procedures, operations, or other activities, or because of the informational value of data contained therein, but does not include books, magazines or other materials acquired solely for library purposes and available through any officially designated library of CSA and does not include analyses, computer programs, computations, or compilations of information not extant at the time of the request.

(c) "Request"-a letter or other written communication seeking records under the Freedom of Information Act.

(d) "Person"-includes a corporation or organization as well as an individual.

§ 1005.4 Location and use of CSA records.

(a) Central records room-CSA Headquarters. The Community Services Administration maintains a central records room at its headquarters, 120019th Street NW., Room 213, Washington, D.C. 20506 which is under the supervision of the FOIA Records Officer and is open during regular business hours of CSA for the convenience of members of the public in inspecting or copying materials and records.

(b) CSA Regional Offices. (1) CSA has ten Regional Offices. Although it may not always be feasible to set aside records rooms in Regional Offices for the exclusive or primary use of the public, every reasonable effort will be made to accommodate members of the public who wish to use regional office facilities for the purpose of inspecting and copying records. The records officer of each Regional Office is designated to receive and handle requests submitted pursuant to this part.

(2) CSA regional offices are in the following locations and cover CSA activities in the state indicated:

Region IV (North Carolina, Tennessee, Kentucky, South Carolina, Georgia, Alabama, Mississippi, and Florida), 730 Peachtree Street NE., Atlanta, Georgia 30308.

Region V (Minnesota, Wisconsin, Michigan, Illinois, Indiana, and Ohio), 300 South Wacker Drive, 24th Floor, Chicago, Ill. 60605.

Region VI (New Mexico, Oklahoma, Arkansas, Texas, and Louisiana), 1200 Main Street, Dallas, Texas 75202.

Region VII (Nebraska, Iowa, Kansas, and Missouri), 911 Walnut Street, Kansas City, Mo. 64106.

Region VIII (Montana, North Dakota, South Dakota, Wyoming, Utah, and Colorado), Federal Building, 1961 Stout Street, Denver, Colorado 80202.

Region IX (California, Nevada, Arizona, Hawaii, Guam, and Pacific Trust Territories), 450 Golden Gate Avenue, Box 36008, San Francisco, California 94102.

Region X (Alaska, Washington, Oregon, and Idaho), Arcade Plaza Building, 1321 Second Avenue, Seattle, Washington 98101.

(c) Federal outlays reports. CSA is the official agency for the collection and computerized publication of Federal Outlays Reports covering each of the 50 States, the District of Columbia, Territories, and other area volumes, and a summary volume. These volumes provide data on all domestic Federal expenditures-where the dollars are spent, and for what purposes. At the national and state levels, the outlays are summarized by agency, program and budget functions. At the county level they are detailed by program, activity and appropriation. The reports are selectively distributed to a large number of governmental officials and organizations at Federal, state and local levels. Additional copies may be available upon request, as long as supplies last, for members of Congress, Federal agencies and state and local officials. Requests from private firms and individuals are referred to the National Technical Information Service (NTIS), which furnishes copies at reasonable costs under charges determined by NTIS. Upon request, existing computer reports in the form of magnetic tape copies are furnished without charge to members of Congress and state and local officials, to be utilized by computer personnel for special analyses. Requests for tape versions of the outlays from private firms and individuals are referred to the Na

tional Archives Record Service. NARS has been furnished complete computer files for each of the past fiscal years' reports.

(d) Use of records rooms. (1) Any person who wishes to inspect or copy opinions, interpretations, staff manuals, or other materials regularly maintained in a records room may secure access to those materials by presenting himself at one of the addresses indicated during business hours. No advance notice or appointment is required, although persons wishing to make extended use of regional office facilities should take account of the possible limitations in these facilities as described in paragraph (b) of this section.

(2) The records rooms are also available to any person to inspect and copy records which are not regularly maintained in the records room. To obtain this type of record, a person should present his request identifying the record to the records officer. It will often be impossible, however, to produce these records, or copies of them on very short notice. Accordingly, a member of the public who wishes to use records room facilities to inspect or copy such records is advised to arrange a time in advance, by phone or letter, addressing the request to the records officer of the facility he desires to use. Persons seeking records by phone will be advised by the records officer or his designee whether a written request would be advisable to aid in the identification and expeditious handling of the records sought. Persons making such requests should address them to the "Records Officer" of either the Headquarters address or one of the regional office addresses listed in paragraph (a) and (b) of this section and should identify the records sought in the manner provided in § 1005.5 of this part. They should also indicate whether there is any specific date on which they would like to use the records room facilities. The records officer will advise the requester as promptly as possible but in any event within ten working days, whether the records sought will be available on the date requested. If access to the records sought is denied, the denial

shall be communicated to the requester as set forth in § 1005.10.

(e) Indexes. The Freedom of Information Act Amendments of 1974, Pub. L. 93-502, added a requirement to subsection (a)(2) of the Act, 5 U.S.C. 552, specifying periodic publication and maintenance of indexes. Indexes of CSA instructions and regulations pertaining to grantee administrative, financial and programmatic operations have been published for some years, and will continue to be updated and published as required. They will be provided upon request, subject to stock availability and reasonableness of quantity requested, without cost. However, the Community Services Administration has determined that quarterly, or more frequent, publication of indexes of opinions, policy statements, staff manuals and instructions other than those just mentioned, and other records, is unnecessary and impracticable. Such indexes shall be maintained available for public inspection and copying in accordance with § 1005.4 (a), (b) and (d) of this part.

[40 FR 45820, Oct. 3, 1975, as amended at 42 FR 16625, Mar. 29, 1977; 42 FR 19329, Apr. 13, 1977]

§ 1005.5 Procedures to be followed by requester.

(a) Form of requests. A request need not be in any particular format except that it:

(1) Must be in writing;

(2) Must describe the records sought with sufficient specificity to permit identification;

(3) Should be clearly identified both on the envelope (if any) and in the text as a Freedom of Information or FOIA request;

(4) Should be addressed to:

FOIA Records Officer, Office of Administration, Community Services Administration, 1200 19th Street NW., Washington, D.C. 20506.

or the Records Officer in the appropriate region.

(5) Should include the name, address and (optional) phone number of the requester; and

(6) Should specify willingness to pay fees, if any (see § 1005.8(b)).

(b) Among the kinds of information which a person seeking a record should try to provide in order to permit identification of a record are the following:

(1) The specific event or action, if any or if known to which the record refers;

(2) The unit or program of CSA which may be responsible for or may have produced the record, such as Community Action Programs, or the Economic Development Program;

(3) The date of the record or the date or period to which it refers or relates, if known;

(4) The type of record, such as an application, a contract, or a grant, or a report;

(5) Personnel of CSA who may have prepared or have knowledge of the record;

(6) Citations to newspapers or publications which are known to have referred to the record.

(c) Records relating to any local community action program will generally be located in the regional office serving the State in which the program is being operated; records relating to the Economic Development program will be located at the Headquarters office. If the person making the request is uncertain whether the record is located in a particular office, he should write to the FOIA Records Officer in the Headquarters Office. The request should identify the records of which copies are sought as provided in paragraph (a) of this section.

(d) Results of failure to follow procedures. The result of any failure to follow the procedures set out above may be to prevent or delay the processing of a request. In particular:

(1) A request not submitted in writing is not a request under the Freedom of Information Act and the provisions of the Act including the 10 day time limit for response thereunder will not be deemed applicable to such a request.

(2) If a request is submitted without information adequate to enable identification, the CSA FOIA Records Officer shall notify the requester of the need for additional information as soon as possible, but in any event