DD Form 2086-2: FOIA Consultation & Request Summary

DD Form 2086-2: FOIA Consultation & Request Summary – DD Form 2086-2, officially titled “Freedom of Information (FOI) Consultation and Request Summary,” is a key Department of Defense (DoD) form used to document the processing of Freedom of Information Act (FOIA) requests, appeals, and consultations. It records essential summary data and detailed processing costs for each case. This supports accurate fee assessments, internal tracking, and the preparation of the annual FOIA report required under the FOIA (5 U.S.C. § 552).

The form is prescribed for use by DoD Components and remains available through the official Executive Services Directorate forms library. It is especially useful for FOIA Requester Service Centers that lack fully automated accounting systems because it captures extra data needed for annual reporting.

Official Download

Download the current official PDF of DD Form 2086-2 (JUL 2008 edition) directly from the Department of Defense:

Download DD Form 2086-2 (PDF)

Always obtain the form from the official source at esd.whs.mil to ensure you have the latest version.

Purpose of DD Form 2086-2

DoD Components must track the costs of processing every FOIA request. They may use either DD Form 2086 (“Record of Freedom of Information (FOI) Processing Cost”) or the more comprehensive DD Form 2086-2.

DD Form 2086-2 serves two main functions:

  • It records a complete summary of the request or consultation (type of action, requester category, processing timeline, disposition, and exemptions applied).
  • It itemizes all processing costs (search, review, duplication, computer time, special services, etc.) so that fees can be calculated correctly under the DoD fee schedule in 32 CFR Part 286, Subpart E, and so that data can feed into the annual FOIA report.

The form is used for initial requests, appeals, and consultations with other DoD Components or federal agencies when records originate from or affect more than one organization.

Key Sections of the Form

Section I – Summary captures high-level case information required for annual reporting:

  • Request number (format: YY-R/A/C-####)
  • Type of action (Request / Appeal / Consultation)
  • Requester category (Commercial / News Media / Scientific/Educational / Other)
  • Action office, open and close dates
  • Multi-track processing level and expedited-processing or fee-waiver decisions
  • Response-time increments
  • Final disposition (full grant, partial grant/denial, full denial based on exemptions, or other administrative reasons)
  • Exemptions applied (FOIA Exemptions 1–9)
  • Disposition of any appeal

Section II – Processing Cost breaks down labor and other expenses by personnel category (clerical, professional, executive) and activity (search, review/excising, other administrative, computer search, reproduction, special services, etc.). Fee codes indicate which costs are chargeable to commercial, educational/scientific/news-media, or “other” requesters.

The form includes detailed instructions on page 4 that explain each block and reference the applicable fee rules (historically Chapter 6 of DoD 5400.7-R; current guidance is found in DoD Manual 5400.07 and 32 CFR Part 286).

How DD Form 2086-2 Fits into the DoD FOIA Process?

Under current DoD policy (DoD Directive 5400.07 and DoD Manual 5400.07), Components must account for the resources spent on FOIA work. Accurate completion of DD Form 2086-2 (or the simpler DD Form 2086) ensures:

  • Correct assessment of searchable, reviewable, and duplicable costs
  • Proper application of free search hours and free pages for non-commercial requesters
  • Transparent support for fee waivers or reductions when disclosure is in the public interest
  • Reliable statistics for the annual report submitted to the U.S. Attorney General and the Office of Government Information Services

Related forms include:

  • DD Form 2086 – basic cost record
  • DD Form 2086-1 – cost record specifically for technical data releases

Best Practices for Completing the Form

  1. Read the instructions on page 4 before filling any blocks.
  2. Use the exact request-number format required by your Component.
  3. Record time to the nearest 15 minutes.
  4. Apply the correct fee codes so that only chargeable costs appear in the “Total Collectable Fees” block.
  5. Retain the completed form with the FOIA case file according to the Component’s records-retention schedule.

Where to Find Official Guidance?

DD Form 2086-2 remains an essential administrative tool that helps DoD Components process FOIA requests efficiently, apply fees fairly, and meet congressional reporting requirements. Always download the form from the official esd.whs.mil website and follow the most current DoD FOIA directives when completing it.