Federal Mediation and Conciliation Service

Privacy Act of 1974; System of Records 

AGENCY: FMCS 

ACTION: Notice of a New System of Records- FOIAxpress 

SUMMARY: This SORN is submitted for a FOIA processing system new to FMCS that will 

enable requesters to submit, receive, and appeal their FOIA requests and decisions via an online 

portal. 

DATES: October 1, 2020. 

ADRESSES: Office of General Counsel,250 E Street, SW, Washington, DC 20427: 

foia@fmcs.gov. 

FOR FURTHER INFORMATION CONTACT: Anna Davis, Deputy General Counsel, 

adavis@fmcs.gov 

SUPPLEMENTARY INFORMATION: This describes a new system for receiving, 

processing, and storing FOIA requests and responses. 

SYSTEM NAME AND NUMBER: FOIAxpress. 

SYSTEM LOCATION: Federal Mediation and Conciliation Service, 250 E Street, SW, 

Washington, DC 20427; AINS 806 W. Diamond Ave. Gaithersburg, MD 20878. 

SYSTEM MANAGER(S): Sarah Cudahy, General Counsel, FMCS 250 E Street, SW, 

Washington, DC 20427. 

AUTHORITY FOR MAINTENANCE OF THE SYSTEM: Federal Mediation and 

Conciliation Service, 29 U.S.C. §172, et seq.; Freedom of Information Act, 5 U.S.C. §552. 

PURPOSE(S) OF THE SYSTEM: To consider requests and appeals for access to records 

under the Freedom of Information Act; to determine the status of requested records; to respond 

to the requests and appeals; to make copies of FOIA requests and frequently requested records 

available publicly, under the FMCS’s Rules of Practice and FOIA; to maintain records, 

documenting the consideration and disposition of the requests for reporting, analysis, and 

recordkeeping purposes. 

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM: Individuals filing 

requests for access to information under the Freedom of Information Act (FOIA); individuals 

named in the FOIA request; FMCS staff assigned to help process, consider, and respond to such 

requests, including any appeals. 

 
CATEGORIES OF RECORDS IN THE SYSTEM: Communications (e.g., letters, emails) to 

and from the requesting party; agency documents generated or collected during processing and 

consideration of the request, including scanned copies of materials responsive to the FOIA 

request. 

RECORD SOURCE CATEGORIES: Individuals about whom the record is maintained, and 

agency staff assigned to help process, review, or respond to the access request, including any 

appeal. 

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING 

CATEGORIES OF USERS AND PURPSOES OF SUCH USES: (1) Request and appeal 

letters, and agency letters responding thereto, are placed on the 

FMCS’s public record and available to the public for routine inspection and copying. See

https://www.fmcs.gov/foia/ also, 29 CFR § 1401, Subpart B, §§ 1401.20 -1401.36. 

(2) As required by the FOIA, records that have been ‘‘frequently requested’’ and 

disclosed under the FOIA within the meaning of that Act, as determined by the FMCS, are made 

available to the public for routine inspection and copying. See

https://www.fmcs.gov/resources/documents-and-data/. 

(3) Disclosure to the National Archives and Records Administration, Office of 

Government Information Services (OGIS), to the extent necessary to fulfill its responsibilities in 

5 U.S.C. § 552(h), to review administrative agency policies, procedures, and compliance with the 

Freedom of Information Act (FOIA), and to facilitate OGIS’s offering of mediation services to 

resolve disputes between persons making FOIA requests and administrative agencies.

POLICIES AND PRACTICES FOR STORAGE OF RECORDS: Records are maintained 

electronically using a commercial software application run on the agency’s internal servers. 

Temporary paper files are destroyed once the appeal process for the FOIA request has expired. 

POLICIES AND PRACTICES FOR RETRIEVAL OF RECORDS: Indexed by name of 

requesting party and subject matter of request. Records can also be searched by name, address, 

phone number, fax number, and email of the requesting party, subject matter of the request, 

requestor organization, FOIA number, and staff member assigned to the request. 

POLICIES AND PRACTICES FOR RETENTION OF DISPOSAL OF RECORDS: 

Records are retained and disposed of in accordance with General Records Schedule 4.2, issued 

by the National Archives and Records Administration 

ADMINSTRATIVE, TECHNICAL, AND PHYSICAL SAFEGUARDS: Requests, appeals, 

and responses available to the public, as described above. Access to nonpublic system records is 

restricted to FMCS personnel or contractors whose responsibilities require access. Nonpublic 

paper records are temporary, maintained in lockable file cabinets or offices, and destroyed once 

the request is complete. Access to electronic records is controlled by ‘‘user ID’’ and password 

combination and other electronic access or network controls (e.g., firewalls). FMCS buildings 

are guarded and monitored by security personnel, cameras, ID checks, and other physical 

security measures. 
RECORD ACCESS PROCEDURES: See https://www.fmcs.gov/resources/documents-anddata/ and 29 CFR §1410.3 - Individual access requests. 

CONTESTING RECORDS PROCEDURES: See 29 CFR §1401.35- Appeals from denials of 

requests and the appeals process located at https://www.fmcs.gov/resources/documents-anddata/. 

NOTIFICATION PROCEDURES: See 29 CFR §1401.20, et seq. Privacy Act requests to 

amend or correct records may be submitted to the Chief Privacy Officer at privacy@fmcs.gov or 

Chief Privacy Officer, FMCS 250 E Street, SW Washington, D.C. 20427. 

EXEMPTIONS PROMULGATED FOR THE SYSTEM: None. 

HISTORY: None.