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XII.D.(2). COMPARISON OF NUMBERS OF REQUESTS FROM PREVIOUS AND CURRENT

ANNUAL REPORT -- BACKLOGGED REQUESTS

Agency / Component

Number of Backlogged
Requests as of End of the
Fiscal Year from Previous

Annual Report

Number of Backlogged
Requests as of End of the
Fiscal Year from Current
Annual Report

RRB 0 0)
OIG 11
AGENCY OVERALL 11 8



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utilize the FOIA in responding to the requester are included in this Report.

Additionally, a FOIA request includes records referred to the agency for
processing and direct response to the requester. It does not, however, include
records for which the agency has received a consultation from another agency.
(Consultations are reported separately in Section XII of this Report.)

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

Full Denial — an agency decision not to release any records in response to a FOIA
request because the records are exempt in their entireties under one or more of the
FOIA exemptions, or because of a procedural reason, such as when no records
could be located.

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

Multi-Track Processing — a system in which simple requests requiring relatively
minimal review are placed in one processing track and more voluminous and
complex requests are placed in one or more other tracks. Requests granted
expedited processing are placed in yet another track. Requests in each track are
processed on a first in/ first out basis.

i. Expedited Processing — an agency will process a FOIA request on an
expedited basis when a requester satisfies the requirements for expedited
processing as set forth in the statute and in agency regulations.

ii. Simple Request — a FOIA request that an agency using multi-track
processing places in its fastest (non-expedited) track based on the low
volume and/or simplicity of the records requested.

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

Partial Grant/Partial Denial — in response to a FOIA request, an agency
decision to disclose portions of the records and to withhold other portions that are
exempt under the FOIA, or to otherwise deny a portion of the request for a
procedural reason.

Pending Request or Pending Administrative Appeal — a request or
administrative appeal for which an agency has not taken final action in all
respects.

Perfected Request — a request for records which reasonably describes such


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VIIILA. REQUESTS FOR EXPEDITED PROCESSING

is Number
[Median Number of Average Number ae
Agenoy / Number Granted | Number Denied Days to of Days to Adjudicated
Component a a met Within Ten
Adjudicate Adjudicate
Calendar Days

RRB 0 N/A\ N/A\ N/A\
OIG N/A N/A N/A

AGENCY

OVERALL 0 10) N/A| N/A\ N/A



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VI.C.(4). RESPONSE TIME FOR ADMINISTRATIVE APPEALS

Agency / Component

[Median Number of Days

Average Number of

Highest Number of

Days Lowest Number of Days! Days
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XIl.A. BACKLOGS OF FOIA REQUESTS AND ADMINISTRATIVE APPEALS

AGENCY OVERALL

Number of Backlogged | Number of Backlogged
Agency / Component | Requests as of End of | Appeals as of End of
Fiscal Year Fiscal Year
RRB O
OIG
8 0



X. FEES COLLECTED FOR PROCESSING REQUESTS

Agency / Component Total moun of Fees Percentage of Total |
RRB $15.00) 0.03%)
OIG $0.00) 0.00%

AGENCY OVERALL $15.00 0.03%,



4. Agency Component Abbreviations

Component Abbreviation

Component Name

RRB

RRB

OIG

Office of Inspector General



q.

records and is made in accordance with published rules stating the time, place,
fees (if any) and procedures to be followed.

Processed Request or Processed Administrative Appeal — a request or
administrative appeal for which an agency has taken final action in all respects.

Range in Number of Days — the lowest and highest number of days to process
requests or administrative appeals.

Time Limits — the time period in the statute for an agency to respond to a FOIA
request (ordinarily twenty working days from receipt of a perfected FOIA request).

The following are concise descriptions of the nine FOIA exemptions:

a.

b.

Exemption 1: classified national defense and foreign relations information.

Exemption 2: information that is related solely to the internal personnel rules and
practices of an agency.

Exemption 3: information that is prohibited from disclosure by another federal law.
Exemption 4: trade secrets and other confidential information.

Exemption 5: inter-agency or intra-agency communications that are protected by
legal privileges.

Exemption 6: information involving matters of personal privacy.

Exemption7: records or information compiled for law enforcement purposes, to the
extent that the production of those records (A) could reasonably be expected to
interfere with enforcement proceedings, (B) would deprive a person of a right to a fair
trial or an impartial adjudication, (C) could reasonably be expected to constitute an
unwarranted invasion of personal privacy, (D) could reasonably be expected to
disclose techniques and procedures for law enforcement investigations or
prosecutions, or would disclose guidelines for law enforcement investigations or
prosecutions, or (F) could reasonably be expected to endanger the life or physical
safety of any individual.

Exemption 8: information relating to the supervision of financial institutions.

Exemption 9: geological information on wells


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V.A. FOIA REQUESTS -- RECEIVED, PROCESSED AND PENDING FOIA REQUESTS

Number of Number of Number of Number of
Requests
Agency / Component Pending as of Requests Requesis Requests
Received Processed Pending as of End
Start in Fiscal Year in Fiscal Year of Fiscal Year
of Fiscal Year
RRB 0 95) 95)
(OIG 11 4 7 8
AGENCY OVERALL 11 99) 102)



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U.S. Railroad Retirement Board
Annual Freedom of Information Act (FOIA) Report

Figcal Year 2017

iF BASIC INFORMATION REGARDING REPORT.

1. Name, title, address, and telephone number of person(s) to be contacted with questions
about the Report.

Ana M. Kocur

General Counsel/Chief FOIA Officer
U.S. Railroad Retirement Board
844 North Rush Street

Chicago, IL. 60611-1275

312-751-4984

2. Electronic address for Report on the World Wide Web.

A copy of this Report will be posted on the RRB’s Web Site at www.rrb.gov.

3 How to obtain a copy of the Report in paper form.

A copy of this Report may be obtained by writing to Ana M. Kocur

at the above address.

MAKING A FOIA REQUEST.

The United States Railroad Retirement Board (RRB) is a federal agency charged with the administration
of the Railroad Retirement and Railroad Unemployment Insurance Acts. In general, the Railroad
Retirement Act replaces the Social Security Act for employment in the railroad industry. Similarly, the
Railroad Unemployment Insurance Act replaces state unemployment acts for work in the railroad
industry. The RRB is headquartered at 844 North Rush Street in Chicago, Illinois 60611-1275. All written
requests for records should be directed to this address.


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V.B.(2). DISPOSITION OF FOIA REQUESTS -- "OTHER" REASONS FOR "FULL DENIALS
BASED ON REASONS OTHER THAN EXEMPTIONS"

Agency / Number of Times
gency Description of "Other" Reasons for Denials from Chart B(1) "Other" Reason TOTAL
Component !
Was Relied Upon
RRB N/A 7
(OIG INIA a
AGENCY

OVERALL



XI.B. NUMBER OF SUBSECTION (A)(2) POSTINGS

Agency / Component

Number of (a)(2) Records Posted by the
FOIA Office

Number of (a)(2) Records Posted by
Program Offices

RRB

jOGC

AGENCY OVERALL



XI.A. NUMBER OF TIMES SUBSECTION (C) USED

Agency / Component

Number of Times Subsection (C) Used

RRB

(OGC

AGENCY OVERALL



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XII.E.(2). COMPARISON OF NUMBERS OF ADMINISTRATIVE APPEALS FROM
PREVIOUS AND CURRENT ANNUAL REPORT -- BACKLOGGED APPEALS

Agency / Component

Number of Backlogged
Appeals as of End of the
Fiscal Year from Previous

Annual Report

Number of Backlogged
Appeals as of End of the
Fiscal Year from Current

Annual Report

RRB 0 0
OIG 0 0)
AGENCY OVERALL 0) 0)





ViII.B. REQUESTS FOR FEE WAIVER

[Median Number of Average Number

a Number Granted | Number Denied Days to of Days to
* Adjudicate Adjudicate
BRE NA NA
OIG 0 NAI NA
AGENCY
OVERALL 0 N/A NA



b.

c

FTE—Full-time employee

OIG — Office of Inspector General

Basic terms, expressed in common terminology.

a.

Administrative Appeal — a request to a federal agency asking that it review at a
higher administrative level a FOIA determination made by the agency at the
initial request level.

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.

Backlog — the number of requests or administrative appeals that are pending at an
agency at the end of the fiscal year that are beyond the statutory time period for a
response.

Component — for agencies that process requests on a decentralized basis, a
“component” is an entity, also sometimes referred to as an Office, Division,
Bureau, Center, or Directorate, within an agency that processes FOIA requests.
The FOIA now requires that agencies include in their Annual FOIA Report data
for both the agency overall and for each principal component of the agency.

Consultation — the procedure whereby the agency responding to a FOIA request
first forwards a record to another agency for its review because the other agency
has an interest in the document. Once the agency in receipt of the consultation
finishes its review of the record, it responds back to the agency that forwarded it.
That agency, in turn, will then respond to the FOIA requester.

Exemption 3 Statute — a federal statute that exempts information from disclosure
and which the agency relies on to withhold information under subsection (b)(3) of
the FOIA.

FOIA Request — A FOIA request is generally a request to a federal agency for
access to records concerning another person (i.e., a “third-party” request), or
concerning an organization, or a particular topic of interest. FOIA requests also
include requests made by requesters seeking records concerning themselves (ie.,
“first-party” requests) when those requesters are not subject to the Privacy Act,
such as non U.S. citizens. Moreover, because all first- party requesters should be
afforded the benefit of both the access provisions of the FOIA as well as those of
the Privacy Act, FOIA requests also include any first-party requests where an
agency determines that it must search beyond its Privacy Act “systems of records”
or where a Privacy Act exemption applies, and the agency looks to FOIA to
afford the greatest possible access. All requests which require the agency to


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VI.C.(3). REASONS FOR DENIAL ON APPEAL -- "OTHER" REASONS

A ; T - Number of Times
Connon nt Description of "Other" Reasons for Denial on Appeal from Chart C(2) | "Other" Reason TOTAL
poner Was Relied Upon
IRRB N/A 0
OIG N/A {0}
AGENCY

OVERALL



Martin J. Dickman
Inspector General
Railroad Retirement Board
844 North Rush Street

Chicago, Illinois 60611-2092

E-FOIA requests may also be made at oig.foia@oig.rrb.gov.

If someone wants to request a record that we do not publish or which we do not make available in one
of our offices, the requester must give us a detailed description of the record(s) he or she wants. The
requester should give us as many details as possible, such as names, dates, subject matter and location.
A vague description could delay our answer or prevent us from finding the records requested. We will
ask a requester to revise a request if we need information to find the record(s). A requester should
include a daytime telephone number where he or she can be reached in case we have questions about
the request.

2. Brief description of why some requests are not granted.

The most common reason that a request cannot be granted is the restrictions on disclosure
contained in sections 12(d) and 12(n) of the Railroad Unemployment Insurance Act (45 U.S.C. §
362(d) and (n)) and section 7(b)(3) of the Railroad Retirement Act (45 U.S.C. § 231f(b)(3)), which
incorporates sections 12(d) and 12(n) of the Railroad Unemployment Insurance Act. Those
sections restrict the disclosure of personally identifiable material (section 12(d)) and medical
records (section 12(n)). Section 12(d) has been held to be an exemption 3 statute in Association
of Retired Railroad Workers v. United States Railroad Retirement Bd., 830 F. 2d 331,334 (D.C.
Cir. 1987).

iT ACRONYMS, DEFINITIONS, AND EXEMPTIONS.

1. Agency-specific acronyms or other terms.

a. RRB-- Railroad Retirement Board


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Information available from the RRB under the Freedom of Information Act (FOIA) includes the agency’s
procedure manuals, final decisions of the three-member Board which heads the agency, rulings of the
Board, and legal opinions. Board coverage decisions and agency legal opinions are available on our web
site.

Because the RRB administers a comprehensive program of railroad retirement, unemployment, and
sickness benefits for railroad workers, it also maintains information about individuals that may not be
disclosed in response to a FOIA request. The Railroad Retirement Act, the Railroad Unemployment
Insurance Act, and the Privacy Act restrict the disclosure of information about individuals. If someone
requests information about an individual, the requester must, as a general rule, provide the RRB a
written authorization signed by the individual who is the subject of that record.

1. Names, addresses, and telephone numbers of all individual agency components and offices that
receive FOIA requests.

The RRB has designated the Office of General Counsel as the FOIA Requester Service Center for
the agency. All requests, other than those to the Inspector General, under the FOIA should be
made by writing to Ana M. Kocur, General Counsel/ Chief FOIA Officer. No form is needed.
Mark both the envelope and its contents: “FREEDOM OF INFORMATION REQUEST” or
“INFORMATION REQUEST.” Address your request to:

Ana M. Kocur

General Counsel/Chief FOIA Officer
Railroad Retirement Board

844 North Rush Street

Chicago, Illinois 60611-1275

Requests may also be made by facsimile tO (312) 751-7102 or by E-FOIA at foiarequest@rrb.gov.

Because of the independent nature of the Office of Inspector General, requests for information from the
Inspector General should be made by writing to Martin J. Dickman, Inspector General. No form is
needed. Mark both the envelope and its contents: “FREEDOM OF INFORMATION REQUEST” or
“INFORMATION REQUEST.” Address your request to:


XII.B. CONSULTATIONS ON FOIA REQUESTS -- RECEIVED, PROCESSED, AND
PENDING CONSULTATIONS

[

Number of
Consultations Received
from Other Agencies

Number of
Consultations Received

Number of
Consultations Received
from Other Agencies

Number of

Consultations Received)

AGENCY OVERALL

Agency. Companant from Other Agencies
gency P hat were Pending at the} from Other Agencies | that were Processed by|that were Pending at the
Agency as of Start | During the Fiscal Year | the Agency During the Agency as of End
of the Fiscal Year Fiscal Year of the Fiscal Year
RRB 0} 0 0
OIG 0} 0)
0 0 0



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VILA. ADMINISTRATIVE APPEALS OF INITIAL DETERMINATIONS OF FOIA REQUESTS --
RECEIVED, PROCESSED, AND PENDING ADMINISTRATIVE APPEALS

Agency / Component

Number of Appeals
Pending as of Start
of Fiscal Year

Number of
Appeals Received
in Fiscal Year

Number of
Appeals Processed
in Fiscal Year

Number of Appeals
Pending as of End
of Fiscal Year

RRB

OIG

AGENCY OVERALL



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