{
 "topic": "FOIA section 1.2",
 "statute": "5 ILCS 140/1.2",
 "family": "General policy",
 "page": "https://illinoisfoia.org/issues/foia-1-2/",
 "note": "Determination letters are non-binding. Verify against the source PDF before citing.",
 "counts": {
  "violation_found": 2,
  "no_violation": 5,
  "no_determination": 0,
  "other": 0
 },
 "challenge_notes": {
  "generated_by": "AI summary of the decisions listed on this page; not legal advice; verify each decision against its PDF",
  "when_a_challenge_is_strong": [
   {
    "text": "The public body withholds records claiming an exemption but provides only a bare assertion without clear and convincing evidence.",
    "why": "The public body has the burden to prove the exemption applies by clear and convincing evidence; a mere claim is insufficient.",
    "decisions": [
     {
      "title": "A village superintendent's and zoning administrator's emails",
      "url": "https://illinoisfoia.org/opinions/letter-73487/#issue-2"
     }
    ]
   },
   {
    "text": "The public body denies a request for database information on the grounds that it would require creating a new record, but the data already exists in the database.",
    "why": "Existing database data is a public record, and compiling it in response to a request does not create a new record.",
    "decisions": [
     {
      "title": "Police case reports and an internal software manual",
      "url": "https://illinoisfoia.org/opinions/letter-51718/#issue-1"
     }
    ]
   }
  ],
  "when_the_body_usually_wins": [
   {
    "text": "The request asks a question or seeks interpretation rather than identifying specific existing records.",
    "why": "FOIA does not require a public body to answer questions or create new records.",
    "decisions": [
     {
      "title": "Communications between city officials and a judge about a civil case",
      "url": "https://illinoisfoia.org/opinions/letter-84615/#issue-2"
     },
     {
      "title": "Audit reports on a board's real estate and investment activities",
      "url": "https://illinoisfoia.org/opinions/letter-44377/#issue-1"
     }
    ]
   },
   {
    "text": "The requester challenges the adequacy of the search, but the public body shows it searched places reasonably likely to contain responsive records.",
    "why": "A public body need only conduct a reasonable search tailored to the request, not an exhaustive search of every possible location.",
    "decisions": [
     {
      "title": "A university's media rights contract with a conference",
      "url": "https://illinoisfoia.org/opinions/letter-75894/#issue-1"
     },
     {
      "title": "Campus safety incident reports and crime logs",
      "url": "https://illinoisfoia.org/opinions/letter-53943/#issue-1"
     }
    ]
   },
   {
    "text": "The public body demonstrates that no responsive records exist after a reasonable search.",
    "why": "FOIA does not require creation of records, and if none exist, there is no violation.",
    "decisions": [
     {
      "title": "Employee work-from-home policies and remote-work approval lists",
      "url": "https://illinoisfoia.org/opinions/letter-62833/#issue-1"
     }
    ]
   }
  ],
  "points_to_put_in_the_letter": [
   {
    "text": "If the denial claims that fulfilling your request would create a new record, but you are seeking existing database data, state that existing database data is a public record and compiling it is not creating a new record.",
    "why": "",
    "decisions": [
     {
      "title": "Police case reports and an internal software manual",
      "url": "https://illinoisfoia.org/opinions/letter-51718/#issue-1"
     }
    ]
   },
   {
    "text": "If the public body withholds records under an exemption, demand that they provide clear and convincing evidence that the exemption applies, not just a bare assertion.",
    "why": "",
    "decisions": [
     {
      "title": "A village superintendent's and zoning administrator's emails",
      "url": "https://illinoisfoia.org/opinions/letter-73487/#issue-2"
     }
    ]
   },
   {
    "text": "If the public body says no records exist, ask them to describe the search they conducted, including which locations were searched and why they believe no records exist.",
    "why": "",
    "decisions": [
     {
      "title": "A university's media rights contract with a conference",
      "url": "https://illinoisfoia.org/opinions/letter-75894/#issue-1"
     },
     {
      "title": "Campus safety incident reports and crime logs",
      "url": "https://illinoisfoia.org/opinions/letter-53943/#issue-1"
     }
    ]
   },
   {
    "text": "Ensure your request clearly identifies specific records rather than asking questions or seeking interpretations; if your request was denied as a question, explain how it reasonably identifies existing records.",
    "why": "",
    "decisions": [
     {
      "title": "Communications between city officials and a judge about a civil case",
      "url": "https://illinoisfoia.org/opinions/letter-84615/#issue-2"
     },
     {
      "title": "Audit reports on a board's real estate and investment activities",
      "url": "https://illinoisfoia.org/opinions/letter-44377/#issue-1"
     }
    ]
   }
  ],
  "facts_to_gather": [
   "Evidence that the requested data is maintained in a database (e.g., screenshots, prior responses, or public descriptions of the system).",
   "Any prior acknowledgment by the public body that the records exist (e.g., emails, meeting minutes, or previous FOIA responses).",
   "Details about where responsive records are likely located, to challenge an inadequate search (e.g., specific departments, file systems, or custodians).",
   "The exact wording of your original request to show it identified records, not questions."
  ],
  "common_mistakes": [
   {
    "text": "Framing a request as a question (e.g., 'Why did you...') instead of asking for specific documents.",
    "why": "",
    "decisions": [
     {
      "title": "Communications between city officials and a judge about a civil case",
      "url": "https://illinoisfoia.org/opinions/letter-84615/#issue-2"
     },
     {
      "title": "Audit reports on a board's real estate and investment activities",
      "url": "https://illinoisfoia.org/opinions/letter-44377/#issue-1"
     }
    ]
   },
   {
    "text": "Assuming that a public body must search every possible location, rather than only reasonable ones.",
    "why": "",
    "decisions": [
     {
      "title": "A university's media rights contract with a conference",
      "url": "https://illinoisfoia.org/opinions/letter-75894/#issue-1"
     },
     {
      "title": "Campus safety incident reports and crime logs",
      "url": "https://illinoisfoia.org/opinions/letter-53943/#issue-1"
     }
    ]
   },
   {
    "text": "Not challenging a denial that claims creating a record when the request is for existing database data.",
    "why": "",
    "decisions": [
     {
      "title": "Police case reports and an internal software manual",
      "url": "https://illinoisfoia.org/opinions/letter-51718/#issue-1"
     }
    ]
   },
   {
    "text": "Accepting a public body's bare assertion of an exemption without demanding clear and convincing evidence.",
    "why": "",
    "decisions": [
     {
      "title": "A village superintendent's and zoning administrator's emails",
      "url": "https://illinoisfoia.org/opinions/letter-73487/#issue-2"
     }
    ]
   }
  ],
  "caution": "These notes are based on non-binding determination letters; outcomes depend on specific facts, and you should verify the full PDF for context."
 },
 "issues": [
  {
   "issue": "Second and third parts of request not reasonably describing records",
   "outcome": "no_violation",
   "rule": "FOIA does not require a public body to answer questions or create new records in response to a request.",
   "decision": {
    "title": "Communications between city officials and a judge about a civil case",
    "date": "2025-01-28",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-84615/"
   },
   "authorities": [
    {
     "text": "Chicago Tribune Co. v. Department of Financial & Professional Regulation, 2014 IL App (4th) 130427, ¶ 33",
     "url": "https://illinoisfoia.org/cases/2014%20IL%20App%20(4th)%20130427/"
    },
    {
     "text": "Kenyon v. Garrels, 184 Ill. App. 3d 28, 32 (1989)",
     "url": "https://illinoisfoia.org/cases/pre1996-129427/"
    }
   ]
  },
  {
   "issue": "Adequacy of University's search for responsive records",
   "outcome": "no_violation",
   "rule": "A public body must conduct a reasonable search of places reasonably likely to contain responsive records, but need not search every possible location.",
   "decision": {
    "title": "A university's media rights contract with a conference",
    "date": "2025-03-19",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-75894/"
   },
   "authorities": [
    {
     "text": "Better Government Ass'n v. City of Chicago, 2020 IL App (1st) 190038",
     "url": null
    },
    {
     "text": "Judicial Watch, Inc. v. U.S. Department of Justice, 373 F. Supp. 3d 120 (D.D.C. 2019)",
     "url": null
    }
   ]
  },
  {
   "issue": "Village failed to meet burden for withholding emails",
   "outcome": "violation_found",
   "rule": "A public body withholding records must prove by clear and convincing evidence that the records are exempt from disclosure.",
   "decision": {
    "title": "A village superintendent's and zoning administrator's emails",
    "date": "2023-05-02",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-73487/"
   },
   "authorities": [
    {
     "text": "Southern Illinoisan v. Illinois Department of Public Health, 218 Ill. 2d 390, 415 (2006)",
     "url": null
    },
    {
     "text": "Lieber v. Board of Trustees of Southern Illinois University, 176 Ill. 2d 401, 407 (1997)",
     "url": null
    }
   ]
  },
  {
   "issue": "Parts one through four of FOIA request",
   "outcome": "no_violation",
   "rule": "A FOIA request must reasonably identify public records; public bodies need not answer questions, generate new records, or interpret records, and no responsive records existed.",
   "decision": {
    "title": "Employee work-from-home policies and remote-work approval lists",
    "date": "2021-09-14",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-62833/"
   },
   "authorities": [
    {
     "text": "Chicago Tribune Co. v. Department of Financial and Professional Regulation, 2014 IL App (4th) 130427",
     "url": "https://illinoisfoia.org/cases/2014%20IL%20App%20(4th)%20130427/"
    },
    {
     "text": "Kowalczyk v. Department of Justice, 73 F.3d 386 (D.C. Cir. 1996)",
     "url": null
    },
    {
     "text": "Yeager v. Drug Enforcement Admin., 678 F. 2d 315 (D. C. Cir. 1982)",
     "url": null
    },
    {
     "text": "Manna v. U.S. Dep't of Justice, 106 F. Supp. 3d 16 (D.D.C. 2015)",
     "url": null
    },
    {
     "text": "Kenyon v. Garrels, 184 Ill. App. 3d 28 (4th Dist. 1989)",
     "url": "https://illinoisfoia.org/cases/pre1996-129427/"
    },
    {
     "text": "5 ILCS 140/3.3",
     "url": null
    }
   ]
  },
  {
   "issue": "Crime logs response adequacy",
   "outcome": "no_violation",
   "rule": "A public body must conduct a reasonable search tailored to the request, but need not search every record system if the provided records contain the requested information.",
   "decision": {
    "title": "Campus safety incident reports and crime logs",
    "date": "2019-06-04",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-53943/"
   },
   "authorities": [
    {
     "text": "Southern Illinoisan v. Illinois Department of Public Health, 218 Ill. 2d 390, 415 (2006)",
     "url": null
    },
    {
     "text": "Campbell v. U.S. Department of Justice, 164 F.3d 20, 28 (D.C. Cir. 1998)",
     "url": null
    },
    {
     "text": "Oglesby v. U.S. Department of the Army, 920 F.2d 57, 68 (D.C. Cir. 1990)",
     "url": null
    },
    {
     "text": "Yeager v. Drug Enforcement Admin., 678 F.2d 315, 321 (D.C. Cir. 1982)",
     "url": null
    },
    {
     "text": "Nation Magazine v. U.S. Customs Service, 71 F.3d 885, 890 (D.C. Cir. 1995)",
     "url": null
    }
   ]
  },
  {
   "issue": "Query RD Number Statuses display is public record",
   "outcome": "violation_found",
   "rule": "Existing database data is a public record; compiling it in response to a request does not create a new record.",
   "decision": {
    "title": "Police case reports and an internal software manual",
    "date": "2018-05-07",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-51718/"
   },
   "authorities": [
    {
     "text": "Southern Illinoisan v. Illinois Department of Public Health, 218 Ill. 2d 390, 415 (2006)",
     "url": null
    },
    {
     "text": "Lieber v. Board of Trustees of Southern Illinois University, 176 Ill. 2d 401, 407 (1997)",
     "url": null
    },
    {
     "text": "Campbell v. U.S. Department of Justice, 164 F.3d 20, 28 (D.C. Cir. 1998)",
     "url": null
    },
    {
     "text": "Kenyon v. Garrels, 184 Ill. App. 3d 28, 32 (4th Dist. 1989)",
     "url": "https://illinoisfoia.org/cases/pre1996-129427/"
    },
    {
     "text": "Hites v. Waubonsee Cmty. Coll., 2016 IL App (2d) 150836, ¶ 70, 56 N.E.3d 1049, 1064 (2016)",
     "url": "https://illinoisfoia.org/cases/2016%20IL%20App%20(2d)%20150836/"
    },
    {
     "text": "Hites v. Waubonsee Cmty. Coll., 2016 IL App (2d) 150836, ¶ 80, 56 N.E.3d at 1066-67",
     "url": "https://illinoisfoia.org/cases/2016%20IL%20App%20(2d)%20150836/"
    }
   ]
  },
  {
   "issue": "Second request for North Dakota investment details",
   "outcome": "no_violation",
   "rule": "A FOIA request must reasonably identify a public record; public bodies need not answer questions or create new records.",
   "decision": {
    "title": "Audit reports on a board's real estate and investment activities",
    "date": "2017-02-01",
    "binding": false,
    "url": "https://illinoisfoia.org/opinions/letter-44377/"
   },
   "authorities": [
    {
     "text": "Chicago Tribune Co. v. Department of Financial and Professional Regulation, 2014 IL App (4th) 130427",
     "url": "https://illinoisfoia.org/cases/2014%20IL%20App%20(4th)%20130427/"
    },
    {
     "text": "Kowalczyk v. Department of Justice, 73 F.3d 386 (D.C. Cir. 1996)",
     "url": null
    },
    {
     "text": "Yeager v. Drug Enforcement Admin., 678 F.2d 315 (D.C. Cir. 1982)",
     "url": null
    },
    {
     "text": "Kenyon v. Garrels, 184 Ill. App. 3d 28 (4th Dist. 1989)",
     "url": "https://illinoisfoia.org/cases/pre1996-129427/"
    },
    {
     "text": "Krohn v. Department of Justice, 628 F.2d 195 (D.C. Cir. 1980)",
     "url": null
    }
   ]
  }
 ]
}