Elizabeth Mone v. Massachusetts Department of State Police (SPR 20212068)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Rebecca S. Murray Supervisor of Records August 30, 2021 SPR21/2068 Jennifer M. Staples, Esq. Chief Legal Counsel Department of State Police Office of the Legal Counsel 470 Worcester Road Framingham, MA 01702 Dear Attorney Staples: I have received the appeal petition of Elizabeth T. Mone, Esq. appealing the response of the Department of State Police (Department) to a request for public records. G. L. c. 66, § 10A; see also 950 C.M.R. 32.08(1). Attorney Mone requested the following records for an identified police officer, “…1. Detailed timesheets, including overtime pay, for February 2013; and 2. [t]he public portions of the officer’s internal affairs records.” Previous appeals This request was the subject of previous appeals. See SPR21/1437 Determination of the Supervisor of Records (June 21, 2021) and SPR21/1692 Determination of the Supervisor of Records (July 28, 2021). The Department responded on August 11, 2021. Unsatisfied with the response, Attorney Mone petitioned this office and this appeal, SPR21/2068, was opened as a result. The Public Records Law The Public Records Law strongly favors disclosure by creating a presumption that all governmental records are public records. G. L. c. 66, § 10A(d); 950 C.M.R. 32.03(4). “Public records” is broadly defined to include all documentary materials or data, regardless of physical form or characteristics, made or received by any officer or employee of any town of the Commonwealth, unless falling within a statutory exemption. G. L. c. 4, § 7(26). It is the burden of the records custodian to demonstrate the application of an exemption in order to withhold a requested record. G. L. c. 66, § 10(b)(iv) (written response must “identify any records, categories of records or portions of records that the agency or municipality intends One Ashburton Place, Room 1719, Boston, Massachusetts 02108 • (617) 727-2832• Fax: (617) 727-5914 sec.state.ma.us/pre • pre@sec.state.ma.us

Jennifer M. Staples, Esq. SPR21/2068 Page 2 August 30, 2021 to withhold, and provide the specific reasons for such withholding, including the specific exemption or exemptions upon which the withholding is based…”); 950 C.M.R. 32.06(3); see also Dist. Attorney for the Norfolk Dist. v. Flatley, 419 Mass. 507, 511 (1995) (custodian has the burden of establishing the applicability of an exemption). The Department’s August 11th response In its August 11, 2021 response, the Department stated that it is “… withholding [] the following Internal Affairs records: 2018-0058; 2019-0005; and 2019-0047.” The Department cited Exemptions (a) and (f) of the Public Records Law to withhold the requested records. In camera inspection In order to facilitate a determination as to the applicability of the Department’s claims to withhold the records in their entirety, the Department must provide this office with the un- redacted copy of the responsive records for in camera inspection. After I complete my review of the documents, I will return the records to your custody and issue an opinion on the public or exempt nature of the record. See 950 C.M.R. 32.08(4). The authority to require the submission of records for an in camera inspection emanates from the Code of Massachusetts Regulations, 950 C.M.R. 32.08(4); see also G.L. c. 66, § 1. This office interprets the in camera inspection process to be analogous to that utilized by the judicial system. See Rock v. Massachusetts Comm'n Against Discrimination, 384 Mass. 198, 206 (1981) (administrative agency entitled deference in the interpretation of its own regulations). Records are not voluntarily submitted, but rather are submitted pursuant to an order by this office that an in camera inspection is necessary to make a proper finding. Records are submitted for the limited purpose of review. This office is not the custodian of records examined in camera, therefore, any request made to this office for records being reviewed in camera will be denied. See 950 C.M.R. 32.08(4)(c). This office has a long history of cooperation with governmental agencies with respect to in camera inspection. Custodians submit copies of the relevant records to this office upon a promise of confidentiality. This office does not release records reviewed in camera to anyone under any circumstances. Upon a determination of the public record status, records reviewed in camera are promptly returned to the custodian. To operate in any other fashion would seriously impede our ability to function and would certainly affect our credibility within the legal community. Please be aware, any cover letter submitted to accompany the relevant records may be subject to disclosure. Order Accordingly, the Department is ordered to provide this office with an un-redacted copy of the responsive records for in camera inspection without delay.

Jennifer M. Staples, Esq. SPR21/2068 Page 3 August 30, 2021 Sincerely, Rebecca S. Murray Supervisor of Records cc: Elizabeth T. Mone, Esq.