. 

d. Divide the 13 decentralized FOIA offices into three (3) regional 

areas which can provide additional assistance in processing FOIA 

requests. 

1. East Region – Goddard Space Flight Center (GSFC), Glenn 

Research Center (GRC), Headquarters (HQ), Office of the 

Inspector General (OIG) and Langley Research Center (LaRC). 

2. South Region – Johnson Space Center (JSC), Kennedy Space 

Center (KSC), Marshall Space Flight Center (MSFC), NASA 

Shared Services Center (NSSC), and Stennis Space Center 

(SSC). 

3. West Region – Ames Research Center (ARC), Dryden Space 

Flight Center (DFRC) and NASA Management Office-Jet 

Propulsion Laboratory (NMO-JPL). 

(4) Time milestones: Identification of the five (5) oldest FOIA requests is to be 

conducted quarterly. Those identified will be evaluated and a timetable set 

for each individual FOIA request to be completed within FY Quarter. These 

actions are to be initiated First Quarter, FY07, and will continue quarterly till 

FY09. 

F. For the entire plan, group the improvement areas into the following time periods: 

(1) Areas anticipated to be completed by December 31, 2006: 

(2) Areas anticipated to be completed by December 31, 2007: 

(3) Areas anticipated to be completed after December 31, 2007: 

a. Backlog Reduction. 
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Appendix B: 

NASA FOIA Requester Service Center Addresses 

NASA, FOIA Requester Service Center, Attention: Chief, FOIA Public Liaison Officer, 

Mail Stop 9P39, 300 E Street SW, Washington, DC 20546 

NASA Ames Research Center, FOIA Requester Service Center, Mail Stop 943-4, Moffett Field, 

CA 94035 

NASA Dryden Flight Research Center, FOIA Requester Service Center, Post Office Box 273, 

M/S 4839, Edwards, CA 93523 

NASA Glenn Research Center, FOIA Requester Service Center, 21000 Brookpark Road, 

Cleveland, OH 44135 

NASA Goddard Space Flight Center, FOIA Requester Service Center, Greenbelt, MD 20771 

NASA Headquarters, FOIA Requester Service Center, Mail Stop 5-K39, 300 E Street, SW, 

Washington, DC 20546 

NASA Office of the Inspector General, FOIA Requester Service Center, Mail Stop 8-V79, 

300 E Street, SW, Washington, DC 20546 

NASA Management Office – Jet Propulsion Laboratory, FOIA Requester Service Center, 

4800 Oak Grove Drive, Pasadena, CA 91109 

NASA Johnson Space Center, FOIA Requester Service Center, Houston, TX 77058 

NASA Kennedy Space Center, FOIA Requester Service Center, Kennedy Space Center, FL 

NASA Langley Research Center, FOIA Requester Service Center, Hampton, VA 23681 

NASA Marshall Space Flight Center, FOIA Requester Service Center, Huntsville, AL 35812 

NASA Stennis Space Center, FOIA Requester Service Center, Stennis Space Center, MS 39529 

NASA Shared Services Center, FOIA Requester Service Center, Bldg 5100, Stennis Space 

Center, MS 39529 
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Appendix C: 

NASA FOIA Public Liaison Officers and Service Center Contact Numbers 

NASA 

Stephen McConnell, Chief, FOIA Public Liaison Officer 

Judi Hollingsworth, Deputy Chief, FOIA Public Liaison Officer 

(877) NAS-FOIA / (202) 358-FOIA 

Ames Research Center 

Kelly Garcia 

FOIA Public Liaison Officer 

(650) 604-3273 

Glenn Research Center 

Angela Pierce 

FOIA Public Liaison Officer 

(216) 433-2813 

NASA Headquarters 

Kellie Robinson 

FOIA Public Liaison Officer 

(202) 358-2265 

Jet Propulsion Laboratory 

Dennis Mahon 

FOIA Public Liaison Officer 

(818) 393-6779 

Kennedy Space Center 

Penny Myers 

FOIA Public Liaison Officer 

(321) 867-9280 

Marshall Space Flight Center 

Judi Hollingsworth 

FOIA Public Liaison Officer 

(256) 544-1837 

NASA Shared Services Center 

Koby South 

FOIA Public Liaison Officer 

(228) 813-6012 

Dryden Space Flight Center 

 Kim Lewis 

FOIA Public Liaison Officer 

 (661) 276-2704 

Goddard Space Flight Center 

 Joan Belt 

FOIA Public Liaison Officer 

 (301) 286-4721 

 Office of the Inspector General 

 Frank LaRocca 

FOIA Public Liaison Officer 

 (202) 358-2582 

Johnson Space Center 

 Stella Luna 

FOIA Public Liaison Officer 

 (281) 483-8612 

Langley Research Center 

 Cheryl Cleghorn 

FOIA Public Liaison Officer 

 (757) 864-2497 

Stennis Space Center 

 Joy Smith 

FOIA Public Liaison Officer 

 (228) 688-2118