Joseph Smith v. Department of Criminal Justice Information Services (SPR 20212144)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Rebecca S. Murray Supervisor of Records September 8, 2021 SPR21/2144 Agapi Koulouris, Esq. General Counsel Department of Criminal Justice Information Services 200 Arlington Street Suite 2200 Chelsea, MA 02150 Dear Attorney Koulouris: I have received the petition of Joseph Smith appealing the nonresponse of the Department of Criminal Justice Information Services (Department) to his request for public records. G. L. c. 66, § 10A; see also 950 C.M.R. 32.08(1). On August 7, 2021, Mr. Smith requested, “… any document(s) [named person] sent to CJIS, as well as any email or other communications [named person] made to CJIS from 01/01/21 through the date of this request.” Claiming to not yet have received a response, Mr. Smith petitioned this office and this appeal, SPR21/2144, 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); 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). To meet the specificity requirement a custodian must not only cite an exemption, but must also state why the exemption applies to the withheld or redacted portion of the responsive record. 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

Agapi Koulouris, Esq. SPR21/2144 Page 2 September 8, 2021 If there are any fees associated with a response a written, good faith estimate must be provided. G. L. c. 66, § 10(b)(viii); see also 950 C.M.R. 32.07(2). Once fees are paid, a records custodian must provide the responsive records. Despite being notified of the opening of this appeal, it remains unclear whether a response has been provided. Accordingly, the Department is ordered to provide Mr. Smith with a response to the request, provided in a manner consistent with this order, the Public Records Law and its Regulations within 10 business days. A copy of any such response must be provided to this office. It is preferable to send an electronic copy of this response to this office at pre@sec.state.ma.us. Mr. Smith may appeal the substantive nature of the Department’s response within ninety days. See 950 C.M.R. 32.08(1). Sincerely, Rebecca S. Murray Supervisor of Records cc: Joseph Smith