ENVIRONMENTAL
PROTECTION TRANSMITTAL
AGENCY
Addressee
1550.IB
May 13, 1975
PUBLIC AFFAIRS - FREEDOM OF INFORMATION PROGRAM
MATERIAL TRANSMITTED:
EPA Order 1550.IBj Freedom of Information Procedures
MATERIAL SUPERSEDED:
None
FILING INSTRUCTIONS:
File the attached material in numerical order in a Ji^ree-ring binder
established for the EPA Directives System.
Howard M. Messner
Deputy Assistant Administrator
for Administration
Dist: Directives
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ENVIRONMENTAL
PROTECTION ORDER 15501B
AGENCY
May 13, 1975
PUBLIC AFFAIRS - FREEDOM OF INFORMATION PROGRAM
FREEDOM OF INFORMATION PROCEDURES
1. PURPOSE. This Order establishes policy and procedures for imple-
menting the Freedom of Information Act, as amended (5 U.S.C. 552), relating
to the availability to the public of identifiable and unpublished records
contained in EPA files. It supplements the EPA regulations set forth in
Part 2, Title 40, Code of Federal Regulations. For additional information,
refer to the regulation attached at Figure 1.
2. POLICY. It is Agency policy to make the fullest possible disclosure
of information without unjustifiable expense or delay to any person who
requests information subject to the other provisions of this Order.
3. COVERAGE. Any written request to EPA for existing records is con-
sidered to be a request for records pursuant to the Freedom of Information
Act, 5 U.S.C. 552, whether or not that statute is mentioned in the request.
Requests for existing records prepared by EPA for routine public distri-
bution, e.g., pamphlets, copies of speeches, press releases, and edu-
cational materials, will be honored automatically. An individual deter-
mination is not necessary in such cases, since preparation of the records
for routine public distribution itself constitutes a determination that
the records are available to the public. Consequently, the detailed pro-
cedures in this Order apply to written requests for existing records which
are not available for routine public distribution.
4. DESIGNATIONS. The following designations are made with respect to
implementation of the Freedom of Information Act. Explanations of specific
responsibilities associated with each designation are included in the
sections on procedures.
a. 'Freedom of Information Officer. The Executive Officer, Office of
the Administrator, is designated as the Agency Freedom of Information
Officer. Each Regional Administrator will designate a Regional Freedom
of Information Officer responsible for his particular region.
Dist: Directives Distribution Initiated by:
PM-213
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ORDER
1550.IB
May 13, 1975
b. Responsible Official. The authority to make positive determinations
tbx release information, waive payment of fees, or extend the date for
mailing a determination is delegated to the Division Director.level, unless
otherwise reserved by a higher official. The authority to make negative
determinations is hereby delegated to the:
(1) Deputy Administrator;
(2) Assistant Administrators;
(3) Deputy Assistant Administrators;
(4) Heads of Headquarters Staff Offices;
(5) Regional Administrators; and
(6) Deputy Regional Administrators.
This authority is not redelegable.
c. Appeal Officials. The General Counsel is designated as the Agency
Official responsible for making legal determinations on written appeals
from negative determinations made by Headquarters or regional officials.
He may delegate this duty to a Regional Counsel in connection with any
category of appeals or any individual appeal. The Director, Office of
Public Affairs, is responsible for reviewing those appealed determinations
where the General Counsel has ruled the information withholdable but not
required legally to be withheld. The Administrator is responsible for
the final appeals determination whenever the Office of Public Affairs and
the responsible official do not agree on the release of information that
legally may be withheld.
5. PROCEDURES FOR ROUTING REQUESTS.
a. Correspondence Marked "Freedom of Information" on the Envelope.
Correspondence marked "Freedom of Information" on the envelope will be
delivered directly to Executive Communications or to the regional Freedom
of Information Office, where it will be date stamped, assigned a Request
Identification Number, and logged in as a Freedom of Information request.
Executive Communications or the appropriate regional staff will complete
EPA Form 5180.1, Mail Control Schedule, and hand carry or telecopy the
correspondence to the office responsible for preparing the reply. In the
event that more than one office will be providing input to the reply,
Executive Communications or the regional Freedom of Information Office
will designate a lead office to coordinate the reply.
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ORDER
1550.IB
May 13, 1975
b. Correspondence Addressed to an Organizational Unit or Official.
If an organizational unit or EPA official receives correspondence directly
which is identified as a Freedom of Information Request within the meaning
of paragraph 3 of this Order, the correspondence will be date stamped upon
receipt and the procedure for determining whether the information can be
provided will commence immediately. Concurrently, the office will forward
a copy of the request, with the date and place of receipt noted thereon,
to Executive Communications or the regional Freedom of Information Office,
whichever the case may be. If the correspondence is not addressed to the
appropriate office, the receiving office will record the date of receipt
and hand carry or telecopy the correspondence to Executive Communications
or the regional Freedom of Information Office for proper routing.
c. Unless there is a predetermined positive determination, Executive
Communications or the regional Freedom of Information Office will send an
acknowledgment of receipt of the correspondence to the requesting party
immediately after logging the correspondence into the Agency. This
acknowledgment, EPA Headquarters Form 1550-2 or EPA Form 1550-3, Figure 2,
will inform the requesting party of the date of receipt by EPA.
6. PROCEDURES FOR RESPONDING.
a. Upon receipt of a Freedom of Information request, the responsible
official will immediately initiate an effort to obtain or locate the
records requested and within ten (10) working days of the stamped date will:
(1) Obtain or ascertain the location of the records requested,
and if the charge for furnishing the information (see paragraph 11) would
be less than $25 or less than the amount authorized in the request, furnish
the information and/or notify the requestor that the information will be
furnished as promptly as possible; or
(2) If the fee would be greater than $25 or greater than the
amount authorized in the request, immediately inform the requesting party
(by telephone if possible) of the expected charge and the requirement that
the requesting party authorize such a charge before the search can be
ccrtinued or the information furnished; or
(3) Inform the requesting party that the records sought are in
the possession of another Federal agency; refer the request to the
appropriate office in such other agency; and notify the requesting party
of such referral; or
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ORDER
1550.IB
May 13, 1975
(4) Inform the requesting party that the records requested do not
exist, to the best knowledge of the receiving office; or
(5) Inform the requesting party that the records requested have
been published in the Federal Register, or in any other generally available
publication, and furnish the citation of such publication and the place or
places where it may be obtained; or
(6) Make a determination not to release all or part of the infor-
mation requested (see paragraphs 7 and 8 of this Order for detailed
guidance); or
(7) Inform the requesting party by written notice that an extension
as described in paragraph 8 of this Order is necessary and advise the party
of the anticipated date of determination (no more than twenty (20) working
days after the receipt of the request for the records), at which time the
provisions of this Order will be promptly followed; and
(8) Inform Executive Communications or the regional staff of the
action taken.
b. If the description of the records sought in the request is not
reasonably sufficient to identify and locate the requested records, the
responsible official will notify the requestor (by telephone, if possible)
of the problem and assist the requestor in formulating his request.
c. If the requestor walks into an office to request records and:
(1) The requested record is readily available, provide the re-
questor with the information subject to the payment requirements of this
Order; or
(2) The office is unable to accommodate the "walk-in" requestor
at that particular time due to unavoidable staff constraints, set up a
return appointment; or
(3) The request will require extensive search time, the requestor
may be asked to put his request in writing and the request will then be
processed according to procedures of any other written request.
d. Generally, the responsible official has ten (10) working days from
the date of receipt by the Freedom of Information Officer in Executive
Communications or the regional Freedom of Information Office in which to
issue a written determination to the requestor stating which of the requested
records will and which will not be released together with the reason for
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ORDER
1550.IB
May 13, 1975
any denial of a request. (A written determination is not necessary if
within that ten (10) day period all requested records are actually
furnished to the requestor). Extensions .of this time limit are discussed
in paragraph 8 of this Order. The time involved in the following two
situations will uot be counted towards the ten (10) day period:
(1) Any time which elapses between the time that a requestor is
notified by the responsible official that his request does not reasonably
identify the records sought and the time that the requestor furnishes a
reasonable identification; and
(2) Any time which elapses between the time that a requestor is
notified by the responsible official that processing his request will
generate chargeable fees and the time that the requestor makes suitable
arrangements for payment for such charges.
7. CRITERIA FOR MAKING NEGATIVE DETERMINATIONS.
a. Nine categories of matters which are exempt from the mandatory
disclosure requirements of the Act are:
(1) Matters that are specifically authorized under criteria esta-
blished by an Executive Order to be kept secret in the interest of national
defense or foreign policy and are in fact properly classified pursuant to
such Executive Order;
(2) Matters that are related solely to the internal personnel
rules and practices of EPA;
(3) Matters that are specifically exempted from disclosure by
statute;
(4) Matters that are trade secrets and commercial or financial
information obtained from a person and privileged or confidential;
(5) Matters that are interagency or intra-agency memorandums or
letters which would not be available by law to a party other than an
agency in litigation with the agency;
(6) Matters concerning personnel and medical files and similar
files the disclosure of which would constitute a clearly unwarranted
invasion of personal privacy;
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1550. IB
May 13, 1975
(7) Matters that are investigatory records compiled for law enforce-
ment purposes, but only to the extent that the production of such records
would:
(a) Interfere with enforcement proceedings;
(b) Deprive a person of the right to a fair trial or an
impartial adjudication;
(c) Constitute an unwarranted invasion of personal privacy;
(d) Disclose the identity of a confidential source and, in
the case of a record compiled by a criminal law enforcement authority in the
course of a criminal investigation, or by an agency conducting a lawful
national security intelligence investigation, confidential information
furnished only by the confidential source;
(e) Disclose investigative techniques and procedures; or
(f) Endanger the life or physical safety of law enforcement
personnel.
(8) Matters that are contained in or related to examination,
operating, or condition reports prepared by, on behalf of, or for the use
of an agency responsible for the regulation or supervision of financial
institutions; or
(9) Matters that are geological and geophysical information and
data, including maps, concerning wells.
b. Consistent with EPA policy, responsible officials will release
requested records despite the applicability of the exemptions listed in
subparagraph 7a(2), (5), (7), (8), or. (9) unless there exists a compelling
reason for withholding the records. They must also provide .any reasonably
segregable portion of a record to a requestor after deletion of the
portions which are exempt.
c. Responsible officials may also have to deny a request because
the record requested is not known to exist or the record is not in EPA's
possession. In such cases, denials are not supported by statute, but for
practical reasons, must suffice for an. initial determination. The respon-
sible official making the negative determination will be held accountable
for his decision, and search for the records should continue on the
assumption that the negative determination will be appealed.
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ORDER
1550.IB
May 13, 1975
8. PROCEDURES FOR MAKING NEGATIVE DETESMINATIONS are as follows:
a. If the responsible official, within ten (10) working days of the
stamped receipt date, determines that all or part of the requested records
will not be provided, he will:
(1) Personally contact the Director of the Office of Public
Affairs or her designee, to discuss the impact of the negative deter-
mination on EPA's relationships with the public; and if the responsible
official still makes a determination to withhold information, such official
will .notify the requesting party in writing that all or part of the request
has been denied.
(2) In preparing the written denial, cite the section in Part
2, Title 40, CFR which provides the statutory basis for nondisclosure
and specify the name(s) and title(s) or position(s) of the person(s)
responsible for the denial. The denial letter1 must state that the
individual has thirty (30) days after receipt of the denial to make an
administrative appeal,-.addressed to the EPA Freedom of Information
Officer, A-101, U. S. Environmental Protection Agency, 401 M Street, S.W.,
Washington, D.C., 20460. Figure 3 shows a sample written denial letter.
b. The official signing the negative determination will notify Exec-
utive Communications or the regional staff, as appropriate, of the action
taken. The Headquarters official making the negative determination or
the regional staff will immediately forward to Executive Communications a
copy of the request for information, a copy of the negative determination,
a sample or description of the records being withheld, and any other
appropriate correspondence. This will s.erve to alert the EPA Freedom of
Information Officer of a possible appeal.
9. EXTENSION OF DATE OF DETERMINATIONS.
a. The official responsible for processing a request for information
may extend the time limit for making the initial determination for up to
ten (10) additional working days in the unusual circumstances listed in (b)
below. The EPA Freedom of Information Officer also may extend the time
limits for processing an administrative appeal for the remainder of the
ten (10) working days that were not used in the initial determination
process for the reasons listed in (b) below. The combined extensions for
the initial determination and the appeals process cannot exceed a total
of ten (10) working days.
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ORDER
1550.IB
May 13, 1975
b. The following unusual circumstances are the only criteria for
issuing notice of an extension.
(1) The need to search for and collect the requested records from
field facilities or other establishments that are physically distant from
the office processing the request; or
(2) The need to search for, collect, and appropriately examine a
voluminous amount of separate and distinct records which are demanded in
a single request; or
(3) The need for consultation, which shall be conducted with all
practicable speed, with another agency having substantial interest in a
determination or among two or more components in EPA having substantial"
subject-matter interest therein.
c. The official responsible for authorizing an extension must send a
written notice to the requesting party setting forth the reasons for such
an extension and the date on which either the initial determination or
appeal decision is expected to be dispatched; and
d. The responsible official also will notify Executive Communications
or the regional staff, as appropriate, of the action taken.
10. ADMINISTRATIVE APPEAL.
a. Within thirty (30) days after the receipt of copies of records or
a written denial of a request for information from an EPA office, a re-
questor may appeal the decision.
b. EPA has twenty (20) working days in which to make a final deter-
mination on an appeal. Because of the importance of time in this process,
all appeals will be date stamped upon receipt by Executive Communications;
and the EPA Freedom of Information Officer will hand carry the appeal along
with copies of the original request, the initial denial, and the infor-
mation requested or descriptive samples thereof to the General Counsel
or the appropriate Regional Counsel, if authority has been redelegated.
(1) The General Counsel or the appropriate Regional Counsel will
review the appeal, the submitted case material and any additional material
he may require; and then render a legal opinion on the applicability of
the exemptions to the material withheld.
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OPDER
1550.IB
May 13, 1975
(2) The Director, Office of Public Affairs will review those
negative determinations in which the General Counsel finds that the sub-
ject material may be withheld, but is not required by statute to be with-
held.
(3) In the event that the Director of the Office of Public Affairs
and the appropriate Assistant Administrator, Regional Administrator, or
Director of a Headquarters Staff Office does not agree on the release of
such information, the Administrator will make the final determination on
whether the material is to be released.
c. Notification of Appeal Determination.
(1) If the initial negative determination is not upheld, the
General Counsel will inform the requestor in writing that the requested
records will be forthcoming.
(2) If the initial negative determination is in whole or part
supported, the General Counsel will notify the requestor in writing of
the decision to uphold the initial negative determination and of the pro-
visions for judicial review by the district court of the United States in
the district in which the complainant resides, or has his principal place
of business, or in which the Agency records are situated, or in the District
of Columbia, and state the name and title of the official responsible for
making the negative determination.
d. The General Counsel will notify the EPA Freedom of Information
Officer of the action taken.
11. CREATION OF RECORDS. Generally, documents will not be created by com-
piling selected items from other documents at the request of a member of
the public, nor will records be created to provide the requesting party
with data such as ratios, proportions, percentages, frequency distribution,
trends, correlations, or comparisons. The responding office will provide
the information in the form deemed most appropriate.
12. PAYMENT.
a. EPA will charge fees for copies of records which are furnished to
a requestor and for time spent in locating and reproducing the records in
accordance with the fee schedule below. Fees will not be charged for
periods of less than one-half hour spent in connection with a search for
records or computer programming.
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ORDER
1550.IB
May 13, 1975
Record Search Time $2.50 per half hour
In-house computer programming time . . . . . .$4.50 per half hour
Reproduction" of documents . $ .20 per page
If the information requested exists as a computer record and a printout or
tape is a means by which that information may be made available, the fee
will be the actual direct cost of the computer system time added to any
applicable search, in-house programming, reproduction, or contract pro-
gramming costs.
b. Prepayment.
(1) The responsible office will determine as accurately as
possible the amount of fee payment that would become due upon completion
of EPA's search and/or copying activities and, in the event that pending
requests for information would require the payment of fees in excess of
$25 or the amount authorized by the requestor, will inform the requesting
party (by telephone if possible) of the expected charge. The $25 base-
line represents a suggested cut-off point for charging fees. Organi-
zations can charge for requests costing less than $25, especially if
these records are normally for sale.
(2) Once the requestor has agreed to the actual or approximate
fee, and advance payment is received or acceptable payment arrangements
are made, the information to be made available will be released.
(3) The responsible official must keep the Freedom of Infor-
mation Officer or the regional Freedom of Information Officer apprised
of all actions taken with respect to the payment of fee since the time
required by the requestor to agree to the fee and make the necessary
arrangements for payment is not included in the ten (10) day response
time limit.
(4) Payments must be made in the form of a check or money order,
made payable to the U. S. Environmental Protection Agency and delivered
to the Freedom of Information Officer, A-101, U. S. Environmental
Protection Agency, 401 $1 Street, S.W., Washington, D.C., 20460 or the
appropriate regional Freedom of Information Officer. The Freedom of
Information Officer will log and forward the payment to the local
Financial Management Office for deposit in the U. S. Treasury general
fund account, and notify the responsible office of the receipt of payment.
(a) In the event that an advance payment is different than
the actual fee calculated on completion of the request, the responsible
office will notify the Freedom of Information Officer of the difference.
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ORDER
1550.IB
May 13, 1975
(b) The Freedom of Information Officer will then direct
the local Financial Management Office to affect the appropriate refund
or prepare a statement of additional fees due, to be sent to the
requestor.
13. WAIVER. A responsible official may reduce or waive payment of fees
if such a reduction or waiver is determined to be in the public interest.
This procedure will be observed in a consistent and objective manner in
consonance with EPA policy. In questionable instances, the Office of
Public Affairs or the regional public affairs unit should be consulted.
14. ANNUAL REVIEW.
a. On or before March 1 of each calendar year, EPA's Freedom of In-
formation Act Officer will prepare an Agency report covering the preceding
calendar year. The report will be addressed to the Speaker of the House
of Representatives and President of the Senate for referral to the appro-
priate committees of the Congress. The Freedom of Information Act Officer
will have to compile the data elements listed below both from the Head-
quarters and the field so that he may complete the report:
(1) The number of determinations made by EPA not to comply with
requests for records and the reasons for each determination;
(2) The number of appeals made by persons, the result of such
appeals, and the reason for the action upon each appeal that results in
a denial of information;
(3) The name(s) and title(s) or position(2) of each person
responsible for the initial denial of records requested and the number
of instances of participation for each;
(4) The results of each disciplinary proceeding conducted in-
cluding a report of the disciplinary action taken against the officer or
employee who was primarily responsible for improperly withholding records
or an explanation of why disciplinary action was not taken;
(5) A copy of Agency rules regarding the Freedom of Information
Act;
(6) A copy of' the fee schedule and the total amount of fees
collected for making records available;
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1550.IB
May 13, 1975
(7) The administrative costs to EPA for complying with the pro-
visions of the Act in terms of man/years of effort expended. (This infor-
mation is vital to the documentation of future positions to be advanced by
EPA and the Executive Branch on the effects of the Act on executive agency
workload.); and
(8) Other related information as may be needed. ,;
b. The Freedom of Information Officer will evaluate the .information
gathered for the annual report to Congress from a management, standpoint .to
assure that EPA's actions are in congruence with the intent of the Act.
The Freedom of Information Officer may conduct evaluations of specific EPA
responses to Freedom of Information requests, as appropriate.
15. ACCOUNTABILITY AND DISCIPLINARY ACTION. Responsible officials will be
held individually accountable for their decisions with respect to the
release or withholding of information, the waiver of payment, and/or the
appeals process. As provided previously, the names and titles of respon-
sible officials in certain situations will be forwarded to Congress in the
annual report. Whenever the court orders the production of EPA records
improperly withheld from the complainant and issues a written finding that
the circumstances surrounding the withholding raise questions of whether
the responsible official acted arbitrarily or capriciously, the Civil
Service Commission will promptly initiate a proceeding to determine whether
disciplinary action is warranted.
16. INTERNAL ASSISTANCE AND ADVICE. Responsible officials should be
aware of the opportunity, to seek legal assistance, especially in instances
involving possible exempted material, from the Offices of General Counsel
or the Regional Counsel. Likewise, the Headquarters Office of Public
Affairs or the regional public affairs units are available for consul-
tation when assessing the probable public response to a negative deter-
mination or deciding whether to reduce or waive fees for providing
information.
17. REVIEW OF PROGRAM. After a six month period of experience, the
Offices of Planning and Management and General Counsel will review the
Freedom of Information Program in terms of responsibilities, procedures,
and guidelines and make adjustments^o-the^ Order and regulation as deemed
appropriate.
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Chapter 1, Part 2, Title 40, Code of Federal Regulations
' cannot be reasonably segregated from
the other portions in a manner which
will allow meaningful information to be
disclosed.
Part 2 of Chapter I of Title 40 is re-
vised to read as follows:.
Subpart A—Interim Regulations Concerning
Requests for Information
Sec.
2.100 Definitions.
2.101 Policy on disclosure of EPA records.
2.102 [Reserved]
2.103 Partial disclosure of records.
2.104 Bequest for existing records.
2.105 Creation of new records.
2.106 [Reserved]
2.107 Where requests for agency records
snail be filed.
2.108 Form of request.
2.109 Bequests which do not reasonably de-
scribe records sought.
2.110 Initial action upon receipt of a re-
quest.
2.111 Action by office responsible for main-
taining requested records.
2.112 Time allowed for Issuance of Initial
determination.
2.113 Initial denials of requests.
2.114 Appeals from initial denials; manner
of making.
2.115 Appeal determinations; by whom
made.
2.116 Contents of determination denying
appeal.
2.117 Time allowed for issuance of appeal
determination.
2.118 Exemption categories.
2.119 Discretionary release of exempt docu-
ments.
2.120 Payment.
2.121 Preparation of annual report.
Subpart B—[Reserved]
AUTHORITY: 5 TJ.S.C. 652, 6 U.S.C. 668.
§ 2.100 Definitions.
For the purposes of this part:
(a) "EPA" means the United States
Environmental Protection Agency.
(b) "Request" means a request for the
release of records under 5 U.S.C. 552.
(c) "Requestor" means any person who
has submitted a request to EPA.
§ 2.101 Policy on disclosure of EPA
records.
(a) EPA will make the fullest possible
disclosure of records to the public, con-
sistent with the rights of individuals to
privacy, the rights of persons in trade
secrets and other information entitled to
confidential treatment, and the need for
EPA to promote frank internal policy de-
liberations and to pursue its official ac-
tivities without undue disruption.
(b) All EPA records shall be available
to the public unless they are specifically
exempt under this part.
(c) All nonexempt records of EPA
shall be made -available for public dis-
closure upon request regardless of
whether any justification or -need for
such records has been shown.
§ 2.102 [Reserved]
§ 2.103 Partial disclosure of records..
If. a record contains both disclosable
and nondisclosable information, the non-
disclosable information will be deleted
and the disclosable information will be
disclosed unless the disclosable portion*;
§ 2.104 Request for existing records.
(a) Any written request to EPA for ex-
isting records shall be deemed to be a
request/for records pursuant to the Free-
dom of Information Act, 5 U.S.C. 552,
whether or not that statute is mentioned
in the request, and shall be governed by
the provisions of this Part.
(b) All existing EPA records are sub-
ject to routine destruction according to
standard record retention schedules.
(c) Any written request to EPA for
existing records prepared by EPA for
routine public distribution, e.g., pam-
phlets, copies of speeches, press releases,
and educational materials, shall be
honored. No individual determination
under § 2.111 is necessary hi such cases,
since preparation of the records for
routine public distribution itself consti-
tutes a determination that the records
are available to the public. Copies shall
be furnished with reasonable promptness
hi response to the request.
§ 2.105 Creation of new records.
The Freedom of Information Act and
the provisions of this part apply only
to existing records; they do not require
the creation of new records.
§ 2.106 [Reserved]
§ 2.107 Where requests for agency rec-
ords shall be filed.
A request for records may be filed with
the EPA Freedom of Information Officer,
A-101, 401 M Street, SW., Washington,
D.C. 20460. Should the requestor have
reason to believe that the records sought
may be located in EPA regional offices,
he should transmit his request to the ap-
propriate regional Freedom of Informa-
tion Office indicated below:
(a) Region I. (Massachusetts, Con-
necticut, Maine, New Hampshire, Rhode
Island, Vermont):
T7.S. Environmental Protection Agency
Freedom of Information Officer
Boom 2303 .
John P. Kennedy Federal Building
Boston, Mass. 02203
(b) Region II. (New Jersey, New York,
Puerto Rico, Virgin Islands):
UJ3. Environmental Protection Agency
Freedom of Information Officer
Boom 1005
26 Federal Plaza
New York, NY 10007
(c) Region III. (Delaware, Maryland,
Pennsylvania, Virginia, -West Virginia,
District of Columbia):
TJJS. Environmental Protection Agency
Freedom of Information Officer ;
Curtis Building •
Sixth and Walnut Streets
Philadelphia, PA 19106
(d) Region IV. (Alabama, Florida,
Georgia, Kentucky, Mississippi, North
Carolina, South Carolina, Tennessee):
TJJS. Environmental Protection Agency
Freedom of Information Officer
Suite 604
1421 Peach tree Street, WE.
Atlanta, OA 30309
FIGURE 1
(Part 1* of 4)
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(e> HegionV. (Illinois,
igan, Minnesota, Ohio, Wiscon^ffi> r
tr.S. Environmental Protection Ageaey
Freedom of Information Officer
230 Dearborn Street
Chicago, IL 60604
(f) Region VI. (Arkansas.'
New Mexico, Oklahoma. Texas):
TJ.S. Environmental Protection Agency .
Freedom of Information Officer
Suite 1100
1600 Patterson Street
Dallas. TX 75201
(g) Region VII. (Iowa, SCangafl, Mis-
souri, Nebraska):
U.S. Environmental Protection
Freedom of Information office?
1735 Baltimore Avenue
Kansas City, MO 64108 ,
(h) Region VIII. (Colorado. Montana.
North Dakota, South Dakota, Utah.
Wyoming) :
U.S. Environmental Protection
Freedom of Information Officer
Suite 900 ;
1860 Lincoln Street .
Denver, CO 80203
(1) Region IX. (Arizona; California,
Hawaii, Nevada, American Samoa, Guam,
Trust Territories of Pacific IsJeads, Wake
Island):
tJ.S. Environmental Protection Agency
Freedom of Information Office?
100 California Street
San Francisco, CA 94111
(j) Region X. (Alaska, Sflaho, Oregon,
Washington):
TJ.S. Environmental Protection Agency
Freedom of Information CScep
1200 Sixth Avenue
Seattle, WA 98101
§ 2.108 Form of resjjaeea.
A request for EPA roeords shall be in
writing, shall reasonably describe the
records sought in a way that will permit
their identification and location by EPA,
but otherwise need not be in any partic-
ular form. Where the requestor antici-
pates that search and duplication fees in-
volved in the request might be substan-
tial, he may wish to consider a prepay-
ment, or include a commitment to pay all
fees that may be involved or all fees up
to a stated limit (see § 2.120). Placing the
term 'Freedom of Information Act Re-
quest" on the envelope and letter may
well result in a speedier response.
§ 2.109 Requests which do not ransom-
ably describe records soughs.
(a) If the description of the records
sought in the request is not a reasonable
description sufficient to .allow EPA to
identify and locate the requested records,
EPA will notify the requestor (by tele-
phone ' when practicable) that the re-
quest cannot be further'processed until
additional information is furnished.
(b) EPA will make every reasonable
effort to assist in the identification and
description of records sought, and to as-
sist the requestor'in formulating his re-
quest. If a request Is described in gen-
eral terms (e.g., all records having to do
with a certain area), the EPA office
(Sss3fi afesopt to communicate with the
requestor (by telephone when practica-
ble) with a view toward lessening both
the administrative'burden of processing
a broad request and minimizing the fees
payabJe by. the requestor. Such attempts
will not be used as a means to discourage
requests, but rather as a means to help
identify with more specificity the records
actually sought.
§2.110 Initial action upon receipt of a
request.
(a) Requests received by the Freedom
of Information Offices. Each request re-
ceived by a Freedom of Information Of-
fice, whether at EPA Headquarters or at
an EPA region, shall be promptly
stamped with the date of receipt by that
office and assigned a Bequest Identifica-
tion Number. The Freedom of Informa-
tion Office shall promptly forward the
request to the EPA office(s) believed to
be responsible for maintaining the re-
quested records, retaining a copy of the
request. If a request is received by a
Freedom of Information Office at an EPA
region and the requested records (or
some of them) are not maintained by
that EPA region, the regional Freedom
of Information Office shall promptly
furnish a copy of the request to the
Headquarters Freedom of Information
Office.
(b) Requests received by EPA offices
other than Freedom of Information Of-
fices. If any request is received by any
EPA office other than a Freedom of In-
formation Office, a copy of the request
shall be forwarded immediately to the
Headquarters . Freedom of Information
Office (or, if the receiving office is part
of an EPA region, to the regional Free-
dom of Information Office).
(c) Method of forwarding requests.
Requests shall be forwarded under para-
graphs (a) and (b) of 'this section by
electronic means (facsimile machine,
telephone, etc.).
§ 2.111 Action by office responsible for
maintaining requested records.
(a) Whenever an EPA office becomes
aware that it has been assigned the
responsibility of responding to a re-
quest, or whenever such an office be-
comes aware that EPA has received a
request for records which that office
maintains or for which that office has
responsibility, the office shall:
(1> Locate the records as promptly
as possible, or determine that the rec-
ords are not known to exist, or that they
are located at. another EPA office, or that
they are held by another Federal agency
and not by EPA;
(2) Determine which of the records
(or portions of records) held by the of-
fice may not legally be released, and
why;
(3) Determine whether disclosure will
be made of requested records which are
exempt from mandatory disclosure but
which are not required by law or this
part to be withheld (see §8 2.118-2.119).
and the reasons for withholding any such
records;
(4) Issue an initial determination
within the allowed period (see §2.112),
specifying which requested records wQl
be withheld and which will be released
(determinations to withhold requested
records shall comply with § 2.113).
(b) If any requested records located
under paragraph (a) of this section con-
tain business information which is cov-
ered by a business confidentiality claim
or is the type of information for which
business sometimes requests confiden-
tial treatment, or is or may be required
by law to be held in confidence for rea-
sons of business confidentiality, the EPA
office in possession of such records shall
comply with applicable provisions of sub-
part B of this Part.
(c) Whenever an EPA office learns
that some or all of the requested records
are not in that office's possession but
are or may be ii. the possession of some
other EPA office or some other Federal
agency, that office shall immediately so
inform the Headquarters or region'al
Freedom of Information Office which is
monitoring the request.
(d) If at any time it appears to an
EPA office that performance of further
search work would cause fees to be in-
curred in excess of those which the re-
questor has paid cr agreed to pay (or
$25.00 if no fee has been agreed upon).
action shall be taken to obtain or assure
payment (see §2.120), to assist in the
reformulation of the request (see
§ 2.109), or both.
§ 2.112 Time allowed for issuance of
initial determination.
(a) Except as otherwise provided in
this section, not later than the tenth
working day after the date of receipt by
a Freedom of Information Office of a
request for records, the EPA office re-
sponsible for responding to the request
shall issue a written determination to the
requestor stating which of the requested
records will, and which will not, be re-
leased, and the reason for any denial of
a request. (A written determination is
not necessary if within that 10-day pe-
riod all requested records are actually
furnished to the requestor.)
(b) The period of 10 working days shall
be measured from the date the request
is first received and logged in by the
Headquarters or regional Freedom of In-
formation Office.
(c) There shall be excluded from the
period of 10 working days (or any ex-
tension thereof) any time which elapses
between the time that a requestor is noti-
fied by EPA that his request does not
reasonably identify the records sought
and the time that the requestor furnishes
a reasonable identification (see § 2.109).
(d) There shall be excluded from the
period of 10 working days (or any exten-
sion thereof) any time which elapses be-
tween the time that a requestor is noti-
fied by EPA that processing his request
will generate chargeable fees in excess
of $25.00 (or any higher dollar limit he
has established as acceptable), and the
time that the requestor makes suitable
arrangements for payment of such
charges (see § 2.120).
(e) The EPA office taking action under
62.111, after notifying the appropriate
FIGURE 1
(Part 2 of 4)
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Preedona of Information Office, may ex-
tend the basic 10-day period established
Bunder paragraph (a) of this section by a
fctertod not to exceed 10 additional work-
ing days, by furnishing written notice to
the requestor within the basic 10-day
period stating the reasons for such ex-
tension and the date by which the office
expects to be able to issue a determina-
tion. The period may be so^xtended only
when absolutely necessary, only for the
period required, and only when one or
more of the following unusual circum-
stances require the extension:
(1) There is a need to search for and
collect the requested records from field
facilities or other establishments that
are separate from the office processing
the request;
<2) There Is a need.to search for, col-
lect, and appropriately examine a vo-
luminous amount of separate and dis-
tinct records which are demanded in a
single request; or
(3) There Is a need for consultation,
which shall be conducted with all prac-
ticable-speed, with another agency having
a substantial Interest in the determina-
tion of the request or among two or more
components of EPA.
(f) Failure of EPA to issue a deter-
, mlnation within the 10-day period or
any authorized extension shall constitute
, final agency action which authorizes the
requestor to commence an action in an
appropriate Federal district court to ob-
taln-the records. .
§ 2.113 Initial denials of requests.
(a) An Initial denial of a request may
issued only for the following reasons:
(1) The record requested is not known
to exist;
(2) The record is not in EPA's posses-
sion;
(3) The record has been published in
the FEDERAL REGISTER or is otherwise pub-
lished and available for sale.
(4) A statutory provision, provision of
this part, or court order requires that the
Information not be disclosed;
(5) The record Is exempt from man-
datory disclosure under 5 U.S.C. 552 (b)
and EPA has decided as a matter of dis-
cretion not to release it;
(6) Subpart B of this part requires
Initial denial because a third person
must be consulted in connection with a
business confidentiality claim; or
(7) The record is believed to exist in
EPA's possession but has not yet been
located (see paragraph (h) of this sec-
tion) .
(b) Initial denials of requests may be
Issued or ordered by those EPA officers
or employees occupying positions to
which such authority has been delegated
or redelegated.
(c) Initial determinations should nor-
mally be made by the office which is in
possession of, or has responsibility for
maintaining, the requested records, and
only in unusual cases should it be neces-
sary to refer the matter to higher au-
thorities for Issuance of tin determina-
tion. Initial determinations to deny re-
quests may be.Issued 'only by an officer
or employee who exercises supervisory
authority over the EPA office which pos-
sesses or has responsibility for maintain-
ing the requested records.
(d) Each Initial determination to
deny a request shall be written, signed,
and dated, and shall contain a reference
to the Request Identification Number.
(e) If the determination to deny a re-
quest was directed to be issued by some
EPA officer or employee other than the
person signing the determination letter,
that other person's identity and position
shall be stated in the determination let-
ter. If an EPA regulation (e.g., 5 2.204)
requires that an initial denial determi-
nation be Issued upon the finding of cer-
tain facts, reference shall be made to the
regulation and the determination letter
shall state the name of the person who
made the fact finding.
(f) Each Initial determination which
denies a request in whole or part shall
state that the requestor may appeal the
initial denial by mailing or personally
delivering an appeal in writing to the
address stated hi § 2.114 within 30 days
of receipt of the determination or within
30 days of the date the requestor last
received any records in response to the
request, whichever date is later.
(g) An initial determination shall be
deemed to be issued at the time the
determination letter is placed in EPA
mailing channels for first class mailing
to the requestor, is delivered to the U.S.
Postal Service for mailing, or is per-
sonally delivered to the requestor, which-
ever first occurs.
(h) When a request must be denied
because the record has not yet been
located (although it is believed to exist
in EPA's possession), the EPA office re-
sponsible for maintaining the record
shall continue to search diligently until
it is located or it appears that the record
does not exist or is not in EPA's pos-
session, and shall periodically inform the
requestor of the office's progress.
§2.114 Appeals from initial denials;
manner of making.
• (a). Any person whose request has
been denied In whole or hi part by an
initial determination may appeal that
denial by addressing a written appeal to
the Freedom of Information Officer (A-
101). U.S. Environmental Protection
Agency. 401 M Street, SW., Washington,
D.C. 20460.
(b) Any appeal shall be mailed no
later than 30 calendar days after the
date the requestor received the initial
determination from which the appeal is
taken, or 30 calendar days after the date
the requestor last received any docu-
ments in response' to the request, which-
ever is later.
(c) The appeal letter shall contain a
reference to the date of the initial deter-
mination, the name and address of the
person who issued the denial letter. The
appeal letter shall also indicate whether
any of the documents to which access
was denied are not the subject of appeal.
§ 2.115 Appeal
. whom made.
determinations; Sty
(a) The General Counsel shall make
one of the following legal determinations
in connection with every appeal of an
initial determination from the initial
denial of a request for an existing record
in EPA's possession:
(1) The record must be released;
(2) The record must not be released,
because a statute or a provision of this
part so requires; or
(3) The record is exempt from man-
datory disclosure but may be released as
a matter of Agency discretion.
(b) Whenever the General Counsel
has determined under paragraph (a) of
this section that a record is exempt from
mandatory disclosure but may legally
be disclosed, the matter shall be referred
to the Director of the EPA Office of
Public Affairs. If the Director of the
EPA Office of Public Affairs determines
that the record shall not be disclosedr
a determination denying the appeal shall
be issued by the General Counsel. If the
Director of the EPA Office of Public
Affairs determines that the record
should be disclosed, the record shall be
disclosed unless the Administrator
(upon a review of the matter requested
by the appropriate Assistant Adminis-
trator, Regional Administrator, or the
Director of a Headquarters Staff Office)
determines that the record shall not be
disclosed, in which case the General
Counsel shall issue a determination
denying the appeal.
(c) The General Counsel may delegate
his duties under paragraph (a) of this
section to a Regional Counsel, or to any
other attorney employed on a full-time
basis by EPA, in connection with any
category of appeals or any individual ap-
peal. No redelegation of such duties is
authorized.
§ 2.116 Contents of determination deny-
ing appeal.
A determination denying an appeal
from an initial denial shall be In writing
shall state which of the exemptions hi 5
U.S.C. 552 (b) are felt to apply to each
requested existing record, and shall state
briefly the reason (s) for denial of the
request. A denial determination shall also
state the name and position of each EPA
officer or employee who determined or
ordered that the appeal be denied. Such
a determination shall further state that
the person whose request was denied may
obtain judicial review of the denial by
complaint filed with the district court
of the United States in the district in
which the complainant resides, or in
which the Agency records are situated,
or in the District of Columbia, pursuant
to 5 U.S.C. 552(a) (4).
§ 2.117 Time allow d for issuance of
appeal determination.
(a) Except as otherwise provided in
this section,.not later than the twentieth
working day after the date of receipt by
the Freedom of Information Officer at
EPA Headquarters of an appeal from an
Initial denial of a request for records, the
General Counsel shall issue a written
determination stating which of the re-
quested records (as to which an appeal
was made) shall be disclosed and which
shall not be disclosed.
FIGURE 1
(Part 3 of 4)
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(b) The period of 20 working days
shall be measured from the date an ap-
peal, in accordance with § 2.114. is flrst
received by the Freedom of Information
Officer at EPA Headquarters, except as
otherwise provided In § 2.205.
(c) The Office of General Counsel.
after notifying the Freedom of Informa-
tion Officer at EPA Headquarters, may
extend the basic 20-day period estab-
lished under paragraph (a) of this sec-
tion by a period not to exceed 10 addi-
tional working, days, by furnishing writ-
ten notice to the requestor within the
basic 20-day period stating the reasons
for such extension and the date by which
. the office expects to be able to Issue a
determination. The period may be so
extended only when absolutely necessary,
only for the period required, and only
•when one or more of the following unus-
ual circumstances require the extension:
(1) There is a need to search for and
collect the requested records from field
facilities or other establishments that are
separate from the office processing the
request;
(2) There Is a need to search for, col-
lect, and appropriately examine a volu-
minous amount of separate and distinct
records which are demanded in a single
request: or
(3) There is a need for consultation,
which shall be conducted with all prac-
ticable speed, with another agency hav-
ing a substantial interest-In the deter-
mination of the request or among two
or more components of EPA.
(d) No extension of the 20-day period
shall be issued under subsection (c) of
this section which would cause the total
of all such extensions and of any exten-
sions Issued under § 2.112(e) to exceed
10 working days.
§ 2.118 Exemption categories.
(a) 5U.S.C. 552 (b) establishes nine ex-
clusive categories of matters which .are
exempt from the mandatory disclosure
requirements of 5 U.S.C. 552(a). No re-
quest under 5 U.S.C. 652 for an existing,
located record In EPA's possession shall
be denied by any EPA office or employee
unless the record contains (or Its dis-
closure would reveal) matters that are—
(1) Specifically authorized under cri-
teria established by an Executive Order
to be kept secret in the Interest of na-
tional defense or foreign policy and are
In fact properly classified pursuant to
such Executive Order;
(2) Belated solely to the Internal per-
sonnel rules and practices of an agency;
(3) Specifically exempted from dis-
closure by statute;
(4) Trade secrets and commercial or
financial information obtained from a
person and privileged or confidential;
(5) Interagency or intra-agency mem-
orandums or letters which would not be
available by law to a party other than
an agency In litigation with the agency;
(6) Personnel and medical files and
similar Sles the disclosure of which'
would constitute a clearly unwarranted
invasion of personal privacy;
07) Investigatory records compiled
for law enforcement purposes, but only
to the extent that the production of such
records would: (1) interfere with en-
forcement proceedings; (11) deprive &
person of a right to a fair trial or an Im-
partial adjudication; (ill) constitute an
unwarranted invasion of personal pri-
vacy; (iv) disclose the identity of a con-
fidential source and, in the case of a rec-
ord compiled by a criminal law enforce-
ment authority in the course of a crimi-
nal Investigation, or by an agency con-
ducting a lawful national security intel-
ligence investigation, confidential In-
formation furnished only by the confi-
dential source; (v) disclose investigative
ijchniques and procedures; or (vl) en-
danger the life or physical safety of law
enforcement personnel.
(8) Contained in or related to exami-
nation operating, or condition reports
prepared by, on behalf of, or for the use
of an agency responsible for the regula-
tion or supervision of financial Institu-
tions; or
(9) Geological and geophysical Infor-
mation and data, including maps, con-
cerning wells.
(b) The fact that the applicability of
an exemption permits nondisclosure of a
requested record (or portion thereof)
does not necessarily mean that the rec-
ord must or should be withheld. Where
the rights of third parties other than
Federal agencies would not be prejudiced,
disclosure of records in response to a re-
quest is encouraged unless there is an
important reason for nondisclosure.
§ 2.119 Biscretionarj release of exempli
documents.
(a) EPA may, in its discretion, release
requested records despite the applicabil-
ity of the exemptions listed in para-
graphs (2), (5), (7). (8), or (9) of
§2.118(a).
(b) As a matter of policy, EPA will not
release a requested record if EPA deter-
mines that one or more of the exemp-
tions listed in paragraphs (1), (3), («>,
or (6) of § 2.118(a) apply to the record,
except when ordered to do so by a Fed-
eral court or in exceptional circum-
stances under appropriate restrictions
with the approval of the Office of Gen-
eral Counsel or a Regional Counsel.
§ 2.120 Payment.
(a) Fee Schedule. Fees will be charged
for copies of records which are furnished
to a person under this part and for time
spent in locating and reproducing them
In accordance with the fee schedule be-
low. No fee will be charged for periods of"
less than one-half, hour spent in con-
nection with a search for records of com-
puter programming.
Record search time (per half hour) — Q3.60'
In-house computer programming time
(per half hour) 4.60
Reproduction of documents (per
page) . .20
If the Information requested exists as
a computer record and e. printout OF
tape Is a means by which that Informa-
may be made available, the fee win
be the actual direct cost of the computer
system time added to any applicable,
search, In-house programming, repro-
duction, or contract programming costs,
(b) Prepayment. In the event pending
requests under this part from the same
requesting party would require the pay-
ment of fees In excess of $25.00, such rec-
ords will not be searched for or made
available, nor copies or such records fur-
nished unless the requesting party first
pays, or makes acceptable arrangements
to pay, the total amount due; or if not
ascertainable exactly, the approximate
amount that would become due upon the
completion of EPA's search and/or copy-
ing activities, as determined by the office
responding to the request. All payments
must be in the form of check or money
order made payable to the U.S. Environ-
mental Protection Agency and delivered
to the Freedom of Information Officer at
EPA Headquarters or at the appropriate
regional office. In the event an advance
payment hereunder shall differ from the
amount of the fees actually due, an ap-
propriate adjustment will be made at the
time the negative determination is is-
sued, the copies requested are delivered,
or the records are made available.
(c) Waiver. EPA may reduce or waive
the payment of fees, if such reduction or
waiver would be in the public interest.
§ 2.121 Preparation of annual report.
On or before March 1 of each calendar
year, EPA's Freedom of Information Offi-
cer will submit an Agency report cover-
Ing the preceding calendar year to the
Speaker of the House of Representatives
and President of the Senate for referral
to the appropriate committees of the
Congress. The report shall include:
(a) The number of determinations
made by EPA not to comply with requests
for records made under section 552 (a)
of the Freedom of Information Act, as
amended, and the reasons for each
determination;
(b) The number of appeals made by
persons under subsection 552(a) (6), the
result of such appeals, and the reason for
the action upon each appeal that results
in a denial for information;
(c) The name(s) and title(s) or posi-
tion (s) of each person responsible for
the denial of records requested under sec-
tion 552 (b) and the number of Instances
•of participation for each;
(d) The results of each proceeding
conducted pursuant to subsection 552 (a)
(4)(f), including a report of the disci-
plinary action taken against the officer or
employee who was primarily responsible
for improperly withholding records or an
explanation of why disciplinary action
was not taken;
(e) A copy ofl Agency rules regarding
the Freedom of Information Act;
(f) A copy of the fee schedule and the
total amount of fees collected for making
records available; and
(g) Other Information related to ad-
ministering section 552(c).
[PB Doc.7&-«858 Filed 3-5-75:8:45 am§
FIGURE 1
(Part 4 of 4)
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UNITED STATES
ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 2046O
•• POSTAGE AND FEES PAID
U.S. ENVIRONMENTAL
OFFICIAL BUSINESS PROTECTION AGENCY
PENALTY FOR PRIVATE USE, $300 EPA-335
AN EQUAL OPPORTUNITY EMPLOYER
EPA HO FORM 1550-2 (2-75)
DATE
Your request for information pursuant to the provisions
of the Freedom of Information Act, as amended, was received
on
The Agency has ten (10) working days to respond to
your request. You can expect a reply shortly after expiration
of the ten working day period. Further correspondence on this
subject should cite the following Request Identification
Number: (A-101) RIN-
Freedom of Information Officer
U.S. Fnvironmental Protection Agency
FIGURE 2. Acknowledgement of Receipt Forms
(Part 1 of 2)
-------
UNITED STATES
ENVIRONMENTAL PROTECTION AGENCY
POSTAGE AND FEES PAID
U.S. ENVIRONMENTAL
PROTECTION ACENCY
EPA-989
OFFICIAL BUSINESS
PENALTY FOR PRIVATE USE. MOO
AN EQUAL OPPORTUNITY EMPLOYER
EPA FORM 1550-3 (2-75)
DATK
Your request for information pursuant to the provisions
of the Freedom of Information Act, as amended, was received
on
The Agency has ten (10) working days to respond to
your request. You can expect a reply shortly after expiration
of the ten working day period. Further correspondence on this
subject should cite the following Request Identification
Number: PIN-
Freedom of Information Officer
U.S. F.nvirbnmental Protection Agency
FIGURE 2
(Part 2 of 2)
-------
15SSZ.
*
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON, D.C. 20460
OFFICE OF
PLANNING AND MANAGEMENT
Mr. George S. Straffin
Northwestern Life Insurance Company
65 Partridge Road
Stanford, Connecticut 04860
Dear Mr. Straffin:
This is in response to your request received
April 25, 1975, for copies of Messrs. Prentice
Hart's and Dean Bradley1s personnel records.
I have determined that I will not release
these records as their disclosure would con-
stitute a clearly unwarranted invasion of per-
sonal privacy. These records are exempt from
disclosure under 40 C.F.R. Part 2, Section 2.118
(a)(6).
If you wish to appeal this denial, you may
address such an appeal in writing to the EPA
Freedom of Information Officer, A-101, RN- ,
U.S. Environmental Protection Agency, 401 M
Street, S.W., Washington, D.C., 20460 within
thirty (30) days of receipt of this negative
determination.
Sincerely yours,
["N
{ A
NOTE DATE RECEIVED BY
AGENCY
[~CITE PARAGRAPH AUTHORIZING"
I DENIAL OF RECORDS WITH EX-
LPLANATION, IF APPROPRIATE
NOTE APPEAL OPTION; SPECIFY
APPROPRIATE RN- NUMBER IN
ADDRESS
Howard M. Messner
Deputy Assistant Administrator
for Administration
FIGURE 3. Example of negative determination letter.
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