Aviation

Board staff in their preparation of other documents, such as petitions for reconsideration. The “For
Official Use Only” section of the docket might also contain such things as autopsy results or
interoffice correspondence concerning the accident. Although this material will be placed in the
accident docket, it is restricted to the Safety Board's internal use and is exempt from FOIA requests
provided it meets one of the FOIA exemptions.
4.5 FOIA Requests
Following notification of a FOIA request, the IIC should cease discarding any
documentation related to the investigation, including paperwork, photographs, videotapes,
audiotapes, electronic files and electronic correspondence. Group chairmen, technicians, Board
Members, and other appropriate staff should then be notified that they should also cease disposing of
documentation. The IIC and Board employees should not attempt to determine which items in their
possession are subject to the FOIA request. If Safety Board FOIA personnel request material before
an investigation is completed, investigative staff should photocopy all items that may be needed in
the future to complete the investigation. The IIC should then deliver the originals of all investigation
material to FOIA personnel, except that material that has been placed in the public docket. Be aware
that it will be extremely difficult to retrieve items once they have been surrendered, so it is important
that investigative staff make copies of whatever they will need. Following the initial delivery of
material to FOIA personnel, the IIC should make copies, as necessary, of all material that he or she
receives for use during the remainder of the investigation and provide the originals to FOIA
personnel immediately thereafter.
4.6 The Public Docket
Title 49 CFR 845.50 states that all factual information, proposed findings that
parties have submitted (that is, submissions), petitions for reconsideration, and the Board's
rulings will be placed in the public docket, which will be made available to the public. The IIC
is responsible for assembling the public docket and will retain the original copy of all docket
material for one year from the date that the accident report is adopted. Board Order 700
explicitly outlines the docket’s structure and contents. If it is unclear whether to place material
into the docket, the Office of the General Counsel will make a determination. The manner in
which material is entered into the docket is the same regardless of the circumstances; however,
the timeframe for opening the docket is determined by whether a public hearing is convened on
the accident (see below). When the docket is opened, the IIC should also update the ADMS
record to “Factual” status.
Generally, copies of the following shall be entered into the docket: factual reports,
addenda to the factual reports, errata sheets, photographs, and pertinent correspondence from the
parties (other than routine requests for information). Photographs are acceptable from either digital
cameras or scanned prints, but should meet minimum defined quality standards (see Docket
Procedures manual); until further notice, associated negatives should also be provided whenever
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