FOIA backlogs remain one of the biggest challenges facing federal agencies today. Departments across government are constantly searching for ways to reduce growing request queues and improve response times.

Yet one question continues to puzzle me.

Why is records management rarely considered a central solution to reducing FOIA backlogs?

This has always baffled me. Records sit at the center of a FOIA officer’s work. Every request ultimately comes down to locating, reviewing, and producing records. If that is the case, then every serious solution to FOIA backlogs should begin with properly organizing and managing an agency’s records.

The Reality of FOIA Backlogs

The numbers tell a concerning story.

More than 200,000 FOIA requests were backlogged across federal agencies in Fiscal Year 2022, the highest number ever recorded.

Several factors contribute to this growing problem:

• Agencies face increasing volumes of complex requests spanning multiple topics, formats, and program offices.
• Staff shortages and limited resources make it difficult to keep pace with incoming requests.
• Outdated systems and fragmented record repositories slow down the search and retrieval process.
• Inter-agency coordination delays often stall responses when records involve multiple offices or stakeholders.

As a result, many FOIA requests are not processed within the required 20 business day statutory timeframe, which can erode public trust and undermine the transparency the law was designed to promote.

But this challenge is not simply a paperwork issue.

It is a governance issue.

FOIA backlogs often signal deeper structural problems, including:

• Weak records management infrastructure
• Poor cross-agency coordination
• A reactive approach to transparency rather than a proactive one

Records Management as a Strategic FOIA Solution

Proper records management is one of the most strategic tools agencies can use to reduce FOIA backlogs. The benefits extend beyond operational improvements and help reshape the culture of information management across an organization.

Faster Record Retrieval

When records are properly organized and managed, FOIA staff can locate responsive documents much more quickly.

Modern records systems that incorporate metadata, indexing, and digital repositories eliminate the need to manually search through paper files or scattered network drives.

This alone can significantly reduce search time during the FOIA process.

Clarity About What Records Exist

A strong records management program provides visibility into what records are created, where they are stored, and how long they are retained.

This clarity prevents FOIA staff from wasting time searching for records that do not exist or were never retained. It also allows officers to scope requests more accurately and determine which program offices may hold responsive materials.

Improved Collaboration Across Offices

Many complex FOIA requests require coordination across multiple departments.

When records are centralized, standardized, and governed by clear policies, collaboration becomes far more efficient. Program offices can identify relevant records faster and respond with greater confidence.

This reduces delays that often occur when agencies struggle to determine who holds the information.

Reduced Litigation Risk

FOIA backlogs can increase the likelihood of litigation.

When agencies fail to respond within statutory timeframes, requesters may seek relief through the courts. Strong records management practices improve the speed and defensibility of responses, helping agencies meet deadlines and reduce legal exposure.

The Bigger Picture

FOIA backlogs are often treated as a workflow problem.

In reality, they are frequently an information governance problem.

When agencies invest in strong records management programs, they do more than improve efficiency. They strengthen transparency, improve accountability, and support the fundamental mission of FOIA.

In my experience, agencies that treat records management as a strategic capability rather than an administrative function are far better positioned to reduce FOIA backlogs and serve the public effectively.