Public Records Request: Data Policies
It is a clone of this request.
| Submitted | Oct. 13, 2023 |
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Communications
From: e
To Whom It May Concern:
In response to a public records request seeking a copy of a Department of Justice grant documents, Lt. Steve Kellogg stated:
"As a professional in the realm of grant submissions and government processes, it is essential to clarify that the decision not to retain a copy of a submitted grant for use once it has been submitted to the Department of Justice (DOJ) is a matter of adherence to regular procedures, compliance with guidelines, and respect for legal and ethical standards.
One of the paramount concerns is maintaining the security and privacy of sensitive information. Retaining a copy of a submitted grant may potentially expose confidential data to unnecessary risks, breaching privacy regulations and jeopardizing the security of the information contained within the grant application. Many grant applications may contain proprietary or intellectual property information. By not retaining a copy, we minimize the risk of unintentional dissemination or misuse of such information, ensuring that our organization's intellectual assets are safeguarded.
The decision not to retain a copy of a submitted grant application sent to the Department of Justice is a measure aimed at upholding data security and privacy. It reflects a commitment to responsible and professional conduct within the context of grant submissions to government agencies."
Pursuant to the Indiana Access to Public Records Act, I hereby request the following records:
Documents sufficient to show all policies, procedures, and other Department guidelines regarding the collection, retention, and sharing of data, documents, and records whether electronic or paper.
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 7 business days, as the statute requires.
Sincerely,
e
From: Hammond Police Department
As previously stated, my current access to the specified documents is limited. According to section 804.4.1 g of the attached policy, it is my understanding that I am not required to engage in research to obtain them.
It is important to emphasize that generating a document that does not already exist to fulfill a FOIA request contradicts the fundamental principles of transparency and integrity that form FOIA legislation. FOIA is designed to facilitate access to pre-existing records and documents maintained by government agencies. Indiana Code § 5-14-3-3, outlined in the attached policy, clearly articulates that agencies are not compelled to produce new records, perform research, analyze data, or respond to inquiries when fulfilling requests. Again, because we do not currently possess such requested records, it is my understanding that I am not required to engage in research to obtain them.
Please refer to the attached policy for further clarification and reference.
Lt. Steve Kellogg
Hammond Police Department
PIO/Legal Affairs/Records Division
City of Hammond – Office of the Chief of Police
skellogg@hammondpolice.com<mailto:skellogg@hammondpolice.com>
P: 219-852-2949
From: e
Thank you.
In the policy provided to this response, can you please cite the specific language that speaks to the Department's data retention policy regarding submitted grant applications?
From: Hammond Police Department
Unfortunately, the specific requirement you are inquiring about is not outlined in our current policy. If you come across any stipulation mandating police departments to retain grant submissions, kindly bring it to my attention, and I will ensure its consideration for incorporation into our policy manual. Nonetheless, at present, we do not possess the information you are seeking. Thank you for your understanding.
Lt. Steve Kellogg
Hammond Police Department
PIO/Legal Affairs/Records Division
City of Hammond – Office of the Chief of Police
:skellogg@hammondpolice.com<mailto:skellogg@hammondpolice.com%3cmailto:skellogg@hammondpolice.com>>
P: 219-852-2949
Hammond Police Department
APRA Office
509 Douglas Street
Hammond, IN 46320
October 16, 2023
This is a follow up to a previous request:
Thank you.
In the policy provided to this response, can you please cite the specific language that speaks to the Department's data retention policy regarding submitted grant applications?
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Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com<mailto:requests@muckrock.com>
PLEASE NOTE OUR NEW ADDRESS
For mailed responses, please address (see note):
MuckRock News
DEPT MR 153226
263 Huntington Ave
Boston, MA 02115
PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.
---
On Oct. 16, 2023:
Subject: RE: Indiana Access to Public Records Act Request: Public Records Request: Data Policies
As previously stated, my current access to the specified documents is limited. According to section 804.4.1 g of the attached policy, it is my understanding that I am not required to engage in research to obtain them.
It is important to emphasize that generating a document that does not already exist to fulfill a FOIA request contradicts the fundamental principles of transparency and integrity that form FOIA legislation. FOIA is designed to facilitate access to pre-existing records and documents maintained by government agencies. Indiana Code § 5-14-3-3, outlined in the attached policy, clearly articulates that agencies are not compelled to produce new records, perform research, analyze data, or respond to inquiries when fulfilling requests. Again, because we do not currently possess such requested records, it is my understanding that I am not required to engage in research to obtain them.
Please refer to the attached policy for further clarification and reference.
Lt. Steve Kellogg
Hammond Police Department
PIO/Legal Affairs/Records Division
City of Hammond – Office of the Chief of Police
skellogg@hammondpolice.com<mailto:skellogg@hammondpolice.com<mailto:skellogg@hammondpolice.com%3cmailto:skellogg@hammondpolice.com>>
P: 219-852-2949
---
On Oct. 13, 2023:
Subject: Indiana Access to Public Records Act Request: Public Records Request: Data Policies
To Whom It May Concern:
In response to a public records request seeking a copy of a Department of Justice grant documents, Lt. Steve Kellogg stated:
"As a professional in the realm of grant submissions and government processes, it is essential to clarify that the decision not to retain a copy of a submitted grant for use once it has been submitted to the Department of Justice (DOJ) is a matter of adherence to regular procedures, compliance with guidelines, and respect for legal and ethical standards.
One of the paramount concerns is maintaining the security and privacy of sensitive information. Retaining a copy of a submitted grant may potentially expose confidential data to unnecessary risks, breaching privacy regulations and jeopardizing the security of the information contained within the grant application. Many grant applications may contain proprietary or intellectual property information. By not retaining a copy, we minimize the risk of unintentional dissemination or misuse of such information, ensuring that our organization's intellectual assets are safeguarded.
The decision not to retain a copy of a submitted grant application sent to the Department of Justice is a measure aimed at upholding data security and privacy. It reflects a commitment to responsible and professional conduct within the context of grant submissions to government agencies."
Pursuant to the Indiana Access to Public Records Act, I hereby request the following records:
Documents sufficient to show all policies, procedures, and other Department guidelines regarding the collection, retention, and sharing of data, documents, and records whether electronic or paper.
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 7 business days, as the statute requires.
Sincerely,
e
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
••••••••
Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com<mailto:requests@muckrock.com>
PLEASE NOTE OUR NEW ADDRESS
For mailed responses, please address (see note):
MuckRock News
DEPT MR 153226
263 Huntington Ave
Boston, MA 02115
PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.
[https://email.requests.muckrock.com/o/eJwUyUsSgyAMBuDTyNKBkERdcBgkv49RSqv1_p2uP0si6pCCTgNPLMRuSzRjHCiP2aIuCKyCxfwoJRSiYYLbE3mKwQclCkLcG0fFbD4Di4jGjv2Fz4P7e_f1KcfVytGXVt2V7gPn2da1Y7_lWtvL3u3cC_78CwAA___PZirb]
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