️If records management is the foundation of a successful FOIA program, why is collaboration between FOIA and records officers still so rare?

That question continues to surface across agencies.

And the data tells part of the story.

According to NARA’s 2024 Records Management Self-Assessment, 81.3 percent of records officers receive FOIA training. But there is no comparable data showing how many FOIA professionals are trained in records management.

That silence speaks volumes.

A One-Sided Understanding

In my experience, more records officers understand FOIA than FOIA officers understand records management.

This creates an imbalance.

Records officers are often equipped with insight into disclosure requirements.
FOIA officers, however, are frequently expected to locate and process records without a full understanding of how those records are structured, classified, or retained.

That gap creates friction.

Where the Disconnect Shows Up

The lack of collaboration is not just a structural issue. It directly impacts FOIA operations.

FOIA officers are tasked with:

• Locating records across complex systems
• Identifying responsive documents
• Ensuring completeness and accuracy

But without a strong understanding of records management, these tasks become more difficult and time-consuming.

At the same time, records officers:

• Manage classification and retention
• Maintain systems of record
• Understand where and how information is stored

Yet they are not always integrated into the FOIA process.

Why Cross-Training Matters

Cross-training is not optional.

It is essential.

When FOIA and records professionals understand each other’s roles, agencies can:

• Improve search accuracy and efficiency
• Reduce delays in FOIA responses
• Strengthen compliance with records policies
• Ensure more complete and defensible disclosures

This is how transparency becomes operational.

Bridging the Gap

Closing this gap requires intentional action.

Agencies should:

• Provide records management training for FOIA professionals
• Integrate records officers into FOIA workflows and consultations
• Develop shared guidance and standard operating procedures
• Encourage ongoing collaboration between both functions

These steps create alignment where it is currently missing.

The Bottom Line

FOIA does not work without records.

And records management does not reach its full value without FOIA.

The disconnect between these roles is not just inefficient. It is a risk to transparency and public trust.

It is time to bridge the gap.

Because when FOIA and records management work together, agencies are better equipped to deliver what the public expects.

Access to information that is accurate, timely, and complete.