Functional Statements > Office of Management

G. REGULATORY INFORMATION MANAGEMENT SERVICES

Regulatory Information Management Services (RIMS) provides leadership, oversight, and coordination to ensure Departmental compliance with Federal laws governing the acquisition, release and maintenance of information.  In particular, this relates to the following activities within the Department of Education (ED): 

• Freedom of Information Act (FOIA);
• Privacy Act (including privacy safeguards);
• Federal Records Act (records management and retention); and,
• Paperwork Reduction Act (information collection clearances).

RIMS is responsible for providing policies, standards, and procedures that ensure ED complies with governmental information management requirements in the above areas.  In addition, RIMS provides guidance and instruction to assure that customers are supported in the performance of these efforts.

RIMS is headed by a Director who reports to the Assistant Secretary for Management.

RIMS includes three units:

• FOIA Service Center
• Information Collections Clearance Division; and
• Records Management and Privacy Division.

Office of the Director

The Office of the Director provides oversight, direction, and guidance to the RIMS staff. This office prepares and manages the RIMS budget and serves as the liaison with the OM Executive Office. The Director serves as FOIA Public Liaison.

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FOIA Service Center

The FOIA Service Center (Center) is responsible for ensuring agency compliance with the Freedom of Information Act (FOIA). In particular, the Center operates the agency case management system that responds to FOIA requests. The Center advises the public and ED employees regarding FOIA requests.

In performing its responsibilities, the Center:

• Ensures the prompt, courteous, efficient and successful handling of all FOIA and Privacy Act requests received by the Department.
• Serves as the primary office for requestors to obtain information about the status of a FOIA request, and the agency’s response.
• Oversees agency compliance with FOIA management policies and operating procedures.
• Provides guidance and instruction to Department staff for the appropriate receipt, handling, and recording of FOIA and Privacy Act requests.
• Develops and provides print and web-based training to Department employees and contractors regarding the unit's mission.
• Furnishes reliable, accurate, and timely information on FOIA compliance as required by relevant laws, statutes, regulations and directives, including mandated reports on the status of ED's FOIA operations.
• Oversees the successful implementation and management of Department-wide systems and databases that support the successful and efficient handling of FOIA requests.
• Coordinates disposition of all Freedom of Information Act (FOIA) appeals received by the Department.

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Information Collections Clearance Division

The Information Collections Clearance Division is responsible for ensuring agency compliance with the Paperwork Reduction Act.

In performing its responsibilities, the Division:

• Oversees agency compliance with the Paperwork Reduction Act, OMB guidance and directives and internal ED policies. Analyzes proposed information collections packages to ensure minimum response burden and cost on the public.
• Serves as the Department’s primary liaison with OMB in the analysis and clearance of information collections to assure compliance with internal policies and OMB guidance and directives.
• Develops clear and consistent business rules (standards) to expedite information collection clearance activities across the Department.
• Provides guidance to Department staff to respond to OMB requirements and promotes opportunities, including partnerships, to reduce burden.
• Provides instruction to Department staff to ensure up-to-date communication on Paperwork Reduction Act guidelines and directives. Promotes the use of streamlined information collection clearance methods and enterprise-wide systems.
• Develops and provides print and web-based training to Department employees and contractors regarding the unit's mission.
• Furnishes reliable, accurate, and timely information on past, current and pending collections, principally to Principal Offices and OMB.
• Oversees the implementation and management of Department-wide systems and databases that support the successful and efficient handling of information collection clearance requests.

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Records Management and Privacy Division

The Records Management and Privacy Division is responsible for developing and implementing strategies and programs designed to ensure compliance with federal information management requirements

In performing its responsibilities, the Division:

• Serves as the Department’s principal authority and representative on records management statutory, regulatory and policy requirements to assure compliance with National Archives and Records Administration (NARA) directives.
• Serves as the Department’s primary liaison with OMB and other agencies on inter-agency privacy safeguard and breach notification initiatives.
• Develops clear and consistent business rules (standards) for records management; administrative safeguards for protecting personally identifiable information; and risk-based information breach notification actions.
• Provides guidance and instruction to Department staff for the appropriate handling, maintenance, and disposition of records.
• Provides guidance and instruction to Department staff regarding processes and procedures regarding the protection of personally identifiable information, including Privacy Act Systems of Records Notices (SORNs) and Privacy Impact Assessments (PIAs).
• Develops and provides print and web-based training to Department employees and contractors regarding the unit's mission.
• Oversees the implementation and management of Department-wide systems and databases that support the successful and efficient handling of records and privacy safeguards administration.
• Coordinates inter-agency development, review and approval of Computer Matching Agreements (CMAs) in support of the Department’s Data Integrity Board.