FOIA Request: Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date

Shawn Breen filed this request with the Charlottesville City Manager of Charlottesville, VA.
Submitted Dec. 11, 2020
Status
Completed

Communications

From: Tom Nash

Subject: Virginia Freedom of Information Act Request: FOIA Request: Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date

Email

To Whom It May Concern:

Pursuant to the Virginia Freedom of Information Act, I hereby request the following records:

Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date.

The RM-3 forms likely would be in the possession of the designated Records Officer(s).

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

In the event that there are fees, 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 5 business days, as the statute requires.

Please note that I am a citizen of Virginia, and am using MuckRock's services to help manage and track my request.

Sincerely,

Tom Nash

From: Charlottesville City Manager

Subject: None

None

Tom - Included via the link below are all of the records responsive to your request provided to me by departments in the City of Charlottesville.

https://charlottesville-my.sharepoint.com/:f:/g/personal/wheelerb_charlottesville_gov/EtndXeHxHTVBrIzAUyYYm2ABce5vIejV_PHnS6gRT2BeGw?e=hLfVW5

This link is temporary, and as a result, you should download the documents as soon as possible to your computer for review. The link will expire on January 31, 2021.

Within the Police Department the requested records (RM-3 forms) could not be found within any central location. It is not practically possible to provide the requested records or to determine whether they are available without an extraordinarily lengthy search. The Police Chief advises that the actual cost of conducting a search to determine whether any responsive records exist would be at lease $20,000, because in order to determine whether or not any such records are available staff would need to manually search files of each separate criminal incident from 2017 forward (the Chief estimates a total of 148,402 incidents for which files may exist). Before continuing to process your request for RM-3 forms completed by CPD, the Police Chief will require an advance deposit in that amount ($20,000).

The Library of Virginia has the records requested from the Police Department, if they exist. You may submit a FOIA request to the Library of Virginia you may direct your request to Chad Owen, FOIA Officer for the Library of Virginia. He can be reached at 800 East Broad St., Richmond, VA 23219-8000, 804-692-3594, chad.owen@lva.virginia.gov.

From: Shawn Breen

Subject: RE: Virginia Freedom of Information Act Request: FOIA Request: Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date

Email

Thank you very much. After a search on the Library of Virginia webpage, it appears that the Records Officer for the Charlottesville Police Department is Steve Knick. Is it possible to narrow the request as it pertains to the Police Department specifically, to all RM-3 forms possessed by Steve Knick between the same dates? It may be helpful to search the email account knicksp@charlottesville.org for the term "RM-3". If this is possible, would you be able to provide a new estimate of charges if there would be any (there likely would not as there are no fields of data on an RM-3 form which would require review or redaction.)

From: Charlottesville City Manager

Subject: Re: Virginia Freedom of Information Act Request: FOIA Request: Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date

Email

The records responsive to this request were provided to Tom Nash on December 31, 2020. This FOIA request has been completed by the City of Charlottesville.

From: Shawn Breen

Subject: RE: Virginia Freedom of Information Act Request: FOIA Request: Copies of all RM-3 Certificate of Record Destruction forms possessed by Charlottesville covering the period between January 2017 and the current date

Fax

Hi,

Thanks so much for your help with this request! I really appreciate it.

Sincerely,
Shawn Breen

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