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wassimotow. o c. rosss [s May 1, 1984
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MEMOR,ANDUM, FOR: Mary Jo Mattia Margo Bridgers - -
i,CONTR EDO Ed Shomaker Pat Rowe (to coordinate with Ms. Norry)
ELD ADM Natalie Brown Charles Fitti SECY ASLBP FROM: Donnie H. Grimsley, Acting Chief Freedom of Information and Privacy Acts Branch
SUBJECT:
FOIA REQUEST FROM JOSEPH GALLO FOR STANDARD FORM 98, NOTICE OF INTENTION TO MAKE A SERVICE CONTRACT; RESPONSE TO NOTICE; AND ANY RELATED DOCUMENTS IN THE AGENCY'S POSSESSION RELATING T0.NRC IFB NO. SECY-84-327 AND/0R IFB NO. ASB-84-352 (FOIA-84-33'4)
Please find enclosed a copy of the subject FOIA request. Please advise Linda Robinson of my staff by May 8,1984, of your response to the following:
(1) Does your office have agency records subject to this request?
If yes, will significant search time be required? NOTE:
If ex)ected search time exceeds two hours, do not begin searci until first talking to F0IA Branch staff contact.
!- (2) Approximately how many records are subject to the request,
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and do you anticipate any records will be withheld from i
l public disclosure? What is their nature?
(3) When submitting documents responsive to the request, a careful review should be undertaken to identify to DRR (1) any material which should be withheld specifically as classified, safeguards, or proprietary information, and (2) all records received from, or transmitted to, one or more Consnissioners, or which contain substantive excerpts from records received from, or transmitted to, the Conunissioners.
(4) Do you anticipate any significant problems in processing this request and responding in the allotted time? If so, infonn FOIA Branch contact insnediately.
t (5) Is there any other offfde not ' located above, which might have documents subject to this request? If so, infonn the FOIA Branch contact innediately.
, 8505310307 B41115 .
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-Please provide DRR with all agency records subject to this request no
. . later than N0ON, May il, 1984. -
~ Special Instructions regarding FOIA search requirements are attached.
If you have any questions, please telephone irmediately the FOI A Branch
- contact listed below.
Wh &
Donnie H. Grimsley
Enclosures:
As stated
' CONTACT: . Linda Robinson 49-28978 .
SPECIAL INSTRUCTIONS: Mr. Holye and Mr. Fitti, Panel Chairmen for these two RFP's should assure all documents of- the Panel members are collected.
Dave Clark, ELD, should be contacted because these.RFP's have involved
- SBA-appeals and bid protests by requesters. EDO-_and Director. of ADM have been involved.
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p HalA StARCN Rt003REMEN1r x
p The following processing it.struct F01A requests: ions are to be used in searching for records and -
Scope of Search i
1.
As a general rule, a search is adequate when all records are located which 1.ndividuals familiar with the ' subject matter of the request can reasonably be expected to find in a reason-4 able amount of time.
2.
The staff does not have to look into every conceivable file for i
records subject to a request, but the staff likely to be familiar with the subject matter must be consulted, and those files likely to contain records must be reviewed.
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' Agency Records.
3.
An F01A request applies only to records in existence on the date the request is received by NRC. "In existence" includes records 4
in an of a computer existing print data file if the information is retrievable by use program.
1 No new programming is required.
' (Records created af ter a request is received by NRC may be made available as a matter of discretion with the staff, i.e. , if the additional records are necessary to provide a complete picture of a situation or to avoid possible ambiguity).
i 4.
If the requested information does not exist in record or computer format at the time a request is received, there is no obligation under the request, F0]A to create a record in order to be responsive to the i
5.
If records have been destroyed prior to the receipt of the request, there is no obligation under the FOIA to tell the requester what -
was destroyed, when it was destroyed, or why it was destroyed.
Note, received.however, that no records may be destroyed after a request is 6.
If a FOIA request also asks for all records created in connection with the processing of the request, it is not necessary to make t these the timerecords the request available was received. since the records were not in existence , a request, however, for these records).(There may be a separate, later
- 7. .
If a FOIA request asks for records maintained at a person's residence, and a staff member has any question as to whether the records are personal records or agency records, the staff member should contact the FOIA Branch. (Normally records maintained at a person's residence are not " agency records").
8.
IF THE STAFF HA5 ANY QUESTIONS ABOUT THE SCOPE OF A REQUEST,
, PARTICULAR RECORDS SHOULD BE INCLUDED WITHIN THE SCOPE, WH !
SCOPE OF THE REQUEST APPEARS TO BE UNREASONABLY BURDENSOME,
. ' SUGGEST]ONS OF HOW THE SCOPE COULD BE LlHITED BY PROVIDI
- HORE READILY AVAILABLE RECORDS, THEY SHOULD 199tEDIATELY CONTA THEIR MANAGEMENT AND THE FO]A BRANCH IN DRR.
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