Request for Public Information Records 

Please read carefully as the system for filing a Public Information Act Request has changed. 

 

Please be advised the Aberdeen Police Department is now utilizing an online system enabling you to submit requests for records online. This system will make the process of submitting requests for and receiving public records easier, enabling you to pay for and receive your records electronically.  Please submit your requests for records at https://records.govquest.com/aberdeen-md-pd/publicportal and requests for Crash reports at https://www.crashdocs.org/#/reports?state=MD&agencyORI=MD0130100 

Frequently Asked Questions (FAQs) 

 

1. What is the Public Information Act? 

 

Maryland’s Public Information Act (PIA) gives the public the right to access government records without unnecessary cost and delay. 

 

The PIA applies to all three branches of Maryland State Government as well as local government entities. The PIA is found in the General Provisions Title 4. Public Information Act Subtitle 2 Inspection of Public Records. 

 

It is similar to the federal Freedom of Information Act which applies to federal executive branch agencies and independent federal regulatory agencies. 

 

The PIA grants you the right to review the available records that are disclosable and to obtain copies of those records. It does not require an agency to answer informational questions or to create a record to satisfy your request. 

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2. What is a public record? 

 

A public record is defined as the original or copy of any documentary material in any form created or received by an agency in connection with the transaction of public business. Included in this definition are written materials, books, photographs, photocopies, firms, microfilms, records, tapes, computerized records, maps, drawings and other materials. 

 

3. Are all government records available? 

 

No. The PIA attempts to balance the public’s right to access government records with other policies that respect the privacy or confidentiality of certain information. 

 

For example, the PIA mandates denial of inspection of public records that are confidential under federal law, other state statutes, court rules, or various common law privileges such as attorney-client privilege and executive privilege. Md. Code Ann. General Provisions (“GP”) § 4-301 The PIA itself also protects certain records from disclosure (firearm records, GP § 4-325, and personnel records, GP § 4-311).  In addition, some information contained in public records must remain confidential (for example, sociological information GP § 4-330, an individual’s medical or psychological information, GP § 4-329, and juvenile records*, GP §§ 1-202 and 3-8A-27).  Other records that may be withheld if the agency decides that disclosure of those records would be “contrary to the public interest, GP § 4-343.  Records subject to discretionary disclosure include investigatory records, GP § 4-351. 

 

*Juvenile arrest records are not released without a court order signed by a judge, GP § 3-8A-27.  In addition, records of child abuse or neglect are not releasable without a court order unless allowed by Maryland law, GP § 1-202. 

 

5. How long will it take for an agency to respond to my request? 

 

You will be notified within 10 working days of the date the PIA Liaison receives the request if the request is in process, approved, denied or if more information or time is needed.  Requests are completed within 30 days of receipt.  If more time is needed, a notification will be made within 30 days requesting an extension. 

 

For all requests, if more than 30 days have passed without a response from the requestor occurs, your request will be closed out without notice and any deposits paid will be forfeited. 

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6. Is there a charge for obtaining records under the PIA? 

 

Yes, the PIA allows an agency to charge a “reasonable fee” for copies of public records. An agency may also charge a reasonable fee for searching for a public record – a charge that may include the time required for locating and reviewing the record. The first two hours of search and preparation time are free, but an extensive search may prove time-consuming and therefore expensive. Thus, it is in both your interest and the agency’s interest to ensure that a PIA request clearly and accurately describes the records sought. 

 

7. What happens if my request for records is denied? 

 

If an agency denies all or part of your request, it must provide you with a written explanation that includes the reason for the denial, the legal authority justifying the denial, and your appeal rights. 

 

8. How can I learn more about the PIA? 

 

The Office of the Attorney General publishes a detailed legal analysis of the PIA in the Maryland Public Information Act Manual. The manual is also available without charge on the Attorney General’s website: https://www.marylandattorneygeneral.gov/Pages/OpenGov/pia.aspx 

 

9. How do I submit a PIA request?​ 

 

You can submit your records request at https://app.govquest.com/.  

 

10. How can I get a copy of my Crash report? 

 

You can submit your requests for Crash reports at https://www.crashdocs.org/#/reports?state=MD&agencyORI=MD0130100 

Continue to submit requests for Calls for Service (when no crash report is written) through https://records.govquest.com/aberdeen-md-pd/publicportal.  All the information you will need will be located on the Motor Vehicle Collision Information Exchange Form you received from our officer. 

 

• Report number (case number on the Collision Information Exchange Form) 

• Last name of Involved Party 

• Date of Accident 

 

The crash reports should be available 5-10 business days after the crash. 

 

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PIA Fee Schedule: 

 

Payment will be accepted by card through GovQuest.

 

• The first two (2) hours of searching for records and preparing the records are not chargeable.

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• If the time necessary to search and prepare the records for inspection exceeds two (2) hours of staff time, the requestor shall pay a proration of staff’s salary and the actual time attributable to the search for and preparation of a public record under the MPIA. 
   

• As security for payment of staff time and any out-of-pocket costs, the requestor shall pay a reasonable deposit within five (5) days of notification from the City of Aberdeen that the time necessary to complete the request will exceed two (2) hours and based upon the level of estimated time to complete the request. 
   

• Once processing of the MPIA is completed, the requester shall be notified of the final sum due, less the initial deposit of $25.00.  All costs associated with the MPIA request must be paid in full before any documents, videos, BWC footage or other materials are released or otherwise made accessible to the requestor.
   

• All copy and/or reproduction charges are as previously set forth herein. 
   

• All out-of-pocket costs attributable to media storage incurred by the City of Aberdeen, such as flash drives, CDs or any other external data storage device or mechanism, shall be paid by the requestor.
   

• At the discretion of a department head, Chief of Police, or the Mayor, actual attorney review costs of City counsel may be charged.  All fees are waived for victims of domestic violence for any request to the Aberdeen Police Department related to the domestic violence case.  Waiver of any other fees or costs will be addressed in accordance with Md. Code Ann., Gen Prov. §4-206 or at the discretion of any department head, the Chief of Police or the Mayor for exigent circumstances.

• Processing will not start until the initial $25.00 fee is received
   

• Requests that exceed the free two (2) hour search and preparation time limit will be assessed a per-hour charge associated with the salary, to include potential overtime rate, Workers Compensation Rate, and FICA payment, of personnel performing the search, preparation, assessment, and review.
   

• Once processing is completed, you will be provided the final amount due.
   

• No Maryland Public Information Act request(s) information/material/data/videos, etc., will be released until receipt by the City of Aberdeen of the final amount due.
   

• Non-payment after 30 days from receiving the final amount due will result in your request being cancelled and the deposit forfeited.

 

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