Section IV:  Steps Taken to Greater Utilize Technology

A key component of FOIA administration is using technology to make information more accessible.  In addition to using the internet to make proactive disclosures, agencies should also be exploring ways to utilize technology in responding to requests. 

Please answer the following questions to describe how your agency is utilizing technology to improve its FOIA administration and the public's access to information. You should also include any additional information that that describes your agency's efforts in this area.

1. Has your agency reviewed its FOIA-related technological capabilities to identify resources needed to respond to current and anticipated FOIA demands?

Yes

2. Please briefly describe any new types of technology your agency began using during the reporting period to support your FOIA program.  

  1. NIH reviewed its growing needs and added a more capable review platform in January of 2021
  2. ACL continues to update and refine the agency’s enterprise management system that includes FOIA management.  It is integrated with the National FOIA portal and automatically accepts FOIA requests from the public and referrals and consultations for other agencies that are sent to the agency’s FOIA mailbox.  The ACL FOIA Officer meets bi-weekly with the enterprise management team to discuss possible enhancements and address emerging needs.
  3. CMS used mail digitization of incoming requesters to facilitate ease of records sharing.  CMS also used collaboration tools to upload and transport records online to facilitate telework. 
  4. ACF began using Artificial Intelligence technology.  
  5. HRSA FOIA Office purchased new redaction software. 
  6. FDA began using a file sharing program to share files both internally and with requesters. FDA also moved way from its former practice of mailing invoices to sending them by email. FDA has also increased its use of artificial intelligence redaction software to process records for FOIA requests and litigations and is continuing to explore other eDiscovery solutions.


3.  OIP issued guidance in 2017 encouraging agencies to regularly review their FOIA websites to ensure that they contain essential resources, and are informative and user-friendly.  Has your agency reviewed its FOIA website(s) during the reporting period to ensure it addresses the elements noted in the guidance?

Yes, HHS FOIA Offices routinely review their websites and update as needed.

4.  Did all four of your agency's quarterly reports for Fiscal Year 2021 appear on your agency's website and on FOIA.gov?

Yes

5. If your agency did not successfully post all quarterly reports, with information appearing on FOIA.gov, please explain why and provide your agency’s plan for ensuring that such reporting is successful in Fiscal Year 2022. 

N/A

6.  The FOIA Improvement Act of 2016 requires all agencies to post the raw statistical data used to compile their Annual FOIA Reports.  Please provide the link to this posting for your agency’s Fiscal Year 2020 Annual FOIA Report and, if available, for your agency’s Fiscal Year 2021 Annual FOIA Report. 

 https://www.hhs.gov/foia/reports/annual-reports/fy-2020-raw-data.html

7.  Optional -- Please describe:

  • Best practices used in greater utilizing technology
  • Any challenges your agency faces in this area
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