Requests for Communications

[Amanda Zant]

What are agencies doing when you get a request for communications and text messages? For example, “I am requesting all emails that involve Jane Doe, 01/01/1985 from September 1 to present day.” Also, “I am requesting a log of all phone calls and text messages sent or received by Captain John Smith from 09/01/25 to present day.”

Thank you!

[Susie Haney]

This is so broad. There are too many questions and I imagine there would be several exemptions, research, redaction and fees. Whose emails? Who owns that phone? I would probably ask them to clarify parameters and consult our attorney. Below is an excerpt of a reply I sent to a requestor, and although they retracted it when they learned there would be a cost but they were better articulate what they are asking for and it was easier for both of us. Good Luck!

“The Fenton Police Department has received your request for public records regarding “any record of anyone employed by Fenton Police Department or The City of Fenton including anyone representing the city of Fenton in any way being pulled over during a traffic stop for any reason within the jurisdiction of the City of Fenton. In addition any record of any fine paid as a result of said “traffic stop” and any record of same group having their vehicle impounded or their plate being confiscated as a result.”

In order to determine the extent of any responsive records, at this time, please provide parameters as the request as it is currently being asked, is too voluminous to fill. Without any guidelines in place, this has the potential to take months and the fees would be exorbitant.”

[Melissa Sullivan]

With requests for emails, we send the details to our IT Department and have them run a query. Then they forward the emails to us for review and redaction before our response. As for the phone call log, assuming the request applies to a government owned phone, we would have the IT department retrieve the log (they have the access to the cell phone accounts) and then they would turn it over to us for us to review and redact.

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