Whenever we read a paper or hear the cable news networks use the acronym FOIA it always seems to be about information the media is trying to uncover. As audience members and readers, all we know is that FOIA is used for reporters to get "public information" to report the news. But, FOIA is very helpful for businesses trying to uncover opportunities in specific government agencies as well. You just need to know how to use it in a manner where you get a question answered quickly.

What is the Freedom of Information Act?

According to the U.S. Postal Service website, which has a great description of the ins and outs of FOIA, "The Freedom of Information Act (FOIA) is a federal law that was created in 1966 to provide the public a right of access to government documents and records, the premise being that the public has a right to know what the government is doing. The Act applies to federal agencies within the executive branch of the government. It says that any person may ask an agency for a copy of its records, and that the agency must provide such records, unless an exemption exists that protects the records from disclosure."

The bottom line is that you can obtain information from each agency, but you need to work though the agency's Public Relations Office or Freedom of Information Act Contacts. Since they are constantly badgered by the press, you need to be very specific with your request and make it easy for them to quickly provide you with what you need. In other words, do not request a list of employees, or a list of credit card holders or a list of anything. Purchase those from organizations like FEDMARKET who put it in a format you can actually use. Companies like Fedmarket have to constantly stay on top of the PR directors to provide these lists and they have to wait at least 20 days to receive the data on your behalf.

In the meantime -- for a specific end user name and number, simply call the PR office of the agency or the military base and ask if they can help point you in the right direction. Typically, you'll get their voice mail, so leave a message like this, "Hello, my name is Eileen Kent and I work for a GSA schedule holder, Brook Furniture Rental and we supply temporary furniture to the government in a pinch or for emergencies. I was hoping that you would provide me with the person in charge of facilities at your location. My name is Eileen Kent and my cell phone is 312-636-5381- again 312-636-5381 - and you are welcome to leave the facility manager's name and number on my voice mail anytime. If I don't hear from you by Monday, I'll touch base then. Thank you in advance for your assistance."

Let's break down that message. I left my name, company name, and phone number twice. I also explained the purpose of my call and who in their organization I was seeking. I was asking for only one name and one number. This is so easy for them, because they'll just look up the name and number in their agency directory and quickly provide me with the information. I am an easy request.

I am sharing this information with you because my first job was at a City Government in a Community Relations department handling requests like this every day. I handled these types of FOIAs all the time. The easier the request, the faster it was off my desk and into the caller's hands.

When I made my specific FOIA calls to the PR departments of agencies I wanted to penetrate, the people in the FOIA offices have always been friendly and helpful. Don't sell to these people -- just ask for the direct information on the end user you seek. The more direct the question -- the faster the contact information will be in your hands.

If you are not sure what I mean by "end user" - it is the person whose job is on the line without you. This is not the person with the purse string, but this is the person who will need you in a pinch -- in the field -- at the office -- at the front. You will be working together to get the job done.

Here are some examples of end users:

• HR Director
• Facilities Manager
• Engineer
• Planning Director
• Buildings Inspector
• Security Director
• Doctor
• Supply Officer
• Logistics Coordinator
• Coop (Continuation of Operations) Planner
• Teacher
• Chief Information Officer
• Warehouse Manager
• Housing Manager
• Installation Support

This is a great way to open doors, but do not take more than five minutes of the FOIA Officer's time. They are very busy and they are not your customer. Their job is to provide you with public information. A great way to follow up with them if they provide you with a great name and number, which results in business is a personal note to them and their commanding officer. A personal note means the world to government executives.