[Code of Federal Regulations]
[Title 22, Volume 1]
[Revised as of April 1, 2005]
From the U.S. Government Printing Office via GPO Access
[CITE: 22CFR171.5]

[Page 704-705]
 
                       TITLE 22--FOREIGN RELATIONS
 
                     CHAPTER I--DEPARTMENT OF STATE
 
PART 171_AVAILABILITY OF INFORMATION AND RECORDS TO THE PUBLIC
--Table of Contents
 
                 Subpart A_General Policy and Procedures
 
Sec. 171.5  Requests for information--types and how made.

    (a) Requests for records in accordance with this chapter may be made 
by mail addressed to the Information and Privacy Coordinator, U.S. 
Department of State, SA-2, 515 22nd Street, NW., Washington, DC 20522-
6001. Facsimile requests under the FOIA only may be sent to: (202) 261-
8579. E-mail requests cannot be accepted at this time. Requesters are 
urged to indicate clearly on their requests the provision of law under 
which they are requesting information. This will facilitate the 
processing of the request by the Department. In any case, the Department 
will process the request under the provision of law that provides the 
greatest access to the requested records.
    (b) Requests may also be made by the public in person from 8:15 a.m. 
to 5 p.m. at the Department of State, SA-2, 515 22nd Street, NW., 
Washington, DC.
    (c) Although no particular request format is required, it is 
essential that a request reasonably describe the Department records that 
are sought. The burden of adequately identifying the record requested 
lies with the requester. Requests should be specific and include all 
pertinent details about the request. For FOIA requests, the request 
should include the subject, timeframe, any individuals involved, and 
reasons why the Department is believed to have records on the subject of

[[Page 705]]

the request. For Privacy Act requests, the request should state the type 
of records sought, the complete name and date and place of birth of the 
subject of the request, and the timeframe for the records. An original 
signature is required. See Sec. 171.12(b) for guidance regarding third 
party requests. Individuals may seek assistance regarding any aspect of 
their requests from the Chief, Requester Liaison Division, (202) 261-
8484.
    (d) While every effort is made to guarantee the greatest possible 
access to all requesters regardless of the specific statute under which 
the information is requested, the following guidance is provided for 
individuals in requesting records:
    (1) Freedom of Information Act. Requests for documents concerning 
the general activities of government and of the Department of State in 
particular (see subpart B of this part).
    (2) E.O. 12958. Requests for mandatory review and declassification 
of specific Department records and requests for access to such records 
by historical researchers and certain former government officials (see 
subpart C of this part).
    (3) Privacy Act. Requests from U.S. citizens or legal permanent 
resident aliens for records that pertain to them and that are maintained 
by the Department under the individual's name or personal identifier 
(see subpart D of this part).
    (4) Ethics in Government Act. Requests for the financial Disclosure 
Statements of Department Employees covered by this Act (see subpart E of 
this part).
    (e) First-in/first-out processing. As a general matter, information 
access requests are processed in the order in which they are received. 
However, if the request is specific and the search can be narrowed, it 
may be processed more quickly.
    (f) Cut-off date. In determining which records are responsive to a 
request, the Department ordinarily will include only records in its 
possession as of the date the search for responsive documents is 
initiated, unless the requester has specified an earlier time frame.
    (g) Records previously withheld or in litigation. Requests shall not 
be processed for records that have been reviewed and withheld within the 
past two years or whose withholding is the subject of litigation.