Freedom of Information Act (FOIA)
Freedom of Information Act (FOIA) requests regarding the Exchange records are handled through the General Counsel Office.
The FOIA staff at the Exchange is responsible for reviewing, coordinating, and responding to requests coming to the field and headquarters that relate to the Exchange records.
FOIA Reading Room - https://www.rmda.army.mil/foia/FOIA_ReadingRoom/index.aspx
- General Counsel Office - FOIA Staff FAX (214) 465-2912.
- FOIA/Privacy Manager, Teresa Schreurs TEL (214) 312-6103
How do I make a Freedom of Information Act (FOIA) request?
- The Exchange
- General Counsel Office – FOIA
- P.O. Box 650060
- Dallas, TX 75265-0060
- FAX (214) 465-2912 Attn. FOIA Manager
What do I include in my FOIA request?
Clearly state, in writing, your request for documents under the Freedom of Information Act. Describe the records you are seeking as specifically as possible. Include any details you may have regarding the time, place, persons, events, subjects, or any other information which will assist in the search for specific documents. This will help with processing time and provide a quicker response. Include a daytime phone number and mailing address as frequently, the FOIA staff need to contact you with questions regarding requests. All requests must be made in writing.
NOTE: The FOIA does not require agencies to do research, analyze data, answer written questions, or create records in order to respond to a request.
If you are requesting information relative to yourself, please complete the following affidavit of identity and provide the original with your request. If you do not present a completed, notarized affidavit, your request cannot be processed. This requirement helps to ensure private information about you will not be disclosed to anyone else. In addition, requests for information on deceased individuals, must provide proof of position of executor or executrix and proof of death.
NOTE: Personal information should be sent by mail, thereby requiring a mailing address and will not be sent or replied to by email or fax.
Will I be charged a fee for processing a FOIA request?
Search, review, and duplication of records fees may apply. Please indicate your willingness to pay applicable fees.
Below are the four categories of requests where service charges apply:
Commercial Use Requests -- will be charged for research, review, and duplication.
Educational and Non-commercial Scientific Institution Requests -- will be charged for duplication over the first 100 pages.
Representatives of the News Media --will be charged for duplication over the first 100 pages.
All Other Requests – will be charged for search and duplication over the first 2 hours of search and the first 100 pages of duplication.
Note: The Exchange may ask for supporting justification as proof for requests claiming status under Educational, Non-commercial Scientific Institutions or News Media.
If you expect or are advised that a fee will be charged, you may request a waiver of those fees. However, fee waivers are limited to situations in which the requester can show that the disclosure of the requested information is in the public interest because it is likely to contribute to public understanding of the operations and activities of the government and is not primarily in the commercial interest of the requester. Please be aware that a fee waiver request can be approved or disapproved.
Other FOIA Charges:
Notarized Document Charges
- $15.00 Notarized No Records Declaration
- $15.00 Affidavit: Certification of Authenticity of Domestic Business Records
- $15.00 Any other document which requires notarization
Point of Sale Access:
- As a FOIA “Special Service”, all requests for point of sale access will be charged at a rate of $110.00 per month of access per sub-department. Yearly access request will be charged in one invoice. All invoices are due in full within 30 days of issue.
Late and Administrative Fees:
- Pursuant to OMB Guidelines, outstanding invoices (over 30 days) are subject to interest beginning at the time the invoices are processed. Any future FOIA requests will not be processed until all past due amounts are paid in full.
When will I receive a response to my FOIA request?
Under FOIA, you have a right to a response within 20 business days of official receipt of your clarified request. A clarified request is where the Exchange’s interpretation and your interpretation are the same. This is done through an acknowledgement letter the Exchange will send to you after receipt of your request. This letter will explain how the Exchange interprets your request, specifies your request status (commercial, media, other), outlines any fees which might be involved in processing your request, and gives other details which might be necessary.
The Exchange makes every effort to meet this deadline. However, if the 20 days time limit cannot be met due to the volume and / or complexity of requests received, we will advise the requester of this fact within the 20-workday statutory time limit. If at all possible, we will provide the requester with a certain timeframe in which a final response may be anticipated. If there is an issue related to fees, this 20 day period will be tolled until the fee issue is resolved.
Contact the FOIA office with questions.
As a convenience, The Exchange offers the following resources. The Exchange cannot attest to the accuracy of information contained on these external sites. Linking to said website does not constitute an endorsement by the Exchange.