Darius Gibson v. Department of Correction (SPR 20232101)

The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Public Records Division Manza Arthur Supervisor of Records September 19, 2023 SPR23/2101 Kate Silvia Director of Communications Department of Correction 50 Maple Street, Suite 3 Milford, MA 01757 Dear Ms. Silvia: I have received the petition of Darius Gibson appealing the response of the Department of Correction (Department) to a request for public records. See G. L. c. 66, § 10A; see also 950 C.M.R. 32.08(1). On January 20, 2023, Mr. Gibson requested the following records: 1. All documentation in inmate management system showing the names of correctional officers who have researched me and what they have researched about me for the years 2022, 2023[;] 2. [C]opies of all complaints with complaint names redacted made against [named correctional officers;] 3. Disciplinary history for [three named correctional officers.] Previous Appeals This request was the subject of previous appeals. See SPR23/0381 Determination of the Supervisor of Records (March 13, 2023), SPR23/0709 Determination of the Supervisor of Records (April 25, 2023), and SPR23/1481 Determination of the Supervisor of Records (July 12, 2023). In my July 12th determination, I ordered the Department to provide Mr. Gibson with a response to his request. On August 9, 2023, the Department responded. Unsatisfied with the Department’s response, Mr. Gibson petitioned this office and this appeal, SPR23/2101, 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 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

Kate Silvia SPR23/2101 Page 2 September 19, 2023 form or characteristics, made or received by any officer or employee of any agency or municipality 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(d)(iv) (written response must “identify any records, categories of records or portions of records that the agency or municipality intends 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. Att’y for the Norfolk Dist. v. Flatley, 419 Mass. 507, 511 (1995) (custodian has the burden of establishing the applicability of an exemption). 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. Fee estimate - agencies An agency may assess a reasonable fee for the production of a public record except those records that are freely available for public inspection. G. L. c. 66, § 10(d). The fees must reflect the actual cost of complying with a particular request. Id. A maximum fee of five cents ($.05) per page may be assessed for a black and white single or double-sided photocopy of a public record. G. L. c. 66, § 10(d)(i). Agencies may not assess a fee for the first 4 hours of employee time to search for, compile, segregate, redact or reproduce the record or records requested. G. L. c. 66; § 10(d)(ii). Where appropriate, agencies may include as part of the fee an hourly rate equal to or less than the hourly rate attributed to the lowest paid employee who has the necessary skill required to search for, compile, segregate, redact or reproduce a record requested, but the fee shall not be more than $25 per hour. Id. A fee shall not be assessed for time spent segregating or redacting records unless such segregation or redaction is required by law or approved by the Supervisor of Records under a petition under G. L. c. 66, § 10(d)(iv). See G. L. c. 66, §10(d)(ii); 950 C.M.R. 32.06(4). Petitions relating to fees must be submitted to the Supervisor within ten business days after receipt of a request for public records. 950 C.M.R. 32.06(4)(g). The Department’s August 9th Response In its August 9, 2023 response, the Department asserts that regarding Request # 1, it is withholding the responsive records pursuant to Exemption (b) and Exemption (n) of the Public Records Law. Regarding Request # 2, the Department states that it is assessing a fee of $524.00. With regard to Request # 3, the Department states it is withholding the responsive records pursuant to Exemption (c) of the Public Records Law.

Kate Silvia SPR23/2101 Page 3 September 19, 2023 Request # 1 In its response, the Department states: Please be advised that the above request is exempt from disclosure pursuant to [Exemption (b)], which exempts records related solely to internal personnel rules and practices of the governmental unit, provided however, that such records shall be withheld only to the extent that proper performance of necessary governmental function required withholding. One of the [Department’s] primary functions is to maintain secure penal institutions. Information regarding certain procedures used by correctional officers during law enforcement activities may related [sic] solely to the internal working of the Department. The above request is also exempt from disclosure pursuant to [Exemption (n)]…. It is paramount to preserve the security and confidentiality of information contained within the Inmate Management System which disclosure would jeopardize. Exemption (b) Exemption (b) permits the withholding of records that are: Related solely to internal personnel rules and practices of the government unit, provided however, that such records shall be withheld only to the extent that proper performance of necessary governmental functions requires such withholding G. L. c. 4, § 7(26)(b). There are no authoritative Massachusetts decisions interpreting Exemption (b). The general purpose of the cognate federal exemption is to relieve agencies of the burden of assembling and maintaining for public inspection materials in which the public cannot reasonably be expected to have an interest. See Dep’t of the Air Force v. Rose, 425 U.S. 352, 362-70 (1976) (interpreting the federal Freedom of Information Act, which provides an exemption for records which are “related solely to the internal personnel rules and practices of an agency”); see also Globe Newspaper Co. v. Boston Ret. Bd., 388 Mass. 427, 432 (1983) (Massachusetts Public Records Law modeled on federal Freedom of Information Act). The courts have interpreted the federal exemption to allow withholding of materials that, if released, could cause agency rules or regulations to be circumvented. See Fiumara v. Higgins, 572 F. Supp. 1093, 1102 (1983) (internal codes are exempt where disclosure may enable outsiders to circumvent agency functions). The analysis employed by the federal courts requires a two-pronged test. Material is exempt if it is predominantly used internally and if disclosed

Kate Silvia SPR23/2101 Page 4 September 19, 2023 would significantly risk circumvention of agency regulations and statutes. See Marrera v. United States Dep’t of Justice, 622 F. Supp. 51, 55 (D.D.C. 1985) (Bureau of Prisons access and identity codes were properly withheld as materials in which the public would have no legitimate interest or which would compromise security if disclosed). Exemption (n) Exemption (n) applies to: records, including, but not limited to, blueprints, plans, policies, procedures and schematic drawings, which relate to internal layout and structural elements, security measures, emergency preparedness, threat or vulnerability assessments, or any other records relating to the security or safety of persons or buildings, structures, facilities, utilities, transportation, cyber security or other infrastructure located within the commonwealth, the disclosure of which, in the reasonable judgment of the record custodian, subject to review by the supervisor of public records under subsection (c) of section 10 of chapter 66, is likely to jeopardize public safety or cyber security. G. L. c. 4, § 7(26)(n). Exemption (n) allows for the withholding of certain records which if released would jeopardize public safety. The first prong of Exemption (n) examines “whether, and to what degree, the record sought resembles the records listed as examples in the statute;” specifically, the “inquiry is whether, and to what degree, the record is one a terrorist ‘would find useful to maximize damage.’” PETA, 477 Mass. at 289-90. The second prong of Exemption (n) examines “the factual and contextual support for the proposition that disclosure of the record is ‘likely to jeopardize public safety.’” Id. at 289-90. The PETA decision further provides that “[b]ecause the records custodian must exercise ‘reasonable judgment’ in making that determination, the primary focus on review is whether the custodian has provided sufficient factual heft for the supervisor of public records or the reviewing court to conclude that a reasonable person would agree with the custodian’s determination given the context of the particular case.” Id. PETA also provides that “these two prongs of exemption (n) must be analyzed together, because there is an inverse correlation between them. That is, the more the record sought resembles the records enumerated in exemption (n), the lower the custodian’s burden in demonstrating ‘reasonable judgment’ and vice versa.” Id. at 290. Based on the Department’s response concerning Exemption (b), the Department must further explain how the proper performance of necessary governmental functions requires the withholding of the records responsive to Request # 1. Therefore, the Department has not met its burden to withhold the responsive records under Exemption (b).

Kate Silvia SPR23/2101 Page 5 September 19, 2023 Additionally, I find it has not met its burden to withhold the requested records pursuant to Exemption (n). Although the Department explains that “it is paramount to preserve the security and confidentiality of information contained within the Inmate Management System,” it is unclear how the particular information contained in the record, namely, the names of the correctional officers and what they have researched about Mr. Gibson, resemble the records listed in the statute. See id. at 289. Also, I find that the Department has not established how the information is one a terrorist would find useful to maximize damage, nor, provided “sufficient factual heft” to conclude that a reasonable person would agree that disclosure of such information is “likely to jeopardize public safety or cyber security” as required by Exemption (n). Id. at 290-91. Request # 2 In its response regarding Request # 2, the Department states: In accordance with G.L. c. 66, § 10(b) and 950 C.M.R. 32.07(2), we have estimated that a charge of $524.00 is necessary to process this production. This amount includes $24.00 for 480 pages at .05 a page and 20 hours at $25.00 an hour for employee time, excluding the first four hours. Please be advised that $25.00 is the capped hourly rate. No employee who is capable of performing this task makes less than $25.00 per hour in accordance with 950 CMR 32.07(2)(i) and (1) (3). This time is necessary for redacting 480 pages of records at 2 minutes per page as required by law as these records contain criminal offender record information (CORI). CORI is exempt from disclosure under the public records statute pursuant to [Exemption (a)] as records that are “specifically or by necessary implication exempted to disclosure by statute.” The Department must explain why it requires 20 hours to provide the responsive records. Based on the Department’s response, it is unclear how the Department’s estimate amounted to 20 hours of work. The Department must explain further how it calculated its fee estimate. Further, the Department must explain why it requires 2 minutes per page to redact the responsive records and confirm that no fee is being assessed for the first four hours of work. I encourage the parties to communicate in order to facilitate producing records efficiently and affordably. The requestor may wish to narrow the scope of the request. G. L. c. 66, § l0(a)(i). The Department must use its knowledge of the records to facilitate providing any responsive records. G. L. c. 66, § l0(a)(vii) (an agency or municipality shall suggest a reasonable modification of the scope of the request or offer to assist the requestor to modify the scope of the request if doing so would enable the agency or municipality to produce records sought more efficiently and affordably). For the reasons discussed above, I find the Department must revise its fee estimate or provide further explanation of how the fee assessed is expressly provided for and consistent with G. L. c. 66, § 10(d).

Kate Silvia SPR23/2101 Page 6 September 19, 2023 Request # 3 In its response to Request # 3, the Department states: Please be advised that staff’s disciplinary history is not public record. Pursuant to [Exemption (c)], which exempts “personnel and medical files or information, also any other materials or data relating to a specifically named individual, the disclosure of which may constitute an unwarranted invasion of personal privacy.”…. As the Appeals Court found, employees have the right to object to the release of personnel records, including disciplinary records, pursuant to G. L. c. 66A, Section 2. John Doe, et al. v. Registrar of Motor Vehicles, 26 Mass. App. Ct. 415, 428 (1988). Release of investigative findings and conclusions, even if an employee is ultimately exonerated, or where a finding is unsustanined, could nevertheless lead to damage to the employee’s reputation, which would have a direct impact on the employee, if and when the employee were to pursue employment elsewhere. The employee could still be faced with the possibility that some individuals may harbor a suspicion that the investigative finding resulted from a technicality due to insufficiency of the evidence, for example, and wrongly assume that the employee had actually engaged in some form of misconduct. Release of the findings and conclusions of these investigations could have a detrimental effect on reputations not only for employment purposes but also within the perception of the community at large. Exemption (c) Exemption (c) applies to: personnel and medical files or information and any other materials or data relating to a specifically named individual, the disclosure of which may constitute an unwarranted invasion of personal privacy; provided, however, that this subclause shall not apply to records related to a law enforcement misconduct investigation G. L. c. 4, § 7(26)(c). Massachusetts courts have found that “core categories of personnel information that are ‘useful in making employment decisions regarding an employee’” may be withheld from disclosure. Worcester Telegram & Gazette Corp. v. Chief of Police of Worcester, 58 Mass. App. Ct. 1, 5 (2003). For example, “employment applications, employee work evaluations, disciplinary documentation, and promotion, demotion, or termination information pertaining to a particular employee,” may be withheld pursuant to Exemption (c). Wakefield Teachers Ass’n v. School Comm., 431 Mass. 792, 798 (2000). The courts have also discussed specific categories of records that may be redacted under Exemption (c). See Globe Newspaper Co. v. Exec. Office of

Kate Silvia SPR23/2101 Page 7 September 19, 2023 Admin. and Finance, Suffolk Sup. No. 11-01184-A (June 14, 2013). Analysis under Exemption (c) is subjective in nature and requires a balancing of the public’s right to know against the relevant privacy interests at stake. Torres v. Att’y Gen., 391Mass. 1, 9 (1984); Att’y Gen. v. Assistant Comm’r of Real Prop. Dep’t, 380 Mass. 623, 625 (1980). Therefore, determinations must be made on a case-by-case basis. This exemption requires a balancing test which provides that where the public interest in obtaining the requested information substantially outweighs the seriousness of any invasion of privacy, the private interest in preventing disclosure must yield. PETA, 477 Mass. at 291. The public has a recognized interest in knowing whether public servants are carrying out their duties in a law abiding and efficient manner. Id. at 292. There are factors to consider when assessing the weight of the privacy interest at stake: (1) whether disclosure would result in personal embarrassment to an individual of normal sensibilities; (2) whether the materials sought contain intimate details of a highly personal nature; and (3) whether the same information is available from other sources. See People for the Ethical Treatment of Animals (PETA) v. Dep’t of Agric. Res., 477 Mass. 280, 292 (2017). The types of personal information which this exemption is designed to protect includes: marital status, paternity, substance abuse, government assistance, family disputes and reputation. Id. at 292 n.13; see also Doe v. Registrar of Motor Vehicles, 26 Mass. App. Ct. 415, 427 (1988) (holding that a motor vehicle licensee has a privacy interest in disclosure of his social security number). Based upon the update to Exemption (c) where the amendment states that this, “subclause shall not apply to records related to a law enforcement misconduct investigation,” it is unclear how the requested records can be withheld. Further, it is uncertain how this information constitutes intimate details of a highly personal nature or how disclosure would result in personal embarrassment to an individual of normal sensibilities. Additionally, it is not clear from the Department’s response, whether this information is available from other sources. Also, the Department must clarify whether segregable portions can be provided. See Reinstein v. Police Comm’r of Boston, 378 Mass. 281, 289-90 (1979) (the statutory exemptions are narrowly construed and are not blanket in nature). Any non-exempt, segregable portion of a public record is subject to mandatory disclosure. G. L. c. 66, § 10(a). Conclusion Accordingly, the Department is ordered to provide Mr. Gibson with a response to the request, provided in a manner consistent with this order, the Public Records Law, and its Regulations within ten (10) business days. A copy of any such response must be provided to this office. It is preferable to send an electronic copy of the response to this office at pre@sec.state.ma.us.

Kate Silvia SPR23/2101 Page 8 September 19, 2023 Sincerely, Manza Arthur Supervisor of Records cc: Darius Gibson