How to Submit FOIA/PA Requests

Getting Started

The Freedom of Information Act (FOIA) gives anyone the right to request NASA records. All requests must follow NASA’s FOIA Regulations (14 CFR § 1206).

To submit: Use NASA’s online Public Access Link (PAL), or the National FOIA Portal

Don’t know which NASA center has your records? Send your request to NASA Headquarters. Forwarding to the wrong office may add up to 10 business days for processing.

Want multiple NASA centers to search for records? Send ONE request to NASA Headquarters
– List in your request all centers you want to search
– Don’t send duplicate requests to multiple centers – this causes delays

Required Information for All Requests

• Your contact details: Name, email, mailing address, phone number
• Detailed description of the records you want
• Fee category (see Fees section below)
• Maximum fee you’ll pay OR request for fee waiver

Important: Never include Social Security numbers in your request.

Requesting Personal Records

Records About Yourself

You must verify your identity per NASA’s Privacy Act Regulations (14 CFR § 1212.202).
Required information:

• Full name
• Current address
• Date and place of birth
• Signature (either notarized OR made under penalty of perjury per 28 U.S.C. § 1746)

Records About Someone Else

You need either:
Option 1: Subject’s permission

For records about someone else you’ll typically need either of the following:

• The subject’s full identifying information (as listed above)
• Plus their permission in one format:
  • Notarized permission statement, OR
  • Declaration signed under penalty of perjury per 28 U.S.C. § 1746

Option 2: Proof of death (if person is deceased)

• Death certificat, verifiable obituary, etc.

How to Describe Records Effectively

Be Specific!

NASA can only provide records that exist and can be reasonably located. We don’t create new documents, conduct research, or answer questions.

Before Submitting

• Search first: Check NASA’s website and the internet
• Gather details: Look for dates, titles, authors, contract numbers, etc.
• Identify the right office: Use these resources:
  • NASA Organization
  • NASA Missions A-Z
  • Search All Nasa Missions

Avoid Vague Requests

Don’t use phrases like “All information about…”

Do use specific record descriptions

If your request is too broad we’ll contact you and explain what additional information is needed. You’ll have 20 working days to respond or we’ll close the request.

Need help? Contact the Center’s FOIA representative or NASA’s FOIA Public Liaison.

Special Requirements by Record Type

Record Type	Information to Include in Request
Emails	– Name of NASA employee – Date range – Specific keywords (avoid general terms like “space” or “NASA”)
Contracts (see below for additional information)	– Contract number (search SAM.gov first) – Specific documents you want
Technical/Scientific Reports	– Check NASA Technical Reports Server (NTRS) first – Provide report title, document ID, author, publication date

Contract Records – Special Considerations

Business requesters: You’ll likely be in the “commercial use” fee category with full search, review, and copying charges.

What to Include

• Specific documents you want
• Contract number (find at SAM.gov or FPDS)
• Amount you’re willing to pay
  • Without a specified amount, your request goes on hold
  • For multiple document with limited budget, specify processing order

What NASA Typically Releases

• Actual amounts paid by Government
• Cost explanations and headings
• Names of government and key contractor employees
• NASA-authored contractual provisions

What NASA Typically Withholds

• Technical and cost proposals
• Unique ideas, methods, or processes (trade secrets)
• Proprietary cost information
• Contractor-submitted plans

If You Disagree with NASA’s Response

You can appeal within 90 days. Send to:

Administrator
NASA Headquarters
Executive Secretariat
ATTN: FOIA Appeals
MS 9R17
300 E Street, S.W.
Washington, DC 20546

Mark envelope and letter: “Appeal under the Freedom of Information Act”

Include:

• Copies of original request and NASA’s response
• Brief explanation of why the decision should be changed

More appeal information: NASA FOIA regulations at 14 C.F.R. § 1206.700

NASA Office of Inspector General (OIG) Records

Submit requests directly to OIG. Visit the OIG FOIA Website.

Laws and Executive Orders

FOIA statute with 2016 improvements (5 U.S.C. § 552)

Executive Order 12600 – Commercial information notification procedures

FOIA Improvement Act of 2016 summary

NASA Regulations

NASA FOIA Regulations

NASA Privacy Act Regulations

FOIA Fees

Fee Basics

• Under $50: No Charge
• Fees may apply even if: No records are found or records withheld
• Payment: Generally required before release
• Fee types: Search time, review time, copying costs

Complete information: NASA FOIA regulation Subpart E (14 CFR § 1206.500 through 1206.505) and the Office of Management and Budget Guidelines for FOIA Fees (updated in 2020).

Current Fee Schedule (January 1, 2024)

Staff Level	Quarter Hour Rate	Hourly Rate
Clerical Search/Review (GS-7 and below / contractor)	$6.87	$27.48
Professional Search/Review (GS-8 through GS-12)	$11.89	$47.56
Managerial Search/Review (GS-13 and above)	$17.25	$69.00
Copying/Scanning (Standard Sizes)	$0.15 per page	$0.15 per page
Non-Standard Work	TBD	TBD

Who Pays What ?

Requester Category	Search Fees	Review Fees	Duplication Fees
Commercial	Yes	Yes	Yes
Educational/Non-commercial Scientific Institutions	No	No	Yes*
News Media	No	No	Yes*
Others	Yes**	No	Yes*

More details: NASA FOIA Regulations 14 C.F.R. § 1206.507

Fee Waivers

You may qualify if releasing the information:

• Serves public interest by significantly contributing to understanding of government operations
• Is not primarily for commercial benefit

Important Notes:

• Personal records requests typically don’t qualify (benefit is personal, not public)
• Inability to pay is not grounds for a fee waiver
• No “blanket” fee waivers–each request is judged individually, even if you received waivers before

For complete requirements, see NASA’s FOIA Regulations, 14 C.F.R. §1206.506

Expedited Processing

Your request may be fast-tracked if you demonstrate:

• Life/safety threat – Delay could pose imminent danger, OR
• Urgent public need – Timely information about government activity needed (only for those primarily disseminating information), OR
• Due process rights – Failure to release would impair substantial due process rights.

Requirements:

• Submit detailed explanation with request
• Certify reasons are true and correct
• NASA decides on expedition within 10 calendar days

NASA Records and Records Retention

Records Management Program

Privacy Act System of Records Notices (SORNs)

NASA Major Information Systems

General Records Schedule 4.2

Other Public Information Sources

NASA-Specific Resources

NASA Procurement – Information about NASA’s procurement office

NASA Acquisition Internet Service (NAIS) – Information about NASA procurements

NASA Grants (Grants.gov) – Funding opportunities from NASA

NASA Technical Report Server (NTRS) – Research reports, papers, patents, images, and videos

NASA Online Directive Information System (NODIS) – Current NASA directives

NASA Mission Data – Science mission data products and archives

NASA Open Data Portal (data.nasa.gov) – Open data clearinghouse

NASA Launch Schedule – Planned launches and landings

NASA History Office – 65+ years of documented NASA history

NASA Records at National Archives – Historical records available at the National Archives

Government-Wide Resources

Federal Acquisition Jumpstation – Links to federal procurement information

System for Award Management (SAM.gov) – Contract opportunities and award data

US Government Printing Office/Digital System – Free access to official government publications

Other FOIA Resources

Department of Justice (DOJ): – Office of Information Policy – Oversees agency FOIA compliance – DOJ Guide to FOIA – Comprehensive legal treatise (regularly updated) – FOIA.gov – Government’s main FOIA website – DOJ Infographic on FOIA – Visual representation of the FOIA process – Statutes DOJ Found to Qualify Under Exemption 3 – DOJ Guidance on Implementing FOIA’s Statutory Exclusion Provisions (September 19, 2012) – DOJ FOIA Guidance

National Archives and Records Administration: – Office of Government Information Services (OGIS) – Free mediation for FOIA disputes. Contact: https://www.archives.gov/ogis/about-ogis/contact – OGIS Flyer “How to Request FOIA Mediation Services” – NCND/Glomar: When Agencies Neither Confirm Nor Deny the Existence of Records – Article providing information about Glomar responses an agency may issue.

FOIA Training

For Executives (15 minutes) – Basic overview and impact to agency leaders. Covers proactive disclosures, reporting and accountability, and FOIA resources and support

For Federal Employees (1 hour) – Covers request processes, time limits, and records searches