Respond (Advance Access)

The Respond phase of a RelativityOne FOIA workflow consists of releasing a final decision on the FOIA request, and producing appropriate records. Records are released to the public-accessible Reading Room.

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Respond details for the coordinator

The responding agency issues the final determination on the FOIA request and releases responsive records to the Reading Room. The Reading Room is a secure, publicly accessible repository for document review, search, and download. In certain instances, the agency may determine that additional consultation with another agency is required before the final decision is made. All related actions are managed through the Respond screen.

Respond sub-sections

There are three sub-sections for the Respond step: Send Referral, Provide Final Response, and Release to Reading Room.

Send Referral

In some instances, you may want another agency to process the documents and issue the final response. The Referral Request template is designed to streamline this process by providing a form with prompts and merged fields that correspond to the request. You can link to additional resources, add attachments, and customize the message body to suit your needs. This template helps ensure convenience and consistency throughout your communications.

The form contains prompts that you can use to customize your email, along with merged fields that pulled data directly from the existing record. You can use the form as is or edit it to suit your specific need.

You can edit form templates to customize them for your agency. See Letter Template Management for details.

• <***ABC***>—indicates data that you must provide. Replace the prompt with content specific to your request.
• [ABC]—indicates merged content that is pulled directly from the preexisting record. Relativity will populate these prompts for you.

Click Send Referral. The Referral Request form opens.

Steps:

1. Complete the following fields: 
   1. Receiving Agency—enter the name of the agency that will be responsible for processing the final decision and releasing the documents.
   2. Due Date—enter the due date for the processing completion.
   3. Link Saved Search (Optional)—select a saved search from the drop-down menu. Relativity automatically creates a consult saved search and includes it in your template for convenience. You can select other saved searches as well. You are not limited to the consult saved search.
      
   4. First Name—enter the first name of the referral recipient.
   5. Last Name—enter the last name of the referral recipient.
   6. To—replace <***RECIPIENT_AGENCY_CONTACT***> with the email address of the referral contact.
   7. CC—enter another email address if you want to copy this email.
   8. Subject—there is no action required for this field. Relativity automatically populates the tracking number for you.
   9. Message—replace each prompt with a response specific to your request.
      • <***RECIPIENT_AGENCY_CONTACT***>—the email address of the referral contact.
      • <***PAGE_COUNT***>—enter the number of pages you are referring to the new agency.
      • <***RECIPIENT_AGENCY***>—enter the agency owner of the documents.
      • <***RECORDS_SUMMARY***>—enter a brief description of the consultation request.
      • <***OTHER_AGENCIES***>—include the names of other agencies that might assist in determining a final response.
      • <***CASE_OFFICER_CONTACT***>—enter the name of the case officer assigned this request.
   10. Additional Attachments (Optional)—upload any attachments you want to include in your request.
2. Click Preview Email Content to review the email before you send it.
3. Click Back to Edit to return to the template. Click Confirm and Send to send the referral.

Provide Final Response

Use the final response wizard to review workflow steps and ensure each has been completed for closing the case.

Click Provide Final Response. The Final Response and Case Closure wizard opens.

Steps:

Step 1 of 5

1. Respond to the following questions:
   • Have all fees been reconciled?—selecting No will stop the wizard. You must complete fee collection to proceed.
   • Have searches been completed?—selecting No will stop the wizard. You must complete all searches to proceed.
   • Has all the appropriate set of reviews both external and internal been completed?—selecting No will stop the wizard. You must complete all reviews to proceed.
2. Click Continue.

Step 2 of 5

1. Select or upload documents for release.
   • Production Sets—select from the list of production sets from RelativityOne. Selected production sets are used to auto-populate document statistics in Step 3.
   • Document Upload—used to upload additional documents. Uploaded documents are attached to the final response email sent to the requester.
2. Click Continue.

Step 3 of 5

Document Statistics

1. Aggregated Statistics—displays the number of pages being released and withheld. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add page counts.
   • Add New—use this option to manually add the number of pages being released and withheld.
2. Exemptions Used—displays exemption codes and the number pages withheld in full or part. Relativity auto-populates values when you select production sets in Step 2. You also have the option to manually add exemption data.
   • Add New—use this option to manually add exemption codes and page counts.

Closure Disposition

1. Disposition Type—select the disposition type that describes the documents being released for this request.

Final Release Determination

1. Include Appeal Rights (90-Day Timeline)—checking this box allows the requester 90 days to appeal the records decision.
2. Click Continue to Email.

Step 4 of 5

In this step, you construct your final decision email that you will send to the requester. Use the template as a base. The form contains prompts that you can use to customize your email, along with merged fields that pulled data directly from the existing record. You can use the form as is or edit it to suit your specific need.

You can edit form templates to customize them for your agency. See Letter Template Management for details.

• <***ABC***>—indicates data that you must provide. Replace the prompt with content specific to your request.
• [ABC]—indicates merged content that is pulled directly from the preexisting record. Relativity will populate these prompts for you.

1. Complete the following fields: 
   1. CC—enter another email address if you want to copy this email.
   2. Subject—there is no action required for this field. Relativity automatically populates the subject line.
   3. Message—replace each prompt with a response specific to your request.
      • <***REQUEST_TOPIC_SUMMARY***>—enter a title for the request.
      • <***SYSTEMS/OFFICES_SEARCHED***>—enter the agencies or offices searched.
      • <***PAGE_COUNT***>—enter the number of pages.
      • <***DESCRIBE_EXEMPTIONS_APPLIED***>—list the exemptions applied.
      • <***REFERRAL_AGENCY***>—enter the referring agency, if applicable.
      • <***REFERRAL_CONTACT_INFO***>—enter the referring agency contact, if applicable.
      • <***STANDARD_552C_NOTICE***>.—enter law-enforcement exclusions, if applicable.
      • <***FEE_ASSESSMENT_OR_WAIVER_TEXT***>—enter fees or fee waiver information, if applicable.
      • <***FOIA_PUBLIC_LIAISON_CONTACT***>—enter the FOIA public contact.
      • <***Agency FOIA Appeals contact information***>—enter the appeals contact, if applicable.
2. Click Preview to review the email before you send it.
   Once you send this email, the action cannot be undone. Please review carefully before confirming.

Step 5 of 5

In this step, you review and send your final email. The close will be marked closed after this step.

Click Confirm and Send to send the consultation request. Click Back to return to the template.

Release to Reading Room

The final task to fully closing a FOIA request is to release the documents to the Reading Room for public consumption.

Click Release to Reading Room. The Release to Reading Room screen opens.

Steps:

1. Select one or more production sets to release.
2. Click Release.
   You will see a message indicating the documents are being released. When the process finishes, the message disappears and you are redirected to the Respond screen.
   

You have completed the FOIA workflow for this request. Return to the home page.