“Transparency doesn’t start with a FOIA request. It starts with how records are created, managed, and protected.”
— National Archives and Records Administration (NARA)

During Sunshine Week 2021, the National Archives and Records Administration (NARA) reminded federal agencies of the critical partnership between FOIA professionals and records management teams.

The message was simple but powerful. Transparency is not something that begins when a FOIA request arrives. It begins long before that moment, with how information is created, organized, protected, and governed across an agency.

The Foundation of Transparency

Strong information governance begins with records management.

When agencies properly manage records throughout their lifecycle, they create a foundation that supports transparency, accountability, and responsible information sharing.

Well-managed records systems allow agencies to:

• Locate responsive documents quickly

• Maintain accurate and reliable records

• Apply consistent retention and disposition policies

• Ensure information is accessible when needed

The result is a more efficient FOIA process and stronger compliance with transparency requirements.

Simply put:

Well-managed records lead to faster FOIA responses.

Privacy Must Be Part of the Equation

Transparency must also be balanced with responsible data protection.

Privacy programs ensure that disclosures are handled ethically and in accordance with laws that protect personal information. Privacy-aware workflows help agencies identify sensitive information and apply appropriate safeguards before records are released.

This ensures that agencies can promote transparency without compromising individual privacy or sensitive data.

Privacy-aware processes lead to smarter and more responsible disclosures.

The Challenge of Organizational Silos

Despite NARA’s leadership and continued guidance, many agencies still treat FOIA, records management, and privacy programs as separate functions.

These silos create unnecessary barriers:

• FOIA teams struggle to locate records quickly
• Records managers lack visibility into disclosure needs
• Privacy teams become involved only after risks emerge

When these programs operate independently, agencies lose opportunities to improve efficiency, strengthen compliance, and build public trust.

A Path Toward Greater Public Trust

When agencies begin to fully understand the connection between FOIA, records management, and privacy programs, the benefits become clear.

Integrated collaboration leads to:

• Faster and more accurate FOIA responses
• Stronger protections for personal and sensitive information
• More consistent governance across information systems
• Greater transparency and accountability

Most importantly, it strengthens public trust.

Transparency is not simply about releasing records. It is about building systems that allow government information to be managed responsibly, accessed efficiently, and protected appropriately.

And that process always begins with how records are created, managed, and governed.

Related reading: More insights from Dr. Moya Hill | Explore the Unified Information Governance Model