Public Availability of Information; Freedom of Information Act, 81191-81201 [2010-32407]

Agencies

• Office of the Secretary
• DEPARTMENT OF TRANSPORTATION

[Federal Register Volume 75, Number 247 (Monday, December 27, 2010)]
[Proposed Rules]
[Pages 81191-81201]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: 2010-32407]


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DEPARTMENT OF TRANSPORTATION

Office of the Secretary

49 CFR Part 7

[Docket No. OST-2010-0297]
RIN 2105-AD99


Public Availability of Information; Freedom of Information Act

AGENCY: Office of the Secretary (OST), Department of Transportation 
(DOT).

ACTION: Notice of proposed rulemaking.

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SUMMARY: The Department of Transportation (DOT) is proposing to revise 
and republish its regulations implementing the Freedom of Information 
Act (FOIA). The purposes for the revision are to update the regulations 
to be consistent with amendments to FOIA that were signed into law on 
December 31, 2007 and October 28, 2009, to revise DOT's fee schedule 
and other charges, and to make provisions clearer and easier to locate. 
The regulations are being republished in their entirety because of 
numerous changes to the organization and headings.

DATE: Comments are due February 25, 2011.

ADDRESSES: You may submit comments, identified by the docket number in 
the heading of this document, by any of the following methods:
     Federal eRulemaking Portal: Go to https://www.regulations.gov. Follow the online instructions for submitting 
comments.
     Mail: Docket Management Facility, M-30, U.S. Department of 
Transportation, 1200 New Jersey Avenue, SE., West Building, Ground 
Floor, Room W12-140, Washington, DC 20590.
     Hand Delivery: 1200 New Jersey Avenue SE., West Building, 
Ground Floor, Room W12-140, Washington, DC 20590, between 9 a.m. and 5 
p.m. Eastern Time, Monday through Friday, except Federal holidays.
     Fax: 202-493-2251.
    Regardless of how you submit comments, you should mention the 
docket number of this document.
    You may call the Docket Management Facility at 202-366-9826 for 
assistance.
    Instructions: For detailed instructions on submitting comments and 
additional information on the rulemaking process, see the Public 
Participation heading of the SUPPLEMENTARY INFORMATION section of this 
document. Note that all comments received will be posted without change 
to https://www.regulations.gov, including any personal information 
provided.
    Privacy Act: Anyone is able to search the electronic form of all 
comments received into any of our dockets by the name of the individual 
submitting the comment (or signing the comment, if submitted on behalf 
of an association, business, labor union, etc.). You may review the 
complete User Notice and Privacy Notice for Regulations.gov at: https://www.regulations.gov/search/Regs/home.html#privacyNotice.
    Docket: For access to the docket to read background documents or 
comments received, go to https://www.regulations.gov, or the street 
address listed above. Follow the online instructions for accessing the 
dockets.

FOR FURTHER INFORMATION CONTACT: Beth Kramer, Departmental FOIA 
Attorney, Office of the General Counsel, Department of Transportation, 
Washington, DC, at beth.kramer@dot.gov or (202) 366-0365, or Robert I. 
Ross, Senior Attorney, Office of the General Counsel, Department of 
Transportation, Washington, DC, at bob.ross@dot.gov or (202) 366-9156.

SUPPLEMENTARY INFORMATION: These regulations implementing the Freedom 
of Information Act (FOIA), 5 U.S.C. 552, were last revised on August 
17, 1998, to reflect changes required by the Electronic Freedom of 
Information Act Amendments of 1996 (Pub. L. 104-231); on August 26, 
2002, to make technical corrections to reflect the creation of the 
Transportation Security Administration; and on June 12, 2008, to make 
technical corrections to names of DOT components and locations and 
phone numbers for DOT's FOIA Offices and Primary Electronic Access 
Facility. On December 31, 2007, the OPEN Government Act of 2007 (Pub. 
L. 110-175) was signed into law, amending FOIA. On October 28, 2009, 
FOIA was amended by the OPEN FOIA Act of 2009 (Pub. L. 111-83).
    This revision proposes to update the regulations to make them 
consistent with the OPEN Government Act of 2007 and OPEN FOIA Act of 
2009, to revise DOT's fee schedule and other charges, and to make 
provisions clearer and easier to locate. New provisions implementing 
the OPEN Government Act of 2007 have been included in the following 
sections addressing the following subjects: Sec.  7.2 (definitions of 
``record'' and ``representative of the news media''); Sec.  7.22(a) and 
(c) (Chief FOIA Officer and FOIA Public Liaisons); Sec.  7.24(d) and 
(e) (receipt of requests); Sec.  7.35 (tolling of time limits); and 
Sec.  7.43(f) (ability to charge fees when a

[[Page 81192]]

time limit is missed). One provision has been changed in Sec.  
7.23(c)(3) to implement the OPEN FOIA Act of 2009, affecting FOIA 
Exemption 3. Revisions to DOT's fee schedule and other charges can be 
found at Sec.  7.41(e) (increasing fees for certified copies from $4 to 
$10 with seal and from $2 to $5 without seal); Sec.  7.42(a) (splitting 
one employee rate category into two, so that there are now four 
employee rate categories instead of three); and Sec.  7.43(a)(1) 
(increasing the threshold for de minimis requests for which fees are 
not charged from $10 to $20). No change has been made to the $.10 per 
page fee for photocopies not larger than 8.5 x 14 inches (see 
Sec. Sec.  7.13(b)(1) and 7.42(d)(1)). Other provisions have been 
clarified or reorganized; for example, clarifying provisions have been 
added to Sec. Sec.  7.22(d) (delegations of authority) and 7.26(a) 
(addressing the search cut-off date), and appeal provisions that were 
formerly in a separate subpart are now in the subpart entitled ``Time 
Limits.''
    Regulatory Analyses and Notices: This proposal is not a 
``significant regulatory action'' within the meaning of Executive Order 
12886. It is also not significant within the definition in DOT's 
Regulatory Policies and Procedures, 49 FR 11034 (1979), in part because 
it does not involve any change in important Departmental policies. 
Because the economic impact should be minimal, further regulatory 
evaluation is not necessary. Moreover, I certify that this proposal 
would not have a significant economic impact on a substantial number of 
small entities.
    This proposal would not significantly affect the environment, and 
therefore an environmental impact statement is not required under the 
National Environmental Policy Act of 1969. This proposal has also been 
reviewed under Executive Order 12612, Federalism, and it has been 
determined that it does not have sufficient implications for Federalism 
to warrant preparation of a Federalism Assessment.
    Collection of Information. This proposal contains no collection of 
information requirements under the Paperwork Reduction Act (44 U.S.C. 
3501 et seq.)
    Unfunded Mandates. Title II of the Unfunded Mandates Reform Act of 
1995 (UMRA), (Pub. L. 104-4, 109 Stat. 48), requires Federal agencies 
to assess the effects of certain regulatory actions on State, local, 
and tribal Governments, and the private sector. UMRA requires a written 
statement of economic and regulatory alternatives for proposed and 
final rules that contain Federal mandates. A ``Federal mandate'' is a 
new or additional enforceable duty, imposed on any State, local, or 
tribal Government, or the private sector. If any Federal mandate causes 
those entities to spend, in aggregate, $100 million or more in any one 
year (adjusted for inflation), an UMRA analysis is required. This 
proposal would not impose Federal mandates on any State, local, or 
tribal Governments or the private sector.

List of Subjects in 49 CFR Part 7

    Public availability of information.

    In consideration of the foregoing, DOT proposes to revise Part 7 of 
Title 49, Code of Federal Regulations, to read as follows:

PART 7--PUBLIC AVAILABILITY OF INFORMATION

Subpart A--General Provisions
Sec.
7.1 General.
7.2 Definitions.
Subpart B--Information Required To Be Made Public by DOT
7.11 What records are published in the Federal Register, and how are 
they accessed?
7.12 What records are available in reading rooms, and how are they 
accessed?
7.13 How are copies of publicly available records obtained?
7.14 Redaction of information that is exempt from disclosure.
7.15 Protection of records.
Subpart C--Availability of Reasonably Described Records Under the 
Freedom of Information Act
7.21 What does this subpart cover?
7.22 Who administers this subpart?
7.23 What limitations apply to disclosure?
7.24 What must a FOIA request contain?
7.25 How does DOT handle first-party requests?
7.26 To what extent and in what format are records searched and made 
available?
7.27 What are the designated DOT FOIA Requester Service Centers?
7.28 How does DOT handle requests that concern more than one 
Government agency?
7.29 When and how does DOT consult with submitters of commercial 
information?
Subpart D--Time Limits
7.31 What time limits apply to DOT with respect to initial 
determinations?
7.32 What time limits apply to a requester when appealing DOT's 
initial or final determination?
7.33 What time limits apply to DOT with respect to administrative 
appeals (final determinations)?
7.34 When and how are time limits applicable to DOT extended?
7.35 When and how is the 20-day time limit for rendering an initial 
determination tolled?
Subpart E--Fees
7.41 When and how are processing fees imposed for records that are 
made available under subpart B or processed under subpart C?
7.42 What is DOT's fee schedule for records requested under subpart 
C?
7.43 When are fees waived or reduced, for records requested under 
subpart C?
7.44 How can I pay a processing fee for records requested under 
subpart B or subpart C?
7.45 When are pre-payments required for records requested under 
subpart C, and how are they handled?
7.46 How are late payments handled?

    Authority:  5 U.S.C. 552; 31 U.S.C. 9701; 49 U.S.C. 322; E.O. 
12600; E.O. 13392.

Subpart A--General Provisions


Sec.  7.1  General.

    (a) This part implements 5 U.S.C. 552, as amended, and prescribes 
rules governing the public availability of Department of Transportation 
(DOT) records.
    (b) Subpart B of this part contains the DOT regulations concerning 
the public availability of:
    (1) Records that DOT is required to publish in the Federal Register 
pursuant to 5 U.S.C. 552(a)(1) (described in Sec.  7.11(a)), and 
indices to such records; and
    (2) Records that DOT is required to make available to the public in 
a reading room without need for a specific request, pursuant to 5 
U.S.C. 552(a)(2) (described in Sec.  7.12(a)), and indices to such 
records.
    (c) Subpart C of this part contains the DOT regulations concerning 
records that may be requested from DOT under the Freedom of Information 
Act (FOIA), namely, records that DOT is not required to publish in the 
Federal Register or make publicly available in a reading room under 5 
U.S.C. 552(a)(2)(A), (B), (C) and (E) and frequently requested records 
even if DOT has made them publicly available as required under 5 U.S.C. 
552(a)(2)(D). Because DOT and its components have made many of these 
records available on their Web pages (https://www.dot.gov or https://www.dot.gov/foia), requesters may find it preferable to obtain such 
records directly from the Web pages in lieu of submitting a FOIA 
request, if the Web pages contain records that meet their needs.
    (d) Subpart D of this part contains the DOT regulations concerning 
time limits applicable to processing requests for records under subpart 
C.
    (e) Subpart E of this part contains the DOT regulations concerning 
processing fees applicable to records made available under subpart B or 
requested under subpart C.

[[Page 81193]]

Sec.  7.2  Definitions.

    Unless the context requires otherwise, the following definitions 
apply in this part:
    Act and FOIA mean the Freedom of Information Act, 5 U.S.C. 552, as 
amended.
    Administrator means the head of each component of DOT and includes 
the Inspector General.
    Confidential commercial information means trade secrets and 
confidential, privileged, and/or proprietary business or financial 
information submitted to DOT by any person.
    Components- see the definition of Department in this section.
    Concurrence means that the approval of the individual being 
consulted is required in order for the subject action to be taken.
    Consultation has its ordinary meaning: the approval of the 
individual being consulted is not required in order for the subject 
action to be taken.
    Department (1) Means the Department of Transportation, including 
the Office of the Secretary, the Office of Inspector General, and the 
DOT Operating Administrations, all of which may be referred to as DOT 
components:
    (i) Federal Aviation Administration,
    (ii) Federal Highway Administration,
    (iii) Federal Motor Carrier Safety Administration,
    (iv) Federal Railroad Administration,
    (v) Federal Transit Administration,
    (vi) Maritime Administration,
    (vii) National Highway Traffic Safety Administration,
    (viii) Office of Inspector General,
    (ix) Office of the Secretary of Transportation,
    (x) Pipeline and Hazardous Materials Safety Administration,
    (xi) Research and Innovative Technology Administration, and
    (xii) Saint Lawrence Seaway Development Corporation.
    (2) Each of these DOT components can be contacted through its FOIA 
Requester Service Center(s) as provided in Sec.  7.27. This definition 
specifically excludes the Surface Transportation Board, which has its 
own FOIA regulations at 49 CFR Part 1001.
    First-party request means a request by an individual for records 
pertaining to that individual.
    Hourly rate means the actual hourly base pay for a civilian 
employee.
    Reading room records are those records required to be made 
available to the public without a specific request under 5 U.S.C. 
552(a)(2), as described in Sec.  7.12 of subpart B of this part. DOT 
and its components make their reading room records available to the 
public electronically through their FOIA Web pages (https://www.dot.gov/foia) and at the physical locations identified in Sec.  7.12(b). Other 
records may also be made available at DOT's discretion through DOT Web 
pages (https://www.dot.gov).
    Record includes any writing, drawing, map, recording, diskette, 
DVD, CD-ROM, tape, film, photograph, or other documentary material, 
regardless of medium, by which information is preserved. The term also 
includes any such documentary material stored electronically by 
computer.
    Redact means delete or mark over.
    Representative of the news media means any person or entity that 
gathers information of potential interest to a segment of the public, 
uses its editorial skills to turn the raw materials into a distinct 
work, and distributes that work to an audience. ``News'' means 
information that is about current events or that would be of current 
interest to the public.
    Responsible DOT official means the head of the DOT component 
concerned, or the General Counsel or the Inspector General, as the case 
may be, or the designee of any of them, authorized to take an action 
under this part.
    Secretary means the Secretary of Transportation or any individual 
to whom the Secretary has delegated authority in the matter concerned.
    Toll means temporarily stop the running of a time limit.

Subpart B--Information Required To Be Made Public by DOT


Sec.  7.11  What records are published in the Federal Register, and how 
are they accessed?

    (a) General. Pursuant to 5 U.S.C. 552(a)(1), DOT publishes the 
following records in the Federal Register and makes an index of the 
records publicly available. For purposes of this paragraph, material 
that is reasonably available to the class of persons affected by the 
material is considered to be published in the Federal Register when the 
material is incorporated by reference with the approval of the Director 
of the Federal Register.
    (1) Descriptions of DOT's organization, including its components 
and the established places at which, the officers from whom, and the 
methods by which, the public may secure information and make submittals 
or obtain decisions;
    (2) Statements of the general course and methods by which DOT's 
functions are channeled and determined, including the nature and 
requirements of all formal and informal procedures available;
    (3) Rules of procedure, descriptions of forms available or the 
places at which forms may be obtained, and instructions as to the scope 
and contents of all papers, reports, or examinations;
    (4) Substantive rules of general applicability adopted as 
authorized by law and statements of general policy or interpretations 
of general applicability formulated and adopted by DOT; and
    (5) Each amendment, revision, or repeal of any material listed in 
paragraphs (a)(1) through (4) of this section.
    (b) Federal Register locations. DOT makes its Federal Register 
publications and indices publicly available at the physical locations 
identified in Sec.  7.12(b). The publications and indices can be 
accessed online at https://www.gpoaccess.gov/fr/.


Sec.  7.12  What records are available in reading rooms, and how are 
they accessed?

    (a) General. Pursuant to 5 U.S.C. 552(a)(2), unless the following 
records are promptly published and offered for sale or published in the 
Federal Register, DOT and its components make the following records, 
and an index to the records, available in a reading room, including an 
electronic reading room if the records were created by DOT on or after 
November 1, 1996:
    (1) Final opinions, including concurring and dissenting opinions, 
as well as orders, made in the adjudication of cases.
    (2) Those statements of policy and interpretations which have been 
adopted by DOT and are not published in the Federal Register.
    (3) Administrative staff manuals and instructions to staff that 
affect a member of the public.
    (4) Copies of all records, regardless of form or format, that have 
been released to any person under subpart C of this part and that, 
because of the nature of their subject matter, DOT determines have 
become or are likely to become the subject of subsequent requests for 
substantially the same records.
    (5) A general index of the records listed in (a)(4) of this 
section.
    (b) Reading room locations. DOT makes its reading room records and 
indices (in the form of lists or links) available at https://www.dot.gov/foia and at the following physical locations:
    (1) DOT Dockets Office, 1200 New Jersey Avenue, SE., Room W12-140, 
Washington, DC 20590: hours of operation: 9 a.m. to 5 p.m. ET, Monday 
through Friday except Federal holidays; telephone: (202) 366-9322, 
(202) 366-9826, or (800) 647-5527. DOT provides a computer terminal and 
printer at this

[[Page 81194]]

location for accessing electronic reading room records.
    (2) National Highway Traffic Safety Administration (NHTSA) 
Technical Information Services public record unit: 1200 New Jersey 
Avenue, SE., Room W12-300, Washington, DC 20590; hours of operation: 
9:30 a.m. to 5 p.m. ET, Monday through Friday except Federal holidays; 
telephone (202) 366-2588. NHTSA provides a computer terminal and 
printer at this location for accessing electronic reading room records.
    (3) Other public record units maintained by DOT components (e.g., 
at regional offices): Information concerning the availability of a 
computer terminal and printer at such units, and the location and hours 
of operation of such units, can be obtained through the DOT Dockets 
Office at (202) 366-9322, (202) 366-9826, or (800) 647-5527.


Sec.  7.13  How are copies of publicly available records obtained?

    (a) Copies of materials covered by this subpart that are published 
and offered for sale: Records that are ordinarily made available to the 
public as a part of an information program of the Government, such as 
news releases and pamphlets, may be obtained upon request by contacting 
the appropriate DOT location identified in Sec.  7.12(b) or the sources 
identified in Sec.  7.41(g), and paying the applicable duplication fee 
or purchase price. Whenever practicable, DOT also makes the 
publications available at the appropriate physical locations identified 
in Sec.  7.12(b).
    (b) Copies of materials covered by this subpart that are not 
published and offered for sale: Such records may be ordered, upon 
payment of the appropriate fee (if any fee applies), through the 
applicable FOIA Requester Service Center or through the DOT Dockets 
Office identified in Sec.  7.12(b):
    (1) Per copy of each page (not larger than 8.5 x 14 inches) 
reproduced by photocopy or similar means--US $0.10.
    (2) Per copy prepared by any other method of duplication--actual 
direct cost of production.
    (c) Certified copies. Copies are certified upon request by 
contacting the applicable FOIA Requester Service Center listed in Sec.  
7.27 and paying the fee prescribed in Sec.  7.41(e).


Sec.  7.14  Redaction of information that is exempt from disclosure.

    Whenever DOT determines it to be necessary to prevent the 
disclosure of information required or authorized to be withheld by FOIA 
or another Federal statute (such as, to prevent a clearly unwarranted 
invasion of personal privacy), DOT redacts such information from any 
record covered by this subpart that is published or made available. A 
full explanation of the justification for the deletion accompanies the 
record published or made available.


Sec.  7.15  Protection of records.

    Records made available to the public under this subpart may not be 
removed, altered, destroyed, or mutilated (this excludes duplicate 
copies that are provided to a member of the public to take and keep). 
18 U.S.C. 641 provides for criminal penalties for embezzlement or theft 
of Government records. 18 U.S.C. 2071 provides for criminal penalties 
for the willful and unlawful concealment, mutilation or destruction of, 
or the attempt to conceal, mutilate, or destroy, Government records.

Subpart C--Availability of Reasonably Described Records Under the 
Freedom of Information Act


Sec.  7.21  What does this subpart cover?

    (a) Except as otherwise provided in paragraph (b) of this section, 
this subpart applies to reasonably described records that are made 
available in response to written requests under FOIA.
    (b) This subpart does not apply to:
    (1) Records published in the Federal Register.
    (2) Records published and offered for sale.
    (3) Records (other than frequently requested records) made 
available in a reading room.
    (4) Records or information compiled for law enforcement purposes 
and covered by the disclosure exemption described in Sec.  
7.23(c)(7)(A) if--
    (i) The investigation or proceeding involves a possible violation 
of criminal law; and
    (ii) There is reason to believe that--
    (A) The subject of the investigation or proceeding is not aware of 
its pendency, and
    (B) Disclosure of the existence of the records could reasonably be 
expected to interfere with enforcement proceedings.
    (5) Informant records maintained by any criminal law enforcement 
component of DOT under an informant's name or personal identifier, if 
requested by a third party according to the informant's name or 
personal identifier, unless the informant's status as an informant has 
been officially confirmed.


7.22  Who administers this subpart?

    (a) A Chief FOIA Officer is appointed by the Secretary to oversee 
DOT's compliance with the Act pursuant to 5 U.S.C. 552(k). The DOT 
official designated to serve as Chief FOIA Officer is identified at 
https://www.dot.gov/foia.
    (b) Each DOT FOIA Requester Service Center listed in Sec.  7.27 is 
the initial point of contact for providing information about its 
processing of requests.
    (c) One or more Public Liaisons are designated by the Chief FOIA 
Officer for each DOT FOIA Requester Service Center listed in Sec.  
7.27. Public Liaisons assist requesters in reducing delays and 
resolving disputes, as described in 5 U.S.C. 552(k)(6).
    (d) Authority to administer this subpart and to issue 
determinations with respect to initial requests and appeals of initial 
denials is delegated as follows:
    (1) To the General Counsel for the records of the Office of the 
Secretary other than the Office of Inspector General, and for the 
concurrences required in paragraph (3)(C).
    (i) The General Counsel may redelegate the authority to administer 
this part to other officials in the Office of the General Counsel.
    (ii) The General Counsel or the General Counsel's designee may 
designate one or more attorneys on his or her staff to provide the 
concurrences required in paragraph (3)(C).
    (2) To the Inspector General for records of the Office of Inspector 
General. The Inspector General may redelegate the authority to officers 
of that component.
    (3) To the Administrator of each DOT component (other than the 
Inspector General) for records of that component.
    (i) Each Administrator may redelegate to officers of that component 
the authority to administer this part in connection with defined groups 
of records.
    (ii) Each Administrator may redelegate the authority to issue final 
determinations of appeals of initial denials to the Administrator's 
deputy or to not more than one other officer who reports directly to 
the Administrator and who is located at the headquarters of that DOT 
component.
    (iii) Any such final determination by an Administrator or the 
Administrator's designee (following an appeal of an initial denial) is 
subject to concurrence by the General Counsel or the General Counsel's 
designee, if the final determination is not to disclose a record or 
portion of a record under this part, or not to grant a request for a 
fee waiver or reduction.


Sec.  7.23  What limitations apply to disclosure?

    (a) Policy. It is DOT policy to make its records available to the 
public to the

[[Page 81195]]

greatest extent possible, in keeping with the spirit of FOIA. This 
includes releasing reasonably segregable and meaningful nonexempt 
information in a document from which exempt information is withheld.
    (b) Statutory disclosure requirement. As provided in 5 U.S.C. 
552(a)(3)(A), DOT makes reasonably described records available upon 
request from a member of the public, when the request is submitted in 
accordance with this subpart, except to the extent that the records 
contain information exempt from FOIA's mandate of disclosure as 
provided in 5 U.S.C. 552(b).
    (c) Statutory exemptions. Exempted from FOIA's statutory disclosure 
requirement are matters that are:
    (1) Specifically authorized under criteria established by Executive 
Order to be kept secret in the interest of national defense or foreign 
policy, and in fact properly classified pursuant to such Executive 
Order;
    (2) Related solely to the internal personnel rules and practices of 
an agency;
    (3) Specifically exempted from disclosure by statute (other than 
the Privacy Act, 5 U.S.C. 552a or the Open Meetings Act, 5 U.S.C. 552b, 
as amended), in that the statute:
    (i) Requires that the matters be withheld from the public in such a 
manner as to leave no discretion on the issue, establishes particular 
criteria for withholding, or refers to particular types of matters to 
be withheld; and
    (ii) If enacted after October 28, 2009, specifically cites to 
Exemption 3 of the FOIA (5 U.S.C. 552(b)(3));
    (4) Trade secrets and commercial or financial information obtained 
from a person and privileged or confidential;
    (5) Inter-agency or intra-agency memoranda or letters that 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 files the disclosure of 
which would constitute a clearly unwarranted invasion of personal 
privacy;
    (7) Records or information compiled for law enforcement purposes, 
but only to the extent that the production of such law enforcement 
records or information--
    (i) Could reasonably be expected to interfere with enforcement 
proceedings,
    (ii) Would deprive a person of a right to a fair or an impartial 
adjudication,
    (iii) Could reasonably be expected to constitute an unwarranted 
invasion of personal privacy,
    (iv) Could reasonably be expected to disclose the identity of a 
confidential source, including a State, local, Tribal, or foreign 
agency or authority or any private institution that furnished 
information on a confidential basis, and, in the case of a record or 
information 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, information furnished by 
a confidential source,
    (v) Would disclose techniques and procedures for law enforcement 
investigations or prosecutions or would disclose guidelines for law 
enforcement investigations or prosecutions if such disclosure could 
reasonably be expected to risk circumvention of the law, or
    (vi) Could reasonably be expected to endanger the life or physical 
safety of any individual;
    (8) 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) Geological and geophysical information and data, including 
maps, concerning wells.
    (d) Redacted information. DOT indicates the amount of information 
redacted from records released under the FOIA and the exemption(s) 
relied upon in redacting the information, at the place in the record 
where the redaction is made, when technically feasible and when doing 
so does not harm an interest protected by the exemption concerned.
    (e) Non-confidentiality of requests. DOT releases the names of FOIA 
requesters and descriptions of the records they have sought, as shown 
on DOT FOIA logs, when the logs are requested under FOIA, except to the 
extent that a statutory exemption authorizes or requires withholding of 
the log information (for example, if the log information identifies a 
first-party requester).


Sec.  7.24  What must a FOIA request contain?

    (a) Each person desiring access to or a copy of a record covered by 
this subpart must make a written request (via paper, facsimile or 
electronic mail) for the record. The request should--
    (1) Indicate that it is being made under FOIA.
    (2) Display the word ``FOIA'' prominently on the envelope or on the 
subject line of the e-mail or facsimile.
    (3) Be addressed to the appropriate FOIA Requester Service Center 
as set forth in Sec.  7.27.
    (4) State the format (e.g., paper, microfiche, computer diskette) 
in which the information is sought, if the requester has a preference 
(see Sec.  7.26(c)).
    (5) Describe the record or records sought to the fullest extent 
possible. In this regard, the request should describe the subject 
matter of the record and, if known, indicate the date when it was made, 
the place where it was made, and the individual or office that made it. 
If the description does not enable the office handling the request to 
identify or locate the record sought, that office will contact the 
requester for additional information. So that the office may contact 
the requester for additional information, the request should provide 
the requester's complete contact information, including name, address, 
telephone number, and e-mail address, if any.
    (b) With respect to fees, the request must--
    (1) Specify the fee category (commercial use, news media, 
educational institution, noncommercial scientific institution, or 
other; see Sec.  7.42(g)) in which the requester claims the request to 
fall and the basis of this claim (see subpart E of this part for fees 
and fee waiver requirements).
    (2) Support any request for fee waiver by addressing, to the 
fullest extent possible, how the criteria set out in Sec.  7.43(c) for 
establishing that the request is in the public interest have been met, 
if relevant.
    (3) State the maximum amount of fees that the requester is willing 
to pay and/or include a request for a fee waiver or reduction (if a 
maximum amount is not stated by the requester, DOT will assume the 
requester is willing to pay up to US $25).
    (c) If the requester seeks expedited processing at the time of the 
initial request, the request must include a statement supporting 
expedited processing, as set forth in Sec.  7.31(c).
    (d) A request is not considered to be a FOIA request if the record 
or records sought are insufficiently described such that DOT is unable 
to respond as required by FOIA. The twenty Federal working day limit 
for responding to requests, described in Sec.  7.31(a)(2), will not 
start to run until the request is determined by DOT to be sufficiently 
understood to enable DOT to respond as contemplated under FOIA (or 
would have been so determined with the exercise of due diligence by an 
employee of DOT) and is considered received (see paragraph (e)).
    (e) Provided the request is considered to be a FOIA request (see 
paragraph (d)), the request is considered received when it is first 
received by the FOIA office to which it should have been originally 
sent, as shown in Sec.  7.27, but in any event not later than ten 
Federal working days after it is first received by any DOT

[[Page 81196]]

FOIA Requester Service Center identified in Sec.  7.27.
    (f) As provided in Sec.  7.35, DOT's time limit for responding to a 
FOIA request as set forth in subpart D may be tolled one time to seek 
additional information needed to clarify the request and as often as 
necessary to clarify fee issues with the requester.


Sec.  7.25  How does DOT handle first-party requests?

    (a) DOT processes FOIA requests from first-party requesters in 
accordance with this regulation. DOT also processes such requests in 
accordance with the Privacy Act (5 U.S.C. 552a) if the records reside 
in a Privacy Act system of records (defined in 5 U.S.C. 552a(a)(5) as a 
system from which information is retrieved by the individual's name or 
some other personal identifier). Whichever statute provides greater 
access is controlling.
    (b) The identity of a first-party requester must be established to 
DOT's satisfaction before DOT will process the request. Acceptable 
methods of authenticating the requester's identity include those 
outlined in DOT's Privacy Act regulations at 49 CFR 10.37. Additional 
requirements may be imposed for systems of records containing 
particularly sensitive records. At a minimum, the requester's signature 
on the request letter must either be witnessed by a notary or include 
the date and the following statement immediately above the requester's 
signature: ``I declare under penalty of perjury that the foregoing is 
true and correct.''


Sec.  7.26  To what extent and in what format are records searched and 
made available?

    (a) Existing records. A request may seek only records that are in 
existence at the time of the request. In determining which records are 
responsive to a request, DOT ordinarily will include only records in 
its possession as of the date it begins its search for them. If any 
other date is used, DOT shall inform the requester of that date. DOT 
considers records created after the beginning of the search to be non-
responsive to a request. A request made under this subpart may not 
require that new records be created in response to the request by, for 
example, combining or compiling selected items from manual files, 
preparing a new computer program, or calculating proportions, 
percentages, frequency distributions, trends, or comparisons. DOT may, 
in its discretion, create a new record as an alternative to disclosing 
existing records, if DOT determines that creating a new record will be 
less burdensome than disclosing large volumes of unassembled material 
and if the requester consents to accept the newly-created record in 
lieu of the existing records.
    (b) Electronic records. DOT makes a reasonable effort to search 
electronic records in the manner in which they are designed to be 
searched (i.e., to the extent that they are electronically searchable 
without reprogramming and without significantly interfering with the 
operation of the affected information system).
    (c) Format of production. DOT provides records in the form or 
format sought by the requester, if the records are readily reproducible 
in that form or format.
    (d) Photocopying of records. Original records ordinarily are copied 
except where, in DOT's judgment, copying would endanger the quality of 
the original or raise the reasonable possibility of irreparable harm to 
the record. Original records are not released from DOT custody. DOT may 
make records requested under this subpart available for inspection and 
copying during regular business hours at the place where the records 
are located.
    (e) If no responsive record is located. If DOT cannot locate a 
requested record in agency files after a reasonable search (e.g., 
because the record was never created or was disposed of), DOT so 
notifies the requester.


Sec.  7.27  What are the designated DOT FOIA Requester Service Centers?

    (a) A request for a record under this subpart may be submitted via 
paper, facsimile, or electronic mail to the FOIA Requester Service 
Center designated for the DOT component where the records are located, 
as indicated below (unless a more up-to-date address has been 
designated at https://www.dot.gov/foia):
    (1) FOIA Requester Service Centers at 1200 New Jersey Avenue, SE., 
Washington, DC 20590:
    (i) FOIA Requester Service Center at Federal Highway 
Administration, Room E64-302 (unless a more specific address has been 
designated by FHWA at https://www.fhwa.dot.gov/foia).
    (ii) FOIA Requester Service Center at Federal Motor Carrier Safety 
Administration, Room W66-458.
    (iii) FOIA Requester Service Center at Federal Railroad 
Administration, Room W33-437.
    (iv) FOIA Requester Service Center at Federal Transit 
Administration, Room E42-315.
    (v) FOIA Requester Service Center at Maritime Administration, Room 
W24-233.
    (vi) FOIA Requester Service Center at National Highway Traffic 
Safety Administration, Room W41-311.
    (vii) FOIA Requester Service Center at Office of the Secretary of 
Transportation, Room W94-122.
    (viii) FOIA Requester Service Center at Office of Inspector 
General, Room W73-407.
    (ix) FOIA Requester Service Center at Pipeline and Hazardous 
Materials Safety Administration, Room E26-109.
    (x) FOIA Requester Service Center at Research and Innovative 
Technology Administration, Room E35-330.
    (2) FOIA Requester Service Center at Federal Aviation 
Administration, 800 Independence Avenue, SW., Room 306, Washington, DC 
20591 (unless a more specific address has been designated by FAA at 
https://www.faa.dot.gov/foia).
    (3) FOIA Requester Service Center at Associate Administrator's 
Office, Saint Lawrence Seaway Development Corporation, 180 Andrews 
Street, P.O. Box 520, Massena, New York 13662-0520.
    (b) If the person making the request does not know where in DOT the 
records are located, the person may submit the request to the FOIA 
Requester Service Center at Office of the Secretary of Transportation, 
1200 New Jersey Avenue, SE., Room W94-122, Washington, DC 20590 (voice: 
202-366-4542; facsimile: 202-366-8536).
    (c) Requests for records under this part, and Freedom of 
Information Act inquiries generally, may be made by accessing the DOT 
Home Page on the Internet (https://www.dot.gov) and clicking on the 
Freedom of Information Act link (https://www.dot.gov/foia).


Sec.  7.28  How does DOT handle requests that concern more than one 
Government agency?

    (a) If the release of a DOT-created record covered by this subpart 
would be of concern to DOT and one or more other Federal agencies, the 
determination as to release is made by DOT, but only after consultation 
with the other concerned agency.
    (b) If the release of a DOT-created record covered by this subpart 
would be of concern to DOT and a State, local, or Tribal Government, a 
territory or possession of the United States, or a foreign Government, 
the determination as to release is made by DOT, but only after 
consultation with the other concerned Governmental jurisdiction.
    (c) DOT refers a request for a non-DOT-created record covered by 
this subpart (or the relevant portion thereof) for decision by the 
Federal agency that is best able to determine the record's exemption 
status (usually, this is the

[[Page 81197]]

agency that originated the record), but only if that agency is subject 
to FOIA. DOT makes such referrals expeditiously and notifies the 
requester in writing that a referral has been made. DOT informs the 
requester that the Federal agency to which DOT referred the request 
will respond to the request, unless DOT is precluded from attributing 
the record in question to that agency.


Sec.  7.29  When and how does DOT consult with submitters of commercial 
information?

    (a) If DOT receives a request for information that has been 
designated by the submitter of the information as confidential 
commercial information, or that DOT has some other reason to believe 
may contain information of that type (see Sec.  7.23(c)(4)), DOT 
notifies the submitter expeditiously and asks the submitter to submit 
any written objections to release (unless paragraphs (c) and (d) of 
this section apply). At the same time, DOT notifies the requester that 
notice and an opportunity to comment are being provided to the 
submitter. To the extent permitted by law, DOT affords the submitter a 
reasonable period of time to provide a detailed statement of any such 
objections. The submitter's statement must specify all grounds for 
withholding any of the information. The burden is on the submitter to 
identify with specificity all information for which exempt treatment is 
sought and to persuade the agency that the information should not be 
disclosed.
    (b) The responsible DOT component, to the extent permitted by law, 
considers carefully a submitter's objections and specific grounds for 
nondisclosure prior to determining whether to disclose commercial 
information. Whenever DOT decides to disclose such information over the 
objection of a submitter, the office responsible for the decision 
provides the submitter with a written notice of intent to disclose, 
which is sent to the submitter a reasonable number of days prior to the 
specified date upon which disclosure is intended. The written notice to 
the submitter includes:
    (1) A statement of the reasons for which the submitter's disclosure 
objections were not accepted;
    (2) A description of the commercial information to be disclosed; 
and
    (3) A specific disclosure date.
    (c) The notice requirements of this section do not apply if:
    (1) The information lawfully has been published or otherwise made 
available to the public; or
    (2) Disclosure of the information is required by law (other than 5 
U.S.C. 552).
    (d) The procedures established in this section do not apply in the 
case of:
    (1) Business information submitted to the National Highway Traffic 
Safety Administration and addressed in 49 CFR part 512.
    (2) Information contained in a document to be filed or in oral 
testimony that is sought to be withheld pursuant to Rule 12 of the 
Rules of Practice in Aviation Economic Proceedings (14 CFR 302.12).
    (e) Whenever a requester brings suit seeking to compel disclosure 
of confidential commercial information, the responsible DOT component 
promptly notifies the submitter. The submitter may be joined as a 
necessary party in any suit brought against DOT or a DOT component for 
nondisclosure.

Subpart D--Time Limits


Sec.  7.31  What time limits apply to DOT with respect to initial 
determinations?

    (a) In general. (1) DOT ordinarily responds to requests according 
to their order of receipt.
    (2) DOT makes an initial determination whether to release a record 
requested pursuant to subpart C of this part within twenty Federal 
working days after the request is received by the appropriate FOIA 
Requester Service Center designated in Sec.  7.27, except that DOT may 
extend this time limit by up to ten Federal working days, or longer, in 
accordance with Sec.  7.34. In addition, DOT may toll this time limit 
one time to seek additional information needed to clarify the request 
and as often as necessary to clarify fee issues with the requester (see 
Sec.  7.35).
    (3) DOT notifies the requester of DOT's initial determination. If 
DOT decides to grant the request in full or in part, DOT makes the 
record (or the granted part) available as promptly as possible. If DOT 
denies the request in full or in part, because the record (or the 
denied part) is subject to an exemption, not within DOT's custody and 
control, or was not located following a reasonable search, DOT notifies 
the requester of the denial in writing and includes in the notice the 
reason for the determination, the right of the requester to appeal the 
determination, and the name and title of each individual responsible 
for the initial determination to deny the request. The denial letter 
includes an estimate of the volume of records or information withheld, 
in number of pages or other reasonable form of estimation. This 
estimate does not need to be provided if the volume is otherwise 
indicated through deletions on records disclosed in part, or if 
providing an estimate would harm an interest protected by an applicable 
exemption. DOT marks or annotates records disclosed in part to show 
both the amount and location of the information deleted whenever 
practicable (see Sec.  7.23(d)).
    (b) Multi-track processing of initial requests. (1) A DOT component 
may use two or more processing tracks by distinguishing between simple 
and more complex requests based on the amount of work and/or time 
needed to process the request, or based on the number of pages 
involved.
    (2) A DOT component using multi-track processing may provide 
requesters in its slower track(s) with an opportunity to limit the 
scope of their requests in order to qualify for faster processing 
within the specified limits of the component's faster track(s). In that 
event, the component contacts the requester either by telephone, 
letter, facsimile, or electronic mail, whichever is most efficient in 
each case.
    (c) Expedited processing of initial requests. (1) Requests are 
processed out of order and given expedited treatment whenever a 
compelling need is demonstrated and DOT determines that the compelling 
need involves:
    (i) Circumstances in which the lack of expedited treatment could 
reasonably be expected to pose an imminent threat to the life or 
physical safety of an individual; or
    (ii) A request made by a person primarily engaged in disseminating 
information, with a time urgency to inform the public of actual or 
alleged Federal Government activity.
    (2) A request for expedited processing may be made at the time of 
the initial request for records or at any later time. For a prompt 
determination, the request for expedited processing must be received by 
the FOIA office for the component that maintains the records requested, 
as identified in Sec.  7.27.
    (3) A requester who seeks expedited processing must submit a 
statement, certified to be true and correct to the best of that 
individual's knowledge and belief, explaining in detail the basis for 
requesting expedited processing. A requester within the category in 
paragraph (c)(1)(ii) of this section must establish a particular 
urgency to inform the public about the Government activity involved in 
the request, beyond the public's right to know about Government 
activity generally.
    (4) Within ten calendar days of receipt of a request for expedited 
processing, the proper component decides whether to grant it and 
notifies the requester of the decision. If DOT grants a request for 
expedited treatment, the request is given

[[Page 81198]]

priority and is processed as soon as practicable. If DOT denies a 
request for expedited processing, any appeal of that decision is acted 
on expeditiously.


Sec.  7.32  What time limits apply to a requester when appealing DOT's 
initial or final determination?

    (a) Denial of records request. When the responsible DOT official 
determines that a record request will be denied in whole or in part, 
because the record is subject to an exemption, not in DOT's custody and 
control, or was not located following a reasonable search, DOT provides 
the requester with a written statement of the reasons for that 
determination, as described in Sec.  7.31(a)(3), and of the right to 
appeal the determination within DOT.
    (b) Denial of fee waiver. When the responsible DOT official denies, 
in whole or in part, a request for a waiver of fees made pursuant to 
Sec.  7.24(b) or Sec.  7.43(c), DOT provides the requester with written 
notification of that determination and of the right to appeal the 
determination within DOT.
    (c) Denial of expedited processing. When the responsible DOT 
official denies a request for expedited processing made pursuant to 
Sec.  7.31(c), DOT provides the requester with written notice of that 
determination and of the right to appeal the determination within DOT.
    (d) Right to administrative appeal. Any requester to whom a record 
has not been made available within the time limits established by Sec.  
7.31 and any requester who has been provided a written determination 
pursuant to paragraphs (a), (b), or (c) of this section may appeal to 
the responsible DOT official.
    (1) Each appeal must be made in writing within thirty calendar days 
from the date the initial determination is signed and should include 
the DOT file or reference number assigned to the request and all 
information and arguments relied upon by the person making the request. 
Appeals must be submitted via conventional mail or facsimile, not via 
electronic mail. The envelope in which a mailed appeal is sent or the 
subject line of an appeal sent via facsimile should be prominently 
marked: ``FOIA Appeal.'' The twenty Federal working day limit described 
in Sec.  7.33(a) will not begin to run until the appeal has been 
identified as an appeal under FOIA, or would have been so identified 
with the exercise of due diligence, by a DOT employee, and has been 
received by the appropriate office.
    (2) Whenever the responsible DOT official determines it is 
necessary, the official may require the requester to furnish additional 
information, or proof of factual allegations, and may order other 
proceedings appropriate in the circumstances. DOT's time limit for 
responding to an appeal may be extended as provided in Sec.  7.34. The 
decision of the responsible DOT official as to the availability of the 
record, the appropriateness of a fee waiver or reduction, or the 
appropriateness of expedited processing, constitutes final agency 
action for the purpose of judicial review.
    (3) The decision of the responsible DOT official to deny a record 
request, to deny a request for a fee waiver or reduction, or to deny a 
request for expedited processing is considered to be a denial by the 
Secretary for the purpose of 5 U.S.C. 552(a)(4)(B).
    (4) When the responsible DOT official denies an appeal, the 
requester is informed in writing of the reasons for the denial of the 
request and the names and titles or positions of each person 
responsible for the determination, and that judicial review of the 
determination is available in the United States District Court for the 
judicial district in which the requester resides or has his or her 
principal place of business, the judicial district in which the 
requested records are located, or the District of Columbia.
    (e) Right to judicial review. Any requester who has not received an 
initial determination on his or her request within the time limits 
established by Sec.  7.31 can seek immediate judicial review, which may 
be sought without the need to first submit an administrative appeal. 
Any requester who has received a written determination denying his or 
her administrative appeal or who has not received a written 
determination of his or her administrative appeal within the time 
limits established by Sec.  7.33 can seek judicial review. A 
determination that a record request is denied, that a request for a fee 
waiver or reduction is denied, and/or that a request for expedited 
processing is denied does not constitute final agency action for the 
purpose of judicial review unless it is made by the responsible DOT 
official. Judicial review may be sought in the United States District 
Court for the judicial district in which the requester resides or has 
his or her principal place of business, the judicial district in which 
the requested records are located, or the District of Columbia.


Sec.  7.33  What time limits apply to DOT with respect to 
administrative appeals (final determinations)?

    (a) In general. (1) FOIA offices ordinarily process appeals 
according to their order of receipt.
    (2) DOT issues a determination with respect to any appeal made 
pursuant to Sec.  7.32(d) within twenty Federal working days after 
receipt of such appeal, except that in unusual circumstances DOT may 
extend this time limit by up to ten Federal working days in accordance 
with Sec.  7.34(a) or for more than ten Federal working days in 
accordance with Sec.  7.34(b) (but only if DOT did not extend the time 
limit for its initial response based on unusual circumstances). DOT 
notifies the requester making the appeal immediately, in writing, if 
the agency takes an extension of time. DOT may inform the requester 
making the appeal, at any time, of exceptional circumstances delaying 
the processing of the appeal (see Sec.  7.34(c)).
    (b) Multi-track processing of appeals. (1) A DOT component may use 
two or more processing tracks by distinguishing between simple and more 
complex appeals based on the amount of work and/or time needed to 
process the appeal, or based on the amount of information involved.
    (2) A DOT component using multi-track processing may provide 
persons making appeals in its slower track(s) with an opportunity to 
limit the scope of their appeals in order to qualify for faster 
processing within the specified limits of the component's faster 
track(s). A component doing so will contact the person making the 
appeal either by telephone, letter, facsimile, or electronic mail, 
whichever is most efficient in each case.
    (c) Expedited processing of appeals. (1) An appeal is processed out 
of order and given expedited treatment whenever a compelling need is 
demonstrated and DOT determines that the compelling need involves:
    (i) Circumstances in which the lack of expedited treatment could 
reasonably be expected to pose an imminent threat to the life or 
physical safety of an individual; or
    (ii) A request made by a person primarily engaged in disseminating 
information, with a time urgency to inform the public of actual or 
alleged Federal Government activity.
    (2) A request for expedited processing may be made at the time of 
the appeal or at a later time. For a prompt determination, a request 
for expedited processing must be received by the component that is 
processing the appeal for the records requested.
    (3) A requester who seeks expedited processing must submit a 
statement, certified to be true and correct to the best of that 
individual's knowledge and belief, explaining in detail the basis for 
requesting expedited processing. A

[[Page 81199]]

requester within the category in paragraph (c)(1)(ii) of this section 
must establish a particular time urgency to inform the public about the 
Government activity involved in the request, beyond the public's right 
to know about Government activity generally. A person granted expedited 
processing under Sec.  7.31(c) need merely certify that the same 
circumstances apply.
    (4) Within ten calendar days of receipt of a request for expedited 
processing, the proper component will decide whether to grant it and 
will notify the requester of the decision. If a request for expedited 
treatment is granted, the appeal will be given priority and will be 
processed as soon as practicable. If a request for expedited processing 
of an appeal is denied, no further administrative recourse is 
available.


Sec.  7.34  When and how are time limits applicable to DOT extended?

    (a) In unusual circumstances as specified in this section, DOT may 
extend the time limits prescribed in Sec. Sec.  7.31 and 7.33 by 
written notice to the person making the request or appeal, setting 
forth the reasons for the extension and the date on which a 
determination is expected to be issued. Such notice may not specify a 
date that would result in a cumulative extension of more than ten 
Federal working days without providing the requester an opportunity to 
modify the request as noted in this section. As used in this paragraph, 
``unusual circumstances'' means, but only to the extent reasonably 
necessary to the proper processing of the particular request:
    (1) The 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) The need to search for, collect, and appropriately examine a 
voluminous amount of separate and distinct records that are demanded in 
a single request; and/or
    (3) The need for consultation, which will be conducted with all 
practicable speed, with any other agency having a substantial interest 
in the determination of the request or among two or more DOT components 
having substantial interest therein.
    (b) When the extension is for more than ten Federal working days, 
the written notice provides the requester with an opportunity to either 
modify the request (e.g., by narrowing the record types or date ranges) 
so that it may be processed within the extended time limit, or arrange 
an alternative time period with the DOT component for processing the 
request (e.g., by prioritizing portions of the request).
    (c) The DOT component may inform the requester, at any time, of 
exceptional circumstances that apply to the processing of the request 
or appeal (i.e., if the component is reducing a backlog of requests or 
appeals in addition to processing current requests, or is experiencing 
an unexpected deluge of requests or appeals), as provided in 5 U.S.C. 
552(a)(6)(C).
    (d) When a DOT component reasonably believes that multiple requests 
submitted by a requester, or by a group of requesters acting in 
concert, constitute a single request that would otherwise involve 
unusual circumstances, and the requests involve clearly related 
matters, DOT may aggregate the requests for the purposes of fees and 
processing activities, which may result in an extension of the 
processing time. Multiple requests involving unrelated matters are not 
aggregated.


Sec.  7.35  When and how is the 20-day time limit for rendering an 
initial determination tolled?

    The twenty Federal working day time period in which to render an 
initial determination will proceed without interruption except as 
provided in the following:
    (a) DOT may toll the initial twenty Federal working day time period 
one time for the purpose of seeking additional information needed to 
clarify the request. Examples of such instances include but are not 
limited to:
    (1) When clarification is needed with regard to the scope of a 
request; or
    (2) When the description of the record(s) being sought does not 
enable the component handling the request to identify or locate the 
record(s).
    (b) DOT may toll the initial twenty Federal working day time period 
as often as necessary to clarify fee issues with the requester. 
Examples of such instances include but are not limited to:
    (1) When the requester has not sufficiently identified the fee 
category applicable to the request; or
    (2) When the requester has not stated a willingness to pay fees as 
high as anticipated by DOT; or
    (3) When a fee waiver request is denied and the requester has not 
included an alternative statement of willingness to pay fees as high as 
anticipated by DOT.

Subpart E--Fees


Sec.  7.41  When and how are processing fees imposed for records that 
are made available under subpart B or processed under subpart C?

    (a) DOT imposes fees for services that DOT performs for the public 
under subparts B and C of this part. Fees apply to all required and 
special services performed by DOT employees, including employees of 
non-appropriated fund activities, and contractors, if utilized.
    (b) DOT may assess a fee for time spent searching for records 
requested under subpart C even if the search fails to locate records or 
the records located are determined to be exempt from disclosure. In 
addition, if records are requested for commercial use, DOT may assess a 
fee for time spent reviewing any responsive records located to 
determine whether they are exempt from disclosure.
    (c) When a request is made under subpart C by a first-party 
requester and DOT processes the request under both FOIA and the Privacy 
Act, DOT determines the fees for records in DOT Privacy Act systems of 
record in accordance with the Privacy Act (as implemented by DOT 
regulations at 49 CFR part 10) rather than the FOIA.
    (d) When DOT aggregates requests made under subpart C (see Sec.  
7.34(d)), DOT apportions fees as set forth in Sec.  7.43(b).
    (e) As a special service, DOT may certify copies of records made 
available under subpart B or released under subpart C, upon request and 
payment of the applicable fee: with the DOT seal (where authorized)--US 
$10; or true copy, without seal--US $5. Certified copies can be 
requested by contacting the applicable FOIA Requester Service Center 
(see Sec.  7.27) or the DOT Dockets Office identified in Sec.  
7.12(b)(1).
    (f) DOT makes transcripts of hearings or oral arguments available 
for inspection only. If transcripts are prepared by a nongovernmental 
contractor and the contract permits DOT to handle the reproduction of 
further copies, DOT assesses duplication fees as set forth in Sec.  
7.42(d). If the contract for transcription services reserves the sales 
privilege to the reporting service, any duplicate copies must be 
purchased directly from the reporting service.
    (g) In the interest of making documents of general interest 
publicly available at as low a cost as possible, DOT arranges 
alternative sources whenever possible. In appropriate instances, 
material that is published and offered for sale may be purchased from 
the Superintendent of Documents, U.S.

[[Page 81200]]

Government Printing Office, Washington, DC 20402-0001; U.S. Department 
of Commerce's National Technical Information Service (NTIS), 
Springfield, Virginia 22151; or National Audio-Visual Center, National 
Archives and Records Administration, Capital Heights, MD 20743-3701.


Sec.  7.42  What is DOT's fee schedule for records requested under 
subpart C?

    (a) DOT calculates the hourly rates for manual searching, computer 
operator/programmer time, and time spent reviewing records, when 
performed by employees, based on the grades and rates in the 
Washington-Baltimore Federal White-Collar Pay Schedule or equivalent 
grades, plus 16% to cover fringe benefits, as follows:
    (1) GS-1 through GS-8 (or equivalent)--Hourly rate of GS-5 step 7 
plus 16%.
    (2) GS-9