credit card statements

Brooke Williams filed this request with the U.S. Navy, Space and Naval Warfare Systems Command of the United States of America.
Tracking # DON-NAVY-2014-003615, SPAWAR 214022
Status
Completed

Communications

From: Brooke Williams

To Whom It May Concern:

This is a request under the Freedom of Information Act. I hereby request the following records:

Itemized statements of any and all credit cards issued to any and all employees of SPAWAR in any and all of its competencies. This request includes but is not limited to SmartPay2 travel cards, purchase cards and fleet cards.

I ask that you please provide the credit card statements in their original electronic format, if applicable. I also request that, if appropriate, fees be waived as I believe this request is in the public interest. The requested documents will be made available to the general public free of charge as part of the public information service at MuckRock.com, processed by a representative of the news media/press, specifically, Investigative Newsource in San Diego (inewsource.org) and is made in the process of news gathering and not for commercial usage.

In the event that fees cannot be waived, I would be grateful if you would inform me of the total charges in advance of fulfilling my request. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 20 business days, as the statute requires.

Sincerely,

Brooke Williams

From: James, Susan C CIV SPAWAR, 35000

Ms. Williams,
This is in response to your Freedom of Information Act (FOIA) request of February 24, 2014, in which you requested records related to " itemized statements for any and all credit cards issued to any and all employees of SPAWAR in any and all of its competencies, This request includes but is not limited to SmartPay2, travel cards, purchase cards and fleet cards." Your request was received in this office of February 25, 2014 and assigned tracking number DON-NAVY-2014-003615, SPAWAR 214022

Please be advised that, while we wish to fully cooperate in processing your request, your letter did not provide sufficient detail to allow for the ready identification and retrieval of the desired documents (i.e. time frame to search for records). We are asking that you clarify the scope of your request. The request, as written, is very broad and burdensome to complete.

If you have any questions or concerns regarding this matter please contact me at 619-524-7052.

V/r,
Susan James
Paralegal Specialist
Space and Naval Warfare Systems Command
Office of Counsel, Code 3.5
(619) 524-7052 (Phone)
(619) 524-7054 (Fax)

NOTICE: The information contained in this e-mail, including attachments, may be proprietary, sensitive, confidential and/or legally privileged. It has been sent for the sole use of the intended recipient(s). Delivery of this message to any person other than the intended recipient is not intended to waive any right or privilege. If the reader of this message is not an intended recipient, you are hereby notified that any unauthorized review, use, disclosure, dissemination, distribution, or copying of this communication, or any of its contents, is strictly prohibited. If you have received this communication in error, please reply to the sender and destroy all copies of the message, physical and electronic, including all copies of any attachments transmitted.

From: Brooke Williams

Hi, Ms. James,

I'd be happy to narrow this request with a specific time frame. I have a few questions about how the records are stored, and in what format. I left you a voice mail and look forward to talking soon.

Thank you,
Brooke

202-615-3551

From: MuckRock.com

To Whom It May Concern:

I wanted to follow up on the following Freedom of Information request, copied below, and originally submitted on Feb. 24, 2014. Please let me know when I can expect to receive a response, or if further clarification is needed. You had assigned it reference number #DON-NAVY-2014-003615, SPAWAR 214022.

Thank you for your help.

From: James, Susan C CIV SPAWAR, 35000

Ms. Williams per our phone in which you asked what format we could pull potential responsive records in. We are able to do so in excel and can easily eliminate those columns that would be exempt from release i.e. names, account numbers etc. however, please be keep in mind that SPAWAR policy is to provide you PDF copies of responsive records.

Additionally in accordance with DoD policy only those items that have been posted for 90 days may be considered for release under FOIA i.e. only records from January 2014 and prior.

If there is anything else I can do to assist you in narrowing the scope of your request please let me know.

V/r,
Susan James
Paralegal Specialist
Space and Naval Warfare Systems Command
Office of Counsel, Code 3.5
(619) 524-7052 (Phone)
(619) 524-7054 (Fax)

NOTICE: The information contained in this e-mail, including attachments, may be proprietary, sensitive, confidential and/or legally privileged. It has been sent for the sole use of the intended recipient(s). Delivery of this message to any person other than the intended recipient is not intended to waive any right or privilege. If the reader of this message is not an intended recipient, you are hereby notified that any unauthorized review, use, disclosure, dissemination, distribution, or copying of this communication, or any of its contents, is strictly prohibited. If you have received this communication in error, please reply to the sender and destroy all copies of the message, physical and electronic, including all copies of any attachments transmitted.

From: Brooke Williams

Dear Ms. James,

Thank you very much for following up. I'm glad to hear you can export responsive records in Excel and easily redact any information you deem to be exempt from public disclosure.

Regarding the time frame, I understand and tailor my request to exclude the 90 days prior to the date the records are retrieved.

I understand from your note that SPAWAR has a policy to provide only PDF copies of responsive records, but please note that U.S. Code 5 ยง 552(a)(3)(B) states that "an agency shall provide the record in any form or format requested by the person if the record is readily reproducible by the agency in that form or format."

Since you've determined you can provide the responsive records in Excel and easily redact fields containing potentially exempt material, I ask that you please provide the responsive records in Excel. If you deny this portion of my request pertaining to format and provide PDFs, I ask that you please cite the specific portion of the law you are relying on.

In any case, I look forward to receiving the records, and thank you again for your assistance.

As always, please feel free to call me at 202-615-3551.

Thank you,
Brooke

From: Brooke Williams

Hi, Ms. James,

Thanks so much for calling me today to clarify the time frame.

For this request, I ask that the time frame please be from November 1, 2013 to December 31, 2013.

Thank you,
Brooke

From: James, Susan C CIV SPAWAR, 35000

Ms. Williams,
We are in the processing of finalizing your request and had a couple of questions. Due to several security concerns with regard to our travelers, specifically our overseas travelers, would you have any objections to our withholding the specific city/country locations, the vendor itself (i.e. Marriott, Chevron, Enterprise etc) would still be available?

Additionally, we do have a couple "fleet card" purchases however that information is separate from our other databases and we can only provide the actual statements which of course would be PDF'd with names/account numbers redacted.

Please give me a call if you have any questions or concerns.

V/r,
Susan James
Paralegal Specialist
Space and Naval Warfare Systems Command
Office of Counsel, Code 3.5
(619) 524-7052 (Phone)
(619) 524-7054 (Fax)

NOTICE: The information contained in this e-mail, including attachments, may be proprietary, sensitive, confidential and/or legally privileged. It has been sent for the sole use of the intended recipient(s). Delivery of this message to any person other than the intended recipient is not intended to waive any right or privilege. If the reader of this message is not an intended recipient, you are hereby notified that any unauthorized review, use, disclosure, dissemination, distribution, or copying of this communication, or any of its contents, is strictly prohibited. If you have received this communication in error, please reply to the sender and destroy all copies of the message, physical and electronic, including all copies of any attachments transmitted.

From: Brooke Williams

Dear Ms. James,

Thank you for the update. As we discussed on the phone today, if you could please provide the name of the country in those instances where the specific location is sensitive, I would appreciate it. Please let me know if any concerns come up with small countries.

Also, thank you for letting me know about the fleet card purchases. Providing those as PDFs with redactions is fine with me.

Thank you again--so much--for your help with this request. I appreciate it, as always, and I hope you have a nice weekend if we don't talk before then.

Best,
Brooke

From: James, Susan C CIV SPAWAR, 35000

Ms. Williams,
Just wanted to give you a quick status update, we are in the process of finalizing your request and expect our response to you no later than May 12, 2014. If you have any questions or concerns please give me a call.

V/r,
Susan James
Paralegal Specialist/FOIA Specialist
Office of Counsel, Code 3.5

(619) 524-7052

From: Brooke Williams

Thank you, Ms. James. I look forward to hearing from you soon.

From: Brooke Williams

Hi Ms. James,

Thank you for calling with an update. I'm glad to hear things are getting back to normal after the wildfires and hope you and your family weren't too affected. I look forward to hearing from you on Friday. Thanks again for all of your help.

Best,
Brooke

From: James, Susan C CIV SPAWAR, 35000

Brooke,
Per our conversation attached please find the purchase card and fleet card data, the travel card data will be provided separately. Should you have any questions or concerns regarding this matter, please contact me at (619) 524-7052.

V/r,
Susan James
Paralegal Specialist/FOIA Specialist
Office of Counsel, Code 3.5

(619) 524-7052

From: Brooke Williams

Thank you. I will be in touch with questions. In the meantime, I hope you have a nice week.

Best,
Brooke

From: James, Susan

Ms. Williams,
This is a final response to your Freedom of Information Act (FOIA) request
in which you asked for " itemized statements for any and all credit cards
issued to any and all employees of SPAWAR in any and all of its
competencies, This request includes but is not limited to SmartPay2, travel
cards, purchase cards and fleet cards." Your request was received in this
office of February 25, 2014 and assigned tracking number DON-NAVY-
2014-003615, SPAWAR 214022 and was refined on April 10, 2014 to the data
between 1 November 2013 thru 31 December 2013. On May 23, 2014, we
provided you with a partial release of the purchase and fleet card data.

The attached documents are responsive to your request for travel card data,
the names of the city/ country in those instances where the specific
location is sensitive has been excluded, in accordance with our phone
conversations and email correspondence.

There are no fees associated with the processing of your request by this
office at this time.

Should you have any questions or concerns regarding this matter please
contact me at 619-524-7052.

V/r,
Susan James
Paralegal Specialist
Office of Counsel, Code 3.5

(619) 524-7052

From: Brooke Williams

Thank you, Ms. James. I am grateful for your assistance with this request. I will be in touch with any questions and hope you have a nice weekend.

Best,
Brooke

From: Brooke Williams

Dear Ms. James,

I left you a voice mail but thought I'd follow up with a message as well. I have some questions about the data and would like to have a conversation as soon as possible to ensure I correctly understand what I am looking at, any limitations, etc.

Could we please schedule a phone call?

I look forward to hearing from you soon.

Thank you,
Brooke

From: Davis, Steven A CIV SPAWAR, 85100

Hi Susan,

Just spoke with the reporter, who has some follow up questions.

First is request with the SME who put together the reports (someone from 1.0?) to ensure they are accurately interpreting the fields and information. Easy enough, just need to be in touch with the person who provided the reports.

Second, they're looking for an understanding of our processes and controls in this matter. If you can direct me to an SME that would be great. May be another 1.0 person but there are probably DON guidelines as well. Thanks

Steve Davis
Space and Naval Warfare Systems Command
Public Affairs and Corporate Communications
*Note New Desk Number*: 619.200.4712
Mobile: 619.942.9552
Steven.a.davis@navy.mil

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