INSTRUCTIONS PURPOSE: This form is used to record costs associated with the processing of a Freedom of Information request. 1. Request Number-First two digits will express CY followed by dash (-) and Component's request number, i.e., 79-001. *2. Type of Request-Check the appropriate block to indicate initial request or appeal of a denial. 3. Date Completed-Enter year, month and day, i.e., 79/06/21. *4. Clerical Hours-For each applicable activity category, enter time expended to the nearest 15 minutes in the total hours column. The activity categories are: Search-Time spent in locating from the files the requested information. Review/Excising-Time spent reviewing the document content and determining if the entire document must retain its classification or segments could be excised thereby permitting the remainder of the document to be declassified. In reviews for other than classification, FOI exemptions 2 through 9 should be considered. Correspondence & Forms Preparation— Time spent in preparing the necessary correspondence and forms to answer the request. Other Activity-Time spent in activity other than above, such as, duplicating documents, hand carrying documents to other locations, restoring files, etc. -Multiply the time in the total hours column of each category by the hourly rate and enter the cost figures for each category. Only search cost may be charged to the requester. Further discussion of chargeable fees is found in Enclosure 6, DoD Directive 5400.7. *5. Professional Hours-For each applicable activity category, enter time expended to the nearest 15 minutes in the total hours column. The activity categories are: Review/Excising, and Other Activity-See explanation above. Coordination/Approval/Denial-Time spent coordinating the staff action with interested offices or agencies and obtaining the approval for the release or denial of the requested information. -Multiply the time in the total hours column of each category by the hourly rate and enter the cost figures for each category. Only search cost may be charged to the requester. *6. Executive Hours-For each applicable activity category, enter the time expended to the nearest 15 minutes in the total hours column. The activity categories are: Review/Excising and Coordination/Approval/Denial-See explanation above. -Multiply the time in the total hours column in each category by the hourly rate and enter the cost figures for each category. *7. Computer Search-Enter the time to the nearest 15 minutes in the total hours column. -Multiply the total hours by the computer hourly rate and enter the cost figures. Computer search will be based on direct cost only if the Central Processing Unit, input/ output devices, and memory capacity of the actual computer configuration used. This amount is fully chargeable to the requester. *8. Office Copy Reproduction-Enter the number of pages reproduced. -Multiply by the rate per copy and enter cost figures. The entire cost is chargeable to the requester. *9. Microfiche Reproduction-Enter the number of microfiche copies reproduced. -Multiply by the rate per copy and enter cost figures. The entire cost is chargeable to the requester. *10. Printed Records-Enter total pages in each category. The categories are: Forms (Include any type of printed forms) Publications (Include any type of bound document, such as directives, regulations studies, etc.) Reports (Include any type of memorandum, staff action paper, etc.) -Multiply the total number of pages in each category by the rate per page and enter cost figures. The entire cost of each category is chargeable to the requester. 11. For FOI Office Use Only a. Search Fees Paid-Enter total search fees paid by the requester. b. Copy Fees Paid-Enter the total of copy fees paid by the requester. c. Total Paid-Add search fees paid and copy fees paid. Enter total in the total paid block. "d. Date Paid-Enter year, month and day, i.e., 79/10/24, the fee payment was received. e. Total Collectable Costs-Add the blocks in the cost column marked with an asterisk and enter total in the total collectable cost block. Only search, reproduction and printed records are chargeable to the requester. f. Total Processing Costs-Add all blocks in the cost column and enter total in the total processing cost block. The total processing cost in most cases will exceed the total collectable cost. g. Total Charged-Enter the total amount that the requester was charged, taking into account the fee waiver threshold and fee waiver policy. *h. Fees Waived/Reduced-Indicate if the cost of processing the request was waived or reduced by placing an "X" in the "Y" block for Yes or an "X" in the "N" block for No. NOTE. All items marked with an asterisk: (*) have been registered in the DoD Data Element Standardization Program (DoD Manual 5000.12M). Items 4, 5 and 6 were registered under data element "Type of FOI NOTE.-Items marked with an asterisk (*) have been registered in the DoD Data Element Program. INSTRUCTIONS FOR TRIANNUAL FOI REPORT 1. General a. To accomplish FOI cost reporting, each reporting activity must, first, determine whether sufficient repetitive requests are available to develop an average cost factor for these requests; second, establish which employees devote a sufficient percentage of their time to FOI duties to calculate their involvement in manyears; third, accumulate data on time (manhours) and costs involved in each case processed; and fourth, keep track of operating costs of the FOI Program. DD Form 2086 (Appendix F) should be used to accumulate case data. b. Only those requests processed under the FOI Act shall be costed and reported. The provision to the public of unclassified information, documents, and forms as part of normal service, in accordance with previously established criteria or the Privacy Act, is excluded from this reporting requirement. Total: O-3 GS-9(5) GS-4(3) Appeals (3) No. Requests Processed During this Reporting Period: Reportable Requests Total: 1 See DoD Instruction 5000.22 (reference (t)). In the report for the last four-month period (Sept-Dec) of each year, include the costs attributable to the Annual Report. 1 Manyears=225-100-3-.75. (a) Military Grades-use DoD Accounting Guidance Handbook (Dob) 7220.9-H, Sec. 252 (reference (u)). (b) Civilian Grades-use Office of Personnel Management Salary Table. b. Use of one-third the annual wage and dividing manyears by three is required in this triannual report. Delete the computation. c. Section B.(2) accounts for all other personnel involvement by manhours in particular activities associated in request processing as captured on DD Form 2086 (Appendix F). At the end of the reporting period, determine the total hourly data for each activity from all forms for the 4-month period and add totals into the five areas. It is suggested that hours and fractions thereof be added rather than dollar amounts. The use of standard fee schedule rates for each activity simplifies mathematical calculations and also allows these data to be compared to amounts collected. Executive manhours will likely be restricted to (2) (b) and (c) of Section B. (2) Example Computation: Clerical Search hours 2071.75x$8.00-$16,574.00 Professional Search hours 910.20x$16.00-$14,563.20 (1) Search time costs = $31,137.20 d. Section B.(3) applies overhead to the direct manyear/manhour costs previously totaled above. The overhead rate includes the costs of supervision, space, and administrative support. Some reporting activities may have their own overhead rate (or will choose to develop one) based on cost experience. In the event that no such rate is available, an overhead rate of 25 percent may be used to produce an estimate of overhead costs. Include the rate used in the report. 4. Section C Add the dollar amounts for each type of cost as recorded on DD Form 2086 (Appendix F) for the period and enter the total for each of these costs. 5. Section D Use of this section recognizes reporting costs as part of total costs. It also provides for those other costs that are easily identifiable by each reporting activity. This section allows each DoD Component, as well as other levels of command, to amplify reporting requirements for subordinate levels. Use can vary, but items such as per diem, operation of courier vehicles, training courses, printing (indexes and forms), and use of indicia apply. 6. Section E The summary data provide a total best estimate cost figure for administering the FOI Program during the reporting period, a recap of fees collected, and the workload that generated these costs and collections. REFERENCES (e) DoD Directive 5100.3, "Support of the Headquarters of Unified, Specified and Subordinate Joint Commands," March 17, 1980. (f) Title 5, United States Code, Section 551, "Administrative Procedures Act". (g) DoD 5200.1-R, "DoD Information Security Program Regulation," October 1980, authorized by DoD Directive 5200.1, November 29, 1978. (h) Title 35, United States Code, Section 181-188, "Patent Secrecy”. (i) Title 43, United States Code, Section 2162, "Restricted Data and Formerly Restricted Data". (j) Title 18, United States Code, Section 798, "Communication Intelligence". (k) Title 18, United States Code, Section 3500, "The Jencks Act". (1) DoD Directive 5200.20, "Distribution Statements on Technical Documents," September 24, 1970. (m) DoD Directive 5400.4, "Provision of Information to Congress," January 30, 1978. (n) DoD Directive 7650.1, "General Accounting Office Comprehensive Audits," July 9, 1958. (0) ACP-121 (United States Supplement 1). (p) Title 44, United States Code, Chapter 33, "Disposal of Records". (q) DoD Instruction Charges," June 12, 1979. 7230.7, "User (r) DoD Directive 5000.11, "Data Elements and Data Codes Standardization Program," December 7, 1964. (s) DoD 5000.12-M, "DoD Manual for Standard Date Elements," December 1979, authorized By DoD Directive 5000.12, April 27, 1965. (t) DoD Instruction 5000.22, "Guide to Estimating Costs of Information Requirements," October 17, 1974. (u) DoD Handbook 7220.9-H, "DoD Accounting Guidance Handbook," February 1, 1978, authorized by DoD Instruction 7220.9, July 12, 1971. DOD FREEDOM OF INFORMATION ACT PROGRAM COMPONENTS Office of the Secretary of Defense/ Defense Communications Agency National Security Agency Appendix M-[Reserved] Appendix N-Activity Address Numbers Activity Address Numbers are for use in conjunction with the Procurement Instrument Identification Numbering System as prescribed in subpart 4.70 of the DoD FAR Supplement. The six-digit number is used in the first six positions of the Procurement Instrument Identification Number (PIIN). The two-digit number is used in the first two positions of the Call/Order Serial Number. For further information, see subpart 4.70 of the DoD FAR Supplement. Activities numbering procurement instruments shall use only those unique and significant numbers assigned by their respective Department/Agency Activity Address Monitor(s). When required, activities shall also be assigned a two-digit number. (Newly assigned numbers will be listed in future revisions to Appendix N.) Activity Address Monitors are as follows: Army HQDA (JDHQ-SV-W-P), Chief, Procurement Statistics Division, Washington, DC 20310 Navy Navy Accounting and Finance Center, (NAFC-3113), Washington, DC 20390, *(Six-digit Unit Identification Number only) Air Force Hq USAF (RDCL), Directorate, Contracting and Manufacturing Policy, Washington, DC 20330 Defense Logistics Agency Chief, Policy Branch (DLA-PPR), Procurement Division, Defense Logistics Agency, Cameron Station, Alexandria, VA 223046100 Marine Corps Commandant of the Marine Corps, Headquarters, U.S. Marine Corps (CHS-2) (Code LBO), Washington, DC 20380-0001, *(Six-digit Unit Identification Number only) Defense Mapping Agency Deputy Director for Programs, Production and Operations, Defense Mapping Agency, Washington, DC 20305-3000 Defense Nuclear Agency Chief, Contract Division, Defense Nuclear Agency, Washington, DC 20305 Defense Communications Agency Chief, Logistics Management Office, Code 202, Defense Communications Agency, Washington, DC 20305 *The Navy and Marine Corps Activity Address Monitor for assignment of two-digit "alpha-numeric call/serial numbers" is: Office of Naval Acquisition Support (0212), Washington, DC 20360. Department of the Army DAAA03, B1-Pine Bluff Arsenal, Pine DAAA09, BA-USA Armament Materiel Readiness Command, Rock Island, IL 61299 DAAA11-Iowa Army Ammunition Plant, Burlington, IA 52601 DAAA19, B4-Lake City Army Ammunition Plant, Independence, MO 64056 DAAA22, BV-USA Watervliet Arsenal, Watervliet, NY 12189 DAAA27-Radford Plant, Radford, VA 24141 Army Ammunition DAAA29, FV-USA Ammunition Plant, Hawthorne, NV 89415 DAAA31, GJ-USA Ammunition Plant, McAlester, OK 74501 DAAB07, BG-USA Communications and Electonics, Materiel Readiness Command, Procurement MonDirectorate, Fort mouth, NJ 07703 DAAB08-USA Communications and Electronics Command, Base Operations Procurement Branch, DRSEL-TC-C-BO, Fort Monmouth, NJ 07703 DAAD01, B5-Yuma Proving Ground, Yuma, AZ 85364 DAAD03, B6-Jefferson Proving Ground, Madison, IN 47250 DAAD05, BM-Aberdeen Proving Ground, MD 21005 DAAD07, BN-White Sands Missile Range, NM 88002 DAAD09, BP-Dugway Proving Ground, Procurement Office, PO Box 545, Dugway, UT 84022 DAAD10-HDQTRS, USA Test and Evaluation Command, Aberdeen Proving Ground, MD 21005 DAAE07, BR-USA Tank-Automotive Command, Warren, MI 48090 DAAG02, BH-Anniston Army Depot, Anniston, AL 36201 DAAG06, ZR-Sierra Army Depot, ATTN: SDSSA-PMD-A, Herlong, CA 96113 |