FOIA Request Intake and Tracking Log (Federal Agency)

Log incoming FOIA requests, assign ownership, track search and review progress, and monitor the 20 business day statutory response deadline through final determination.

Intake and Tracking Details

• Tracking Number
  Unique case identifier for audit trail and status tracking.
• Date Received
  Date the FOIA request was received by the agency.
• Receipt Method
• Requester Name
  Optional. Collect only if needed to process the request or send a response.
• Requester Email
  Optional. Use only if email is needed for correspondence.
• Requester Affiliation or Organization
  Optional. Organization or media affiliation, if provided by the requester.
• Request Summary
  Brief summary of the records requested. Avoid collecting unnecessary personal data.
• Scope of Request
  Describe the record types, date range, offices, or systems implicated by the request.

Deadline and Case Status

• 20 Business Day Statutory Deadline
  Calculated or entered deadline for the initial FOIA response under the 20 business day rule.
• Does a statutory extension apply?
• Extension Reason
• Current Status
• Status Update Date
  Date the status was last updated.
• Priority Level

Assignment and Search

• Assigned To
  Name or team responsible for processing the request.
• Assigned Date
• Offices or Components Searched
• Search Start Date
• Search Completion Date
• Records Found?
• Search Notes
  Document search locations, custodians, and any limitations encountered.

Review, Fees, and Determination

• Fee Status
• Review Status
• Exemptions Applied
• Final Determination
• Determination Date
• Response Sent?
• Closure Notes
  Summarize the final response, release package, referral, or closure reason.