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# Law Enforcement Records Management

## Sitemaps

- [XML Sitemap](https://lermainc.org/sitemap.xml): Contains all public & indexable URLs for this website.

## Posts

- [Karen Bonadeo](https://lermainc.org/karen-bonadeo/) - Royal Oak Police Department
- [Kelli Dykstra, Assistant to the Chief of Police](https://lermainc.org/kelli-dykstra-assistant-to-the-chief-of-police/) - Grand Valley State University Police Department
- [Brenda Miller-Gokey](https://lermainc.org/brenda-miller-gokey/) - Benzie County Sheriff’s Office
- [Nancy Gillis](https://lermainc.org/nancy-gillis/) - Holland Department of Public Safety – Police

## Pages

- [Home](https://lermainc.org/) - Empowering Law Enforcement Records Professionals Across Michigan Connect. Learn. Lead.
- [Minutes & Agendas](https://lermainc.org/minutes-agendas/) - minutes & agendas Select a Year SELECT A YEAR 2026 2/12/26 Training Day AgendaMinutes3/2/26Minutes5/14/26Agenda6/4/26Minutes 2025 12/10/2025Minutes12/1/2025Minutes11/20/202510/16/2025Minutes9/18/2025Minutes8/21/2025Minutes5/8/2025AgendaMinutes3/31/2025 - SpecialMinutes3/27/2025 - SpecialMinutes3/20/2025 - SpecialMinutes1/24/ 2025Minutes 12/1/2025 Minutes12/1/2025M11/20/202510/16/2025Minutes9/18/2025Minutes8/21/2025Minutes5/8/2025AgendaMinutes3/31/2025 - SpecialMinutes3/27/2025 - SpecialMinutes3/20/2025 - SpecialMinutes1/24/ 2025Minutes 2024 11/21/2024 Minutes10/18/2024Minutes10/1/2024AgendaMinutes9/18/2024Minutes8/15/2024Minutes6/14/2024Minutes2/8/2024AgendaMinutes 2023 11/16/2023Minutes9/21/2023Minutes5/5/2023Minutes2/10/2023Minutes 2022 9/15/2022Minutes5/13/2022Minutes2/11/2022Minutes 2021 9/23/2021Minutes5/3/2021Minutes2/25/2021Minutes 2020 2/7/2020Minutes 2019 9/25/2019Minutes5/3/2019Minutes2/22/2019Minutes 2018 9/13/2018Minutes7/16/2018Minutes5/4/2018Minutes3/14/2018Minutes2/23/2018Minutes 2017 9/14/2017Minutes5/13/2017Minutes5/5/2017Minutes2/3/2017Minutes 2016 11/3/2016Minutes9/15/2016Minutes8/30/2016Minutes5/6/2016Minutes2/19/2016Minutes 2015 11/6/2015Minutes9/17/2015Minutes5/1/2017Minutes 2014 9/17/2014Minutes5/2/2014Minutes2/7/2014Minutes
- [Committees](https://lermainc.org/committees/) - COmmittees Supporting and guiding the association’s mission LERMA Committees LERMA has several standing committees established by the Board of Directors to support and grow the association. The Board may, as necessary, establish temporary committees for special projects, new initiatives, or ongoing association business. LERMA members in good standing interested in serving as a member of
- [Lodging](https://lermainc.org/lodging/) - LERMACON “Success at Every Stage” Lodging Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award In order to make a room reservation, you must call 866-348-5249 and tell the reservation agents that you are attending the LERMA Conference in order to get the State guest room rate.1 Night Stay Invoice2 Night Stay Invoice
- [Sponsors](https://lermainc.org/sponsors/) - LERMACON “Success at Every Stage” Sponsors Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award Thank you to our generous sponsors! LERMA is seeking opportunities to feature companies that offer unique records-related solutions. Contact us for additional information. Sponsor Registration Gold Sponsors GovTransfer GovTransfer.comJoe Puurijoe@govtransfer.com517-648-2969 Govtransfer.com is a secure, cloud-based platform designed to
- [Presentation & Meeting Materials](https://lermainc.org/presentation-meeting-materials/) - PRESENTATION & MEETING MATERIALS Presentation materials will be available for two years from the training date. If you are seeking guidance on a topic not listed on this page, visit our Forum to post a question for our members to discuss. SELECT A YEAR 2026 2026 Virtual Meeting, Strategic PlanWatch VideoView Presentation2026 May Training Day,
- [Documents & Links](https://lermainc.org/documents-links/) - DOCUMENTS & LINKS Supporting and guiding the organization’s mission Retention Schedules General Schedules for Local GovernmentGS-11-Local-Law-Enforcement NEW! *Approved SPRING of 2025* State Government State of MichiganMichigan LegislatureAttorney GeneralMichigan State Police Records Associations ARMA InternationalMid-Michigan ARMANAGARA Others FOIA Handbook – January 2023
- [Agencies](https://lermainc.org/agencies/) - AGENCIES LERMA is proud to support each and every one of the agencies we serve. Thank you to each of our member agencies! A Allegan County Sheriff Allen Park PD Alma PD Alpena PD Ann Arbor PD Argentine Twp PD Auburn Hills PD AuGres City PD B Bad Axe PD Baroda-Lake Twp PD Battle Creek
- [Meal Payment](https://lermainc.org/registration/meal-payment/) - MEAL PAYMENT Name(Required) First Last Name of Attendees(Required)Law Enforcement Agency(Required)Email(Required) Phone(Required)Number of Breakfast Tickets (Thu $23; Fri $17)(Required)Number of Lunch Tickets (Thu $24)(Required)Price of Meals(Required) Credit Card
- [Events](https://lermainc.org/events/) - Events Where our members come together and develop Click to Register! LERMA Presents: Our Strategic Plan June 30, 2026, at 10am Location: This event is a live virtual event. Join using any desktop computer, laptop, or mobile device. Schedule: 10:00am LERMA Presents: Our Strategic Plan11:30am Open Discussion / Question & Answer Our Strategic Plan Over
- [Event Registration](https://lermainc.org/event-registration/) - Registration for this event is now closed.
- [Scheduling](https://lermainc.org/scheduling/) - LERMACON “Success at Every Stage” Scheduling Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award Courses Courses will include sessions regarding Michigan’s Clery Act, CHRISS & ICHAT, FOIA Legal Update, Retirement preparation, CJIS & LEIN Audits, and Building Onboard Training for New Employees. Presentations Special presentations will be facilitated by Assistant Executive Director
- [Keynote](https://lermainc.org/keynote/) - LERMACON “Success at Every Stage” Keynote Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award Nobody Told Me It Would Be This “People-y”: Stress and Difficult Interactions at Work Kat Martin Kat Martin is a public safety professional with over twenty five years experience in safety, customer service and security with a focus
- [Registration](https://lermainc.org/registration/) - LERMACON “Success at Every Stage” Registration Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award LERMACON 26 will be held on Thursday, September 17 and Friday, September 18, 2026. REGISTER NOW PAY ONLINE Fees The Conference Committee is aware that training dollars are extremely limited within law enforcement agencies. LERMA is committed to
- [Our Mission](https://lermainc.org/our-mission/) - Who We Are The mission, vision, and values of LERMA Our Mission Our Vision We equip Michigan’s law enforcement records professionals with the training, resources, and community they need to serve with excellence. LERMA is the trusted standard for Michigan’s law enforcement records professionals, connecting people and elevating the profession. Maintain the records of our
- [Attendee Registration](https://lermainc.org/registration/attendee-registration/) - ATTENDEE REGISTRATION Fill out the form to register for the event. For more details, see the Lermacon26 Registration Invoice. Attendee DetailsAttendee Name(Required) First Last Law Enforcement Agency(Required) Name Email(Required) Enter Email Confirm Email Phone After registering, you can pay online. PAY ONLINE
- [Make a Payment](https://lermainc.org/registration/make-a-payment/) - MAKE A PAYMENT Name(Required) First Last Name of Attendees(Required)Please add all a list of all attendeesLaw Enforcement Agency(Required)Email(Required) Phone(Required)Registration Price ($275/attendee) Enter the price for your registrationCredit Card(Required) Total CAPTCHA
- [About the Event](https://lermainc.org/about-the-event/) - LERMACON “Success at Every Stage” LERMACON 26 will be held on Thursday, September 17 and Friday, September 18, 2026. It will be held at Treetops Resort, located at 3962 Wilkinson Road, Gaylord, MI 49735. About the Event Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award Whether establishing a foundation at the beginning
- [Carpenter Award](https://lermainc.org/carpenter-award/) - LERMACON “Success at Every Stage” Carpenter Award Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award 🎉 2025 Award Winner! Congratulations, Dawn Rice, with the Three Rivers Police Department. Dawn is the recipient of the 2025 Carpenter Award and pictured is Todd Self (left) and Dawn Rice (right).The third annual Carpenter Award recognizes the distinguished
- [Carpenter Award Archive](https://lermainc.org/carpenter-award-archive/) - LERMACON “Discover the Power of You” Carpenter Award Archive Menu About the Event Registration Lodging Schedule Keynote Sponsors Carpenter Award 🎉 2025 Award Winner! To be announced! 🎉 2025 Award Winner! Congratulations, Dawn Rice, with the Three Rivers Police Department. Dawn is the recipient of the 2025 Carpenter Award and pictured is Todd Self (left) and Dawn
- [External Training](https://lermainc.org/external-training/) - EXTERNAL TRAINING Training “Bulletin Board” Upcoming Trainings LERMA provides members with information on external training opportunities as a resource. However, LERMA does not endorse, recommend, or guarantee the quality of any specific training, company, trainer, or provider. Members are encouraged to review all materials carefully and consult with their corporate counsel before incorporating any content
- [February Training Day](https://lermainc.org/february-training-day/)
- [Employment Opportunities](https://lermainc.org/employment-opportunities/) - EMPLOYMENT OPPORTUNITIES Looking to join and help our community? Openings LERMA is proud to advertise employment opportunities with member agencies. Open positions will appear below. Please contact the agency directly with any questions. To promote your agencies employment opportunities, contact us by email: president@lermainc.org. Police Records Secretary – Wixom Police DepartmentPolice Records Clerk 1 –
- [Join/Renew Membership](https://lermainc.org/join-renew-membership/) - MEMBERSHIP DUES Membership dues provide your agency with full access to our resources, events, and member-exclusive tools. 2026 Membership Dues $150.00 Dues are paid per agency, not per employee. A single flat rate gives every member of your agency full access to LERMA’s website, events, and professional resources. LERMA continues to deliver proven value to
- [Board of Directors](https://lermainc.org/board-of-directors/) - BOARD OF DIRECTORS Supporting and guiding the organization’s mission Members LERMA’s Board of Directors is made up of 12 individuals, including four officers (President, Vice President, Treasurer, and Secretary), seven trustees (including the State of Michigan Representative), and LERMA’s Immediate Past President. President Lori Hinkley Michigan State Police (Retired) Office: PO Box 150802, Grand Rapids,
- [Set Your Password](https://lermainc.org/change-password/) - Password Change Welcome! Please set your password. To complete your account setup, please create a secure password for future logins. Create Your Password(Required)Confirm Your Password(Required)CAPTCHA
- [Membership Payment](https://lermainc.org/membership-payment/) - Membership Payment Name(Required) First Last Agency Name(Required)Email(Required) Address(Required) Street Address City AlabamaAlaskaAmerican SamoaArizonaArkansasCaliforniaColoradoConnecticutDelawareDistrict of ColumbiaFloridaGeorgiaGuamHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaNorthern Mariana IslandsOhioOklahomaOregonPennsylvaniaPuerto RicoRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahU.S. Virgin IslandsVermontVirginiaWashingtonWest VirginiaWisconsinWyomingArmed Forces AmericasArmed Forces EuropeArmed Forces Pacific State ZIP Code NotesMembership Price: Total Credit Card CAPTCHA
- [LERMA Application Status](https://lermainc.org/lerma-application-status/) - Application Status Check your application status. Check Your Application Status Enter your email address to check the status of your registration application. Email Address: Check Status
- [Join LERMA](https://lermainc.org/join-lerma/) - JOIN LERMA Ready to enhance your agency’s operations? Join LERMA for shared solutions, training, and collaboration. Strength in Collaboration LERMA is a trusted consortium of Michigan’s law enforcement and public safety agencies, dedicated to delivering best‑in‑class records & data management systems, shared training, and collaborative support. Who Should Join? We welcome all public safety agencies
- [LERMA-Forum](https://lermainc.org/lerma-forums/) - FORUMS Be respectful and professional – we are all here to grow and develop professionally.
- [LERMA-Dashboard](https://lermainc.org/lerma-dashboard/) - Employee Dashboard View the Agencies, Applications, and Members of LERMA. Access Denied You do not have permission to view this content. Required: Administrator, Editor, or Testing role
- [Bylaws](https://lermainc.org/bylaws/) - ByLaws Bylaws Amended 2-10-2023, Effective 2-10-2023 View PDF Article 1 – General Provisions 1. Name: This Association shall be known as the Law Enforcement Records Management Association, Inc. (LERMA). 2. Objective: This Association is formed for the purposes of education and training of Michigan law enforcement records professionals. 3. Character: These Bylaws shall govern the
- [Forums](https://lermainc.org/lerma-forums/forums/) - FORUMS Be respectful and professional – we are all here to grow and develop professionally.
- [Sign Up](https://lermainc.org/sign-up/) - Sign Up To create your user ID, please complete the form below. Once we verify that your agency has paid its dues, your login credentials will be activated. Personal InformationName(Required) First Last Phone(Required)Agency InformationYour Agency Name(Required)Adrian Twp PD (Not Current)Allegan City PD (Not Current)Allegan County Sheriff (Current Member)Allen Park PD (Current Member)Alma PD (Current Member)Alpena
- [Contact Us](https://lermainc.org/contact-us-2/) - Contact Us Have a question or need assistance? We’d love to hear from you. "*" indicates required fields Name* First Last Your Municipality/OrganizationPhoneEmail MessageCAPTCHA
- [Contact Us Submitted](https://lermainc.org/contact-us/) - THANK YOU! Your submission was successfully recieved. RETURN TO HOME

## Forums

- [General Discussion](https://lermainc.org/lerma-forums/forum/f/general-discussion/)
- [Prosecutor Portal (Karpel)](https://lermainc.org/lerma-forums/forum/f/prosecutor-portal-karpel/)
- [Records Retention & Disposal](https://lermainc.org/lerma-forums/forum/f/records-retention-disposal/)
- [Freedom of Information Act](https://lermainc.org/lerma-forums/forum/f/freedom-of-information-act/)

## Topics

- [Request with no requestor information](https://lermainc.org/lerma-forums/forum/topic/request-with-no-requestor-information/) - I received a walk-in FOIA request form on my desk after my work hours. The subject refused to fill the name/telephone number etc information. How do you all process this type of request?
- [Online Self-Reporting](https://lermainc.org/lerma-forums/forum/topic/online-self-reporting/) - Do any of you use an online self-reporting portal or tool? I know LexisNexis has one, but am not sure of any others. If you're currently using one, would you please provide me the name of the software vendor, and any policies/procedures your administration is willing to share? Our chief experienced the victim side of
- [Digital Retention](https://lermainc.org/lerma-forums/forum/topic/digital-retention/) - When court cases are complete and we get the order of dismissal or something signifying that it has been closed/complete, we will take the physical file and scan it into our RMS under the case report. Obviously, CLEMIS isn't retention friendly and it houses the record forever *as long as the RMS is in service*.
- [Vendor Backgrounds/Security Awareness Forms](https://lermainc.org/lerma-forums/forum/topic/vendor-backgrounds-security-awareness-forms/) - We have vendor backgrounds/security awareness forms in our possession. I have searched the HR schedule, schedule 11, etc. I am wondering how long we retain these. The vendors are individuals who are contracted to come into our facility and perform work like plumbing, cleaning, and maintenance. Thank you!
- [summitnews.site](https://lermainc.org/lerma-forums/forum/topic/summitnews-site/) - Has anyone else received FOIA requests from summitnews.site? We've received several of them in the last few months. They are coming from several different names and email addresses (correspondence@summitnews.site, publicrecords@summitnews.site and records@summitnews.site. They never respond to any correspondence, and we believe they are possibly AI-generated. They all use the same wording, and under Incident Details,
- [Multiple requests for same records](https://lermainc.org/lerma-forums/forum/topic/multiple-requests-for-same-records/) - We have a rather large case with BWC video and the requestor has paid their good-faith deposit and our records will probably ready for them in August. How do you handle requests for the same records, will have the same redactions, that come in after you've received the good-faith deposit but before final payment has
- [Communications and Notes](https://lermainc.org/lerma-forums/forum/topic/communications-and-notes/) - Hello! We get several requests for deputy notes and internal communications (emails). We will have our IT do a search for emails responsive, and then ask our deputies to provide any notes they saved. Just today our Legal Services (corporate counsel) indicated that deputy notes may not be subject to FOIA. They are preliminary utilized
- [Handling of LARA forms](https://lermainc.org/lerma-forums/forum/topic/handling-of-lara-forms/) - Does anyone have a policy or procedure that they can share with us on the handling of LARA forms for application to be a security alarm installer or private security guard?
- [Certified Copy of police report](https://lermainc.org/lerma-forums/forum/topic/certified-copy-of-police-report/) - I have a request for a certified copy of a police report. We have never had this request. What does your department do to certify a report?
- [FOIA Request Portal](https://lermainc.org/lerma-forums/forum/topic/foia-request-portal/) - Does anyone use GovTransfer for FOIA requests? If so, has it been a positive experience? Are there any other recommendations for FOIA software programs? Thank you!
- [FOIA Products - Just FOIA](https://lermainc.org/lerma-forums/forum/topic/foia-products-just-foia/) - Curious if anyone using the software "Just FOIA"?
- [Artificial Intelligence for FOIA processing](https://lermainc.org/lerma-forums/forum/topic/artificial-intelligence-for-foia-processing/) - Good Morning Is any dept using any type of AI program to redact records in response to a FOIA request? Also, when creating an invoice that contains fees for video and audio files, is anyone using an automated or AI program to calculate the number of time increments to charge for? We are currently doing
- [Karpel & New World Interface](https://lermainc.org/lerma-forums/forum/topic/karpel-new-world-interface/) - Hello - We were "sold" on the interface when introduced to Karpel, so we had the New World-to-Karpel Interface installed. If you have New World and Karpel Interface, could you send me an email. I'd like to start a group email as we are working out "kinks" with the interface on both sides and we
- [Administrative Messages](https://lermainc.org/lerma-forums/forum/topic/administrative-messages/) - What would the retention time be on “Administrative Messages” that are received via fax from other agencies? Sometimes a cancellation is sent and we will then dispose of the original and cancellation, however, more often than not, we just end up with a pile of Administrative Messages. Any advice?
- [Release of medical report to patient on report](https://lermainc.org/lerma-forums/forum/topic/release-of-medical-report-to-patient-on-report/) - Hello, We have had a request from an individual for a jail report of an injury incident that happened back in 1995. He slipped and fell and was taken to the hospital. He has requested the report and we were able to locate it. Included in the report was the actual medical report from the
- [LEIN Audit's](https://lermainc.org/lerma-forums/forum/topic/lein-audits/) - I cant find how long we have to keep LEIN audits in the General Schedule. We have reached out to MSP and have not received a call or email back from them. Any help would be appreciated. Thank you.
- [Monthly reports - FOIA](https://lermainc.org/lerma-forums/forum/topic/monthly-reports-foia/) - Hi all, do any of your departments release a monthly FOIA report to you board members/city council members? If not, could you respond that you don’t? If you do, could you weigh in on the below issue we are having? Each month we run a report of the previous month’s FOIA requests. This report is
- [Monthly FOIA information](https://lermainc.org/lerma-forums/forum/topic/monthly-foia-information/) - Hi all, do any of your departments release a monthly FOIA report to you board members/city council members? If not, could you respond that you don't? If you do, could you weigh in on the below issue we are having? Each month we run a report of the previous month’s FOIA requests. This report is
- [Subpoena Redactions](https://lermainc.org/lerma-forums/forum/topic/subpoena-redactions/) - Apart from LEIN, is there anything else everyone is excluding from subpoenas? Specifically, are you removing medical records? TIA
- [Outside Vendor for Video Resoration](https://lermainc.org/lerma-forums/forum/topic/outside-vendor-for-video-resoration/) - Good Afternoon: We have some evidentiary photos that were saved to CD. The CD is scratched and we are unable to access the files on the CD. Has anyone used an outside vendor to repair a CD or other form of digital evidence? Our internal IT was unable to fix it. Thank you!
- [Ordinance Violations](https://lermainc.org/lerma-forums/forum/topic/ordinance-violations/) - For those who process ordinance violations via ticket, what do you do with them? Do they go to the local township/village/city attorney? Do you redact LEIN? Do you automatically provide BWC/ICV? Do they all get processed by your prosecuting attorney first, or just straight to the local attorney? We don't deal too much with these,
- [Police officer schedules and Police officer call in sheets](https://lermainc.org/lerma-forums/forum/topic/police-officer-schedules-and-police-officer-call-in-sheets/) - I probably am missing the answer to this in the schedule. Can someone tell me what this is listed under?
- [Redaction program](https://lermainc.org/lerma-forums/forum/topic/redaction-program/) - What program does your agency use to redact police report/documents?
- [Property Room](https://lermainc.org/lerma-forums/forum/topic/property-room/) - Asking on behalf of our property room officer. If we have CSC/Homicide evidence that has already been processed and uploaded to the report, and the case has been solved, prosecution is complete, etc, can we get rid of it? There are garbage bags and bins full of bed sheets, clothes, etc. that have been long
- [Request Components](https://lermainc.org/lerma-forums/forum/topic/request-components/) - I received a request for records via email that included a description of the record, requestor's email, name & phone number but no address of any kind (not a business or personal address). It's my understanding that without an address for requestor, the "request" doesn't meet the criteria for a FOIA request. Would your agency
- [Retention and CLEMIS (RMS)?](https://lermainc.org/lerma-forums/forum/topic/retention-and-clemis-rms/) - Hello - Our agency uses CLEMIS as our RMS, and I oversee retention. I have recently taken over some court roles in our records department; When we get an "order of dismissal" or a "Judgement of Sentence" that determines whether the person pled, we will use this to break down our physical files and scan
- [Requests for Communications](https://lermainc.org/lerma-forums/forum/topic/requests-for-communications/) - 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
- [Gun Permits](https://lermainc.org/lerma-forums/forum/topic/gun-permits/) - Has anyone dealt with a gun permit applicant being someone who seems to have a disability where their intelligence/maturity level is below what their age is that would make you question approving a gun permit? We had an individual come in to apply for a firearm permit who is 21 but needed a lot of
- [MICR Unit at MSP and Releasing Narratives?](https://lermainc.org/lerma-forums/forum/topic/micr-unit-at-msp-and-releasing-narratives/) - Hello, I am in charge of handling the MICR errors given to us by the State Police MICR Unit. We are having a large issue with one case in particular, and they are requesting the narrative. How do I go about redacting this? Is the MICR Unit part of "law enforcement" in which I would
- [Unions](https://lermainc.org/lerma-forums/forum/topic/unions/) - Currently at the St. Clair County Sheriff's Office our records department is in with the same union as our Corrections Division. How are other Sheriff's Office Support staff currently being represented? And by who? Thanks for any input!
- [Karpel and Citations](https://lermainc.org/lerma-forums/forum/topic/karpel-and-citations/) - My Chief would like to speak with an agency that uses Karpel to find out your process with citations. Our Prosecutor would like to change and have our officers no longer issue citations (to be replaced with summons/complaint). We have started using Karpel in the past month, and there are several staff at the Prosecutor

## Replies

- [](https://lermainc.org/lerma-forums/forum/reply/2761/) - Hi! If your support staff are in a union, what union do they have? My support staff are with a modge-podge of different departments in GELC Thank you, Tammy Shoemaker tshoemaker@allegancounty.org
- [](https://lermainc.org/lerma-forums/forum/reply/2759/) - Under the FOIA statute, this is not a valid FOIA request, and you have no obligation to process it. You may want to respond with a written communication informing them that you will process it if they resubmit the request with all the statutorily required information.
- [](https://lermainc.org/lerma-forums/forum/reply/2758/) - We would not process the request as it is not a complete request - must have name, address and phone number (or email).
- [](https://lermainc.org/lerma-forums/forum/reply/2756/) - Hi Tammy! I will send you an email. We are working with New World and Karpel on the interface, but I do not think we will go that route due to the "finalization" of documents. We haven't done anything with it yet, so I'd be curious to see your workflow and touch base with others.
- [](https://lermainc.org/lerma-forums/forum/reply/2720/) - Our City Attorney handles subpoena responses. However, in reports, any medical information received from a medical professional (doctor, tech, nurse, EMT) to an officer is redacted under HIPAA. If a nurse says, "looks like a broken leg," that's not redacted. However, if that same nurse says, "X-rays show 2 fractures in the left femur," that
- [](https://lermainc.org/lerma-forums/forum/reply/2719/) - We always ask about officers' notes, and have provided redacted versions if they still exist. Most officers tell us once their reports are written, the notes are destroyed. We do the same with emails; request IT do a search for key terms, and then review for duplication and exempt information.
- [](https://lermainc.org/lerma-forums/forum/reply/2718/) - @Kimberly: NextRequest & Axon - Depending on who the requester is, we typically download the Axon extractions as a .zip file, then upload the extracted videos into NextRequest. If it's a criminal justice partner (parole, probation, DHHS, etc.) then we typically just send a msg via NextRequest that we will be emailing them the download
- [](https://lermainc.org/lerma-forums/forum/reply/2717/) - We do the same at Jackson PD as Amanda stated. If the original requester does not make the final payment, and the 2nd requester pays for the entire thing, I would refund the money to the original requester and provide the docs/vids to the original requester at no charge.
- [](https://lermainc.org/lerma-forums/forum/reply/2716/) - I don't recall anything from Summit News, but we get them from random web-based media sites out of the Pacific Northwest. We tell them we're required to collect full first and last names before we can consider their request valid. Usually the request sits idle for the required 45 days and then we close it
- [](https://lermainc.org/lerma-forums/forum/reply/2715/) - We would handle it the same at Jackson PD that Amanda Zant said they would handle it. We require a valid government-issued ID - driver's license, state ID, passport, etc.
- [](https://lermainc.org/lerma-forums/forum/reply/2677/) - Hi! Have you confirmed that the person is the same? Typically, if we have ID/verification of the identity of the person, we would release their PII which would include medical. If we do not have that information, we would process as a public request and not release medical.
- [](https://lermainc.org/lerma-forums/forum/reply/2676/) - We have not received any requests from this address. We do get random ones, like from Muck Rock, wich a lot of random wording. It seems people are using AI or Chat GPT to write their requests ;)
- [](https://lermainc.org/lerma-forums/forum/reply/2675/) - Good Morning! We send a new deposit. They can choose to pay or not. If they do, and we process it under the alternate request, we will refund their money typically. There is a chance the original requestor will not pay the final fee, so whoever pays first gets it.
- [](https://lermainc.org/lerma-forums/forum/reply/2567/) - Thank you, Lance!
- [](https://lermainc.org/lerma-forums/forum/reply/2566/) - Thank you for the post! The Board identified the vendor backgrounds/security awareness forms were missed on the most recent schedule review. The Board is taking action to add the records to General Schedule 11. Until the addition is completed and approved, do not destroy any records.
- [](https://lermainc.org/lerma-forums/forum/reply/2493/) - In regards to Next Request and Axon... are you redacting each video and downloading individually and then uploading to Next Request? We haven't found a way to just send the Axon link through Next Request and many of our requests have way too many videos to take the time to download/upload each one so for
- [](https://lermainc.org/lerma-forums/forum/reply/2492/) - From my understanding, if the officers are in possession of their notes, they are subject to FOIA.
- [](https://lermainc.org/lerma-forums/forum/reply/2475/) - Our Cooperate counsel also handles the email requests. Regarding notes, all of our deputies notes are for their reports and they toss them out at the end of their shifts when they complete their report. So for us, I have never had anyone have notes, so they do not exist. However, I have never heard
- [](https://lermainc.org/lerma-forums/forum/reply/2473/) - I will add a note to my response, until April 30, 2026, we have EMS deputies providing medical care so we did apply HIPPA to them. Now that they have been dissolved, our redactions for medical will probably become obsolete.
- [](https://lermainc.org/lerma-forums/forum/reply/2472/) - We do not use GovTransfer, we use WebTecs. I believe Kent County uses it as well. It's pretty basic and extremely user friendly!
- [](https://lermainc.org/lerma-forums/forum/reply/2386/) - HI! there is always the probable clause caveat you could use. I would you document the interaction with the subject, and have a supervisor review it with you. Ultimately your name will be on the approval paperwork, and I would recommend standing up for what you believe is correct. I would hope this person is
- [](https://lermainc.org/lerma-forums/forum/reply/2385/) - We have a letter that says we are certifying the records (XYZ) and there are only two of us who can sign the letter, in addition to a notary. I love that a lot of agencies have a stamp - we should get one!
- [](https://lermainc.org/lerma-forums/forum/reply/2379/) - We also had a stamp made that says "Plymouth Twp Police Department - Certified True Copy of Original"
- [](https://lermainc.org/lerma-forums/forum/reply/2376/) - Thank you!
- [](https://lermainc.org/lerma-forums/forum/reply/2375/) - Allegan County Sheriff's Office - We bought a stamp that states "Certified to be a true and exact copy of original" and then I initial it.
- [](https://lermainc.org/lerma-forums/forum/reply/2347/) - City of Jackson PD also uses NextRequest. The invoicing is clunky, but we've found a way to invoice the 50% and put the request in a pending status until we receive payment outside of NextRequest. We also manually redact every record. We haven't had any issues with storage, and we upload BWC and in-car videos
- [](https://lermainc.org/lerma-forums/forum/reply/2343/) - Grand Rapids PD does also.
- [](https://lermainc.org/lerma-forums/forum/reply/2341/) - Allegan County Sheriff's Office does.
- [](https://lermainc.org/lerma-forums/forum/reply/2284/) - MSP utilizes some AI based redaction features when reviewing video as a means of efficiency; however, we also conduct a thorough human based review. We never release a record without a full human review as the results of the AI based features have consistently fell short of the accuracy of a human. We do not
- [](https://lermainc.org/lerma-forums/forum/reply/2282/) - City of Warren uses NextRequest (a CivicPlus product). We use it for all aspects of FOIA processing except billing. The invoicing process is cumbersome through Next Request and does not allow for the required 50% deposit on FOIAs over $50.00. We do NOT use any of the "auto redact" functions within the program; we manually
- [](https://lermainc.org/lerma-forums/forum/reply/2281/) - Ingham County Animal Control (and possibly the rest of Ingham County?) uses GovQA to process, redact, release our FOIA requests!
- [](https://lermainc.org/lerma-forums/forum/reply/2278/) - At Jackson PD, we have very little in our paper files, and almost everything we have is in our RMS. The things that we have in a file are typically items which needed signatures, and therefore we have the hard copy. After 3 years, we ensure everything for that case is scanned into the RMS
- [](https://lermainc.org/lerma-forums/forum/reply/2277/) - I checked with our Evidence Management Coordinator, and at the Jackson PD, she keeps everything for homicides and felony CSCs indefinitely because the science behind DNA evidence is ever-changing. With that being said, I feel it coincides with the record retention for these types of incidents, which is currently at 110 years.
- [](https://lermainc.org/lerma-forums/forum/reply/2276/) - The City of Jackson does not provide this type of report to our City Council.
- [](https://lermainc.org/lerma-forums/forum/reply/2275/) - Another way to handle this would be to email them a summary of what occurred without any confidential information (PII, LEIN, etc.). That's really what they need in their attempt to ensure you've coded the report correctly as it pertains to MICR. (Sorry for the late response -- I haven't been receiving notification of anything
- [](https://lermainc.org/lerma-forums/forum/reply/2273/) - Tammy Our department uses CORE for RMS; I have no knowledge of New World. I think Karpel has been great for us, but it takes some getting used to and I have found that we needed to make some changes on our end, that would benefit and made sense to our Prosecutor's Office. The key
- [](https://lermainc.org/lerma-forums/forum/reply/2260/) - Would this also apply to the "Administrative Messages" that are received via fax from other agencies? Sometimes a cancellation is sent and we will then dispose of the original and cancellation, however, more often than not, we just end up with a pile of Administrative Messages.
- [](https://lermainc.org/lerma-forums/forum/reply/2235/) - Thank you!!!!
- [](https://lermainc.org/lerma-forums/forum/reply/2234/) - Good evening, General Schedule #35 Local Government Administrative Records, item 100 contains an entry for audit documents: 100 Administrative Subject Files These records document various topics, issues, projects, or activities that a local government agency or employee is involved in. They may include, but may not be limited to, topical reference files about issues, strategic
- [](https://lermainc.org/lerma-forums/forum/reply/2232/) - Here's what I located on MI's legislature website under MCL SECTION 15.233 Act 442 of 1976 (Freedom of Information Act) (1): A request from a person, other than an individual who qualifies as indigent under section 4(2)(a), must include the requesting person's complete name, address, and contact information, and, if the request is made by
- [](https://lermainc.org/lerma-forums/forum/reply/2231/) - From Ingham County Animal Control here, we do not release a report like the one mentioned.
- [](https://lermainc.org/lerma-forums/forum/reply/2230/) - Allegan County Sheriff's Office does not release any such report.
- [](https://lermainc.org/lerma-forums/forum/reply/2229/) - We get dozens of requests that do not include addresses. Most are from "media" video producers who want bits of body cam to show on their youtube channel or similar. If the request comes from one of these type of requestors (often with no other info, either -- just a first name), we deny it
- [](https://lermainc.org/lerma-forums/forum/reply/2228/) - the City of Warren PD does not publish any such report (thank goodness!!). On the very rare instance when a FOIA has been made requesting such a record, we do not redact the requesting party's name. Hope this helps! LeeAnn Witherspoon City of Warren Police Records
- [](https://lermainc.org/lerma-forums/forum/reply/2227/) - Hi, Tammy We were advised by Lori Hinkley that police departments and most hospitals/medical offices do not meet the criteria for HIPPA to apply to us. For subpoenas, we release all records and provide them unredacted other than those portions required to be redacted/withheld by statute (LEIN, Crime Victims Rights Act, Firearms Records, etc). Have
- [](https://lermainc.org/lerma-forums/forum/reply/2225/) - THANK YOU Lance!
- [](https://lermainc.org/lerma-forums/forum/reply/2223/) - Michigan State Police does not publish a report. If MSP receives a FOIA request for a copy of a FOIA request or data about requests we've processed, we redact the name of requesting persons who are not affiliated with the media, attorneys, insurance companies, etc...
- [](https://lermainc.org/lerma-forums/forum/reply/2198/) - Unless we have a signed release that specifically states HIPPA, etc. from the subject whose records are being requested, we do remove medical records, yes. Hope this helps!
- [](https://lermainc.org/lerma-forums/forum/reply/2188/) - 11.129 Overtime Equalization Records - Calendar year + 2 years 11.142 Calendars (in description it says schedules) - Event take place + 2 years Hope this helps!
- [](https://lermainc.org/lerma-forums/forum/reply/2187/) - Do they go to the local township/village/city attorney? We submit ours to to the courts as a Civil Summons, that is if the citizen does not pay within the specified time frame. From there the court assigns our City Attorney to handle the case. Do you redact LEIN? No, not if the CA requests the
- [](https://lermainc.org/lerma-forums/forum/reply/2186/) - We do the same as Amanda. As long as I can contact them and/or have a place to send the record, we accept the request.
- [](https://lermainc.org/lerma-forums/forum/reply/2183/) - This is so helpful! Thank you!
- [](https://lermainc.org/lerma-forums/forum/reply/2179/) - Great question! We would process it, as we accept email or mail addresses. What about someone who is homeless? We process any request as long as they adequately described the records they are seeking in writing and we have contact information via mail or email. The law says "address" so we translate that into email
- [](https://lermainc.org/lerma-forums/forum/reply/2178/) - Thanks, Melissa! That's what we do, too!
- [](https://lermainc.org/lerma-forums/forum/reply/2159/) - MSP also utilizes Adobe Professional. Be careful, we recently discovered that Adobe was automatically creating bookmarks when using the "Combine" feature. The bookmarks use the file names and if not removed prior to dissemination, may disclose confidential information if contained in the file name.
- [](https://lermainc.org/lerma-forums/forum/reply/2157/) - GRPD uses Adobe Pro currently!
- [](https://lermainc.org/lerma-forums/forum/reply/2155/) - Melissa, Thank you! The court should be (not sure of their retention policies) BUT, we like to keep a copy if we have it just in case. Happy to learn of this info. Happy Holidays :)
- [](https://lermainc.org/lerma-forums/forum/reply/2154/) - Schedule 11 only tells you the minimum length of time we have to retain the record, not the format we are required to maintain them. So, it doesn't say that you have to maintain paper versus digital documents. You would not be required to maintain the physical copy if you have scanned it in and
- [](https://lermainc.org/lerma-forums/forum/reply/2153/) - IAPE - International Assoc of Property and Evidence, may be able to help with this question, or at least tell you where to find the answer. 800-449-4273 or send the question to Joe at jlatta@iape.org
- [](https://lermainc.org/lerma-forums/forum/reply/2152/) - We also would reply to the email advising them that we are unable to process the request without the address and offer the link to our FOIA request form. If they do not re-submit within a few days, we formally send a denial citing the MCL prior to the 5 days expiring.
- [](https://lermainc.org/lerma-forums/forum/reply/2151/) - 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
- [](https://lermainc.org/lerma-forums/forum/reply/2147/) - 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
- [](https://lermainc.org/lerma-forums/forum/reply/2146/) - I personally send back a letter citing missing information and a link to our electronic request form to kindly ask they resubmit so it constitutes a proper request. (I also have a thorn who would argue I demand different standards from just him if he ever found out I did not hold everyone to the
- [](https://lermainc.org/lerma-forums/forum/reply/2126/) - MICR does not appear to meet the definition of a CJI System. Redaction of LEIN would be required under MCL 28.214. Other information may be subject to redaction based on other exemptions. It's difficult to say without seeing the documents.
- [](https://lermainc.org/lerma-forums/forum/reply/2121/) - Would you be willing to email me a copy of the current Union contract? that would be absolutely helpful to me! Ahill@stclaircounty.org
- [](https://lermainc.org/lerma-forums/forum/reply/2120/) - Hello! My clerical staff here are lumped in with our Corrections Division as well. At different points, they have had someone from their unit on the Union Board, but it is not always the case. Hope this helps!
- [](https://lermainc.org/lerma-forums/forum/reply/2119/) - Hi Ashley, My staff that I supervise, support staff are in with the facilities management team/janitorial and Information Services Team in GELC union. Thank you, Tammy
- [](https://lermainc.org/lerma-forums/forum/reply/2117/) - We were and still use Talon through CORE to submit Ewarrants. It is nice now that I can also upload supplements, labs, etc directly into Karpel after attaching to our incident. That part of it seems to work very easily. And it's nice to know right away with an email notification whether or not charges
- [](https://lermainc.org/lerma-forums/forum/reply/2115/) - Can you tell me what you used to submit warrants/summons/complaints to your prosecutor's office before Karpel?
- [](https://lermainc.org/lerma-forums/forum/reply/2114/) - So far so good for us with Karpel. It has been easy to learn and has alot of great features that make my job much easier. I was interested if any other agencies have found a work around that works for them. We do not want to stop issuing citations, but are open to learning
- [](https://lermainc.org/lerma-forums/forum/reply/2113/) - We are issuing citations. Our knowledge is that they cannot tell us not to issue citations. I do not think we would even consider that. It seems like a huge issue with people not showing up for court, etc. We are just being introduced to Karpel and really want to push back not to use

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