Over 70 percent of federal agencies still do not integrate FOIA and records management systems.

That is not just a technology gap.

It is a transparency crisis.

According to NARA’s 2025 Records Management Self-Assessment, only 27.4 percent of agencies report any level of integration between FOIA and records systems.

This means most FOIA professionals are operating without full visibility into the very records they are responsible for locating and disclosing.

Searching Without Structure

Without integrated systems, FOIA officers are often:

• Searching across disconnected platforms
• Uncertain where records reside
• Lacking visibility into retention schedules
• Dependent on manual coordination with multiple offices

In many cases, they are searching without the structure needed to be efficient or accurate.

The Data Confirms the Impact

The consequences of this disconnect are already visible.

• 46.6 percent of agencies report locating outdated records during FOIA searches
• Backlogs continue to grow
• Statutory deadlines are missed
• Legal and compliance risks increase

These are not isolated issues.

They are the direct result of fragmented systems and misaligned processes.

The Cost to Transparency

When FOIA and records management systems are not aligned, transparency suffers.

Agencies face:

• Delayed disclosures that undermine responsiveness
• Incomplete or inconsistent responses
• Increased exposure to litigation and compliance failures
• Erosion of public trust

From the public’s perspective, these are not technical challenges.

They are failures in accountability.

The Path Forward: Integration and Collaboration

The solution is clear.

Agencies must move toward integration and collaboration.

This includes:

• Implementing shared systems that connect FOIA and records management
• Aligning retention schedules with FOIA workflows
• Providing cross-training so FOIA professionals understand records lifecycle management
• Establishing shared accountability across both functions

Integration is not just about efficiency.

It is about ensuring that FOIA can function as intended.

A Governance Imperative

Transparency is not a system upgrade.

It is a governance responsibility.

FOIA and records management are not separate functions. They are part of the same process.

When they are disconnected, transparency breaks down.

When they are aligned, agencies can deliver accurate, timely, and defensible responses.

The path forward is not optional.

It is necessary.

Because public trust depends on it.