ChatGPT chat history (Kent Police Department)

Dear Rose Terse: Thank you
for your interest in public records of the City of Kent. Your request has been
received and is being processed. Your request was received in this office on
7/25/2023 and given the reference number W051565-072523
for tracking purposes. Pursuant to RCW 42.56, this response acknowledges receipt of your request for
public records. The City estimates  it will provide a further response
within 5 business days with a determination regarding disclosure, denial, or if
an exemption to disclosure can be established. The City reserves the right to
extend this time frame if necessary.
Records Requested: COPY OF A POLICE
INCIDENT CASE REPORT Your
request will be forwarded to the relevant city department(s) to locate the
records you seek, and then determine the volume and any costs associated with
satisfying your request.  The City will contact you about the availability
of the records or provide copies of the records responsive to your request.
You can monitor the progress of your request at the link below.  You will
receive an email notification when your request has been completed. Again,
thank you for using the Public Records Center.
City of Kent

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07/26/2023 Re: Public Records Request, dated 7/25/2023 File W051565-072523 for Police Department Records Request Matter – No Records Located Dear Rose Terse:
On 7/25/2023, you submitted a public records request to the City of Kent wherein you sought records for Police Department Records Request. The City has made a diligent and good faith effort to locate records responsive to your above-stated request.  However, no records have been located. If you believe that the City is mistaken, please provide a more detailed description of the records you are seeking and staff will make every reasonable effort to locate them. If you have any questions, please contact the City Clerk’s Office at 253-856-5725 .  If we do not hear from you within 30 calendar days from the date of this letter, the City will consider you r request closed. Thank you. Sincerely, Kim Komoto Kim Komoto City Clerk Office of the City Clerk Kim Komoto, City Clerk 220 Fourth Avenue South Kent, WA 98032 253-856-5725

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07/27/2023 Re: Public Records Request, dated 7/25/2023 File #W051565-072523 for Police Department Records Request Matter Dear Rose Terse:
I am reopening your request and will get back to you with any records we locate. If you have any questions, please contact the City Clerk’s Office at 253-856-5725. Thank you. Sincerely, Kim Komoto Kim Komoto City Clerk Office of the City Clerk Kim Komoto, City Clerk 220 Fourth Avenue South Kent, WA 98032 253-856-5725

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08/02/2023 Re: Public Records Request, dated 7/25/2023 File #W051565-072523 for Police Department Records Request Matter – Extension of Time Needed to Respond Dear Rose Terse:
On 7/25/2023, you submitted a public records request to the City of Kent wherein you sought records for: Attachment includes request for:
1. Department policies and/or memos regarding employee usage of ChatGPT
2. Chat histories of all ChatGPT sessions conducted by police department employees on city-owned devices or used in job-related functions since 3/1/2023. The City advised you it anticipated responding to your request within 5 business days. The City now needs  to extend this estimate; and currently estimates it will be able to provide responsive records, either on an installment basis or in total in approximately 30 business days or less.
This additional time is necessary due to current staffing levels, current volume of public record requests received; locating and assembling the requested records; if necessary notifying any third parties who may be affected by the request; and to determine whether any of the information contained within the requested records is exempt from disclosure, in whole or in part. If you have any questions, please contact the City Clerk’s Office at 253-856-5725. Thank you. Sincerely, Tiffany Alcorn Tiffany Alcorn Lead Public Disclosure Administrator City of Kent Administration
Arthur “Pat” Fitzpatrick, Chief Administrative Officer

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08/09/2023 Re: Public Records Request, dated 7/25/2023 File #W051565-072523 for Police Department Records Request Matter – Full Response Completed, File Closed Dear Rose Terse: On 7/25/2023, you submitted a public records request to the City of Kent wherein you sought records for: 1. Department policies and/or memos regarding employee usage of ChatGPT
2. Chat histories of all ChatGPT sessions conducted by police department employees on city-owned devices or used in job-related functions since 3/1/2023. As of 08/09/2023 the City has made available the records responsive to your request. In producing these records, the City made a reasonable search to locate responsive records based on the description you provided in your request. The fee to obtain copies of the responsive records has been waived. Some records are being withheld in accordance with the Public Records Act and may include redactions where an exempt portion of the record was “blacked out” or a record withheld in its entirety. The records are provided to you along with an exemption log that identifies the specific exemption authorizing the withholding/redacting, and a brief explanation of how the exemption applies to the record withheld, in whole or in part. Note the records redacted from "Hemmen's" file are for sessions that sought non-City business information and therefore are not responsive to your request.  There is no effective policy in place. The records are available at the City’s on-line Public Records Center.  You may access the records by following the below link and instructions: 1. https://www.kentwa.gov/city-hall/city-clerk/public-records-center 2. Click on "My Request Center" 3. Click on "View My Requests" 4. Login to your account, click "Submit" 5. Click on the File # for this request. 6. The electronic records are available in the "Files" window. This letter is to confirm completion of your request and to advise the City is closing its file. If you believe this closure is in error, please contact us immediately. If you are not able to access the records at the Public Records Center, or if you have any questions, please contact the City Clerk’s Office at 253-856-5725. Thank you. Sincerely, Tiffany Alcorn Tiffany Alcorn CPRO - Lead Public Disclosure Administrator Office of the City Clerk Kim Komoto, City Clerk 220 Fourth Avenue South Kent, WA 98032 253-856-5725