FOIA Request: Redd
| Tracking # |
23-498 |
| Submitted | Oct. 26, 2023 |
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Communications
From: e
To Whom It May Concern:
Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:
All email communications sent or received, including being CCed or BCCed, by Carla Redd between 1/1/22 and 10/26/23 and containing one of the following keywords: "ShotSpotter" or "alert".
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.
Sincerely,
e
From: Rockford Police Department
City of Rockford, IL
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Your record request #23-498 has been submitted successfully.
Thank you for your request, we will respond within 5 business days after receipt. If your request is for commercial purposes we will respond within 21 business days.
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From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
Hello,
I did a preliminary search of the emails as you are requesting. The term "ShotSpotter" returned 564 emails and the term "alert" returned 3,024. To review that many emails and then apply the appropriate exemptions would be unduly burdensome. Are you willing to limit this request to a more manageable size? I would suggest combining and adding keywords. I'm willing to try other combinations of keywords and see how many emails that returns if you provide them to me.
Thanks for your help in narrowing the scope of this request.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/sections/11652151127447-Requester-Resources">help page</a>
From: e
Thank you.
Could I start with the emails which contain the term "ShotSpotter" for now?
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
That single term is still overly broad. As I stated before, I think the addition of other keywords or search terms is necessary to get this request to a manageable level. To read and process 564 emails is unduly burdensome. Is there something about ShotSpotter you are trying to figure out? If you can include other terms for me to search I'm sure that will help narrow the results
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/sections/11652151127447-Requester-Resources">help page</a>
From: e
May I amend my request to the following? I am now requesting the metadata for the emails, not the contents of the emails themselves, and this should alleviate the burden.
To Whom It May Concern:
Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:
Metadata for all email communications sent or received, including being CCed or BCCed, by Carla Redd between 1/1/22 and 10/26/23 and containing one of the following keywords: "ShotSpotter" or "alert". Please include any variations that are not case sensitive.
The specific metadata data points I'm interested in are: to address(es), from address, cc address(es), bcc address(es), sent date/time, received date/time, subject line, and names of all attachments. This request does not seek the contents of the emails themselves, and only the specified email metadata. Please do not include duplicate emails. Please provide me with the records in an Excel format.
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.
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
Hello, I am sending you the extension notice below in order to keep this request open. I'm hoping this extra time will allow for additional keywords or search terms to be provided. If you do not want to narrow the request as it pertains to each of the previously supplied search terms you can let me know that as well.
Thank you
CITY OF ROCKFORD
NOTICE OF EXTENSION OF TIME TO RESPOND TO REQUEST FOR PUBLIC RECORDS
The City of Rockford received your written request for the inspection or copying of certain City public records (“Your Request”).
Pursuant to the Illinois Freedom of Information Act, the original due date for a response by the City to Your Request is November 3, 2023.
I. Extension of Time to Respond
Pursuant to Section 3(e) of the Illinois Freedom of Information Act, 5 ILCS 140/3(e), the City hereby notifies you that the time to respond to Your Request is extended for 5 Business Days as to all records identified in Section II below (the “Specified Records”).
Accordingly, the City will respond to Your Request as it relates to the Specified Records on or before November 10, 2023, a date that is not more than 10 Business Days after the date on which Your Request was originally received by the City.
II. Specified Records
This extension applies to the following public records included in Your Request:
All requested records
III. Justification for Extension
This extension is necessary because:
* The Specified Records are stored in whole or in part at a location other than the office in charge of the Specified Records.
* Your Request requires the collection of a substantial number of Specified Records.
* Your Request is couched in categorical terms and requires an extensive search for responsive records.
* The Specified Records have not been located in the course of routine search and additional efforts are being made to locate them.
* The Specified Records require examination and evaluation by personnel having the necessary expertise and discretion to determine if they are exempt from disclosure under Sections 7 or 7.5 of the Illinois Freedom of Information Act, 5 ILCS 140/7 and 5 ILCS 140/7.5, or should be disclosed only with appropriate deletions.
* Your Request requires consultation with another public body or among two or more bodies of the City that have a substantial interest in the response to, or the subject matter of, Your Request.
* The Specified Records cannot be produced within the time prescribed by the Act without unduly burdening or interfering with the operations of the City because: categorical request asking for voluminous amount of emails
CITY OF ROCKFORD, ILLINOIS
By: Joshua A. Versluys
Freedom of Information Officer
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/sections/11652151127447-Requester-Resources">help page</a>
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
Hello,
You can amend your request. This being a completely different request the new due date is November 14th. The IT Department is working on getting all this information together and I believe it will be ready on that date.
Thanks for working with us through these requests.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/sections/11652151127447-Requester-Resources">help page</a>
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
Hello,
The IT Department is having an issue with getting all the metadata that you seek. They have reached out to support staff from the email archiving company to get help with this issue. As soon as the information is available or I have an update I'll contact you. At this point I'm going to set the due date out to December 1. Again, as soon as we have the request fulfilled we will sent you the responsive documents.
Thank you
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
Hello,
The IT department was able to provide some metadata to me in 4 separate spread sheets that pertain to your newer request. Those 4 spread sheets contain over 197,000 lines of information. This request remains unduly burdensome. I would have to go through every line of information and see who sent the email and who received the email. If private citizens sent or received an email an exemption would apply for there personal information. To go through that much information is unduly burdensome.
I am again asking you to minimize this request to something more manageable. Combining search terms is the only way to narrow this broad, categorical request. Please let me know if you are willing to narrow the request.
Thank you for your assistance.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
From: e
Thank you.
May I amend my request to the following?
To Whom It May Concern:
Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:
All email communications sent or received, including being CCed or BCCed, by Carla Redd between 1/1/23 and 6/30/23 and containing one of the following keywords: "ShotSpotter" or "alert". Please include all email attachments.
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.
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
You can amend the request however it remains unduly burdensome. Around 1,000 emails come back given these new search parameters. As I have previously said, these vague search terms are pulling in too much information. If you want emails concerning "alerts" dealing with "Shotspotter" for this timeframe that results in 113 emails. I can look at those emails and see what is responsive if you want me to combine the search terms.
Would you like me to consider this a new request and review emails that contain both "alerts" and "Shotspotter" from 1/1/23 through 6/30/23?
Thank you
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
From: e
Thank you and I apologize for the hassle.
May I amend my request to the following?
To Whom It May Concern:
Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:
All email communications sent or received, including being CCed or BCCed, by Carla Redd between 1/1/22 and 12/11/23 and containing the following keyword: "ShotSpotter." Please include all email attachments.
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.
From: Rockford Police Department
City of Rockford, IL
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A message was sent to you regarding record request #23-498:
That search returns 584 emails. The scope of this amended request is larger than the first request when I indicated it was unduly burdensome. At this point I am inclined to deny your initial request and subsequent amended request. None of the amended requests are narrowing the search results to a reasonable level. I believe I have made reasonable suggestions and none of them have been followed. I will follow up with the FOIA Response Letter and close this request.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
From: Rockford Police Department
City of Rockford, IL
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A document has been released for record request #23-498 along with the following message:
Please see the FOIA Response Letter. Thank you
* 23-498 Response Letter.docx
Document links are valid for one month.
After January 12, you will need to sign in to view the document(s).
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
From: Rockford Police Department
City of Rockford, IL
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Record request #23-498 has been closed. The closure reason supplied was:
Please see the FOIA response letter which documents the reasons for the denial. Thank you.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at City of Rockford, IL.<br><em>Technical support:</em> See our <a href="https://www.nextrequest.civicplus.help/hc/en-us/categories/17720084172567-Requesters">help page</a>
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