Public Records & FOIA Request Information

The Mercer County Communications Center Authority Board processes public records requests in accordance with the West Virginia Freedom of Information Act (WV Code §29B‑1‑1 et seq.). Requests are fulfilled in the order they are received, and fees are applied based on the type of information requested and the materials required to complete the request.

 

Submitting a FOIA or Information Request

 

All requests must be submitted in writing. Phone calls or verbal requests do not meet the legal requirements for the release of 911 records.

Written requests must include:

  • Requester’s name and contact information

  • Date, time, and location of the incident (as accurately as possible)

  • Case number, if known

  • A clear description of the records being requested

Incomplete or vague requests may delay processing.

 

Written requests may be mailed or delivered to the Mercer County Communications Center Authority Board at 911 Shelter Rd, Princeton, WV 24739, or emailed to director@mercer911.com

 

Fee Schedule: 

 

Comprehensive 911 Records Request — $75.00 per request

 

Includes:

  • All available 911 phone call recordings

  • All available radio traffic recordings

  • Printed CAD Incident Report or Reports

  • One SD drive containing all materials

This fee reflects the actual cost of reproduction and media, as permitted under WV Code §29B‑1‑3.

 

CAD Incident Report Only — $10.00 per Request

 

  • This fee includes the provision of a printed or electronic copy of the Computer‑Aided Dispatch (CAD) Incident Report only. This option does not include audio recordings, radio traffic, or any additional materials.

    High‑Volume Requests For FOIA submissions that include more than ten (10) CAD Incident Reports, the fees will apply as follows:

     

    $0.50 per page, based on the number of pages required for printed or redacted physical copies, or for copies printed for redaction and subsequently scanned onto an SD drive.

    Charges will not exceed two (2) pages per report, for a maximum of $1.00 per CAD report.

    Additional or Replacement SD Drive — $15.00

    Charged when a second copy or replacement media is requested.

     

    Wrecker Report — $0.50 per page

    Printed copies are billed at the standard per‑page reproduction rate.

     

    What Records Can and Cannot Be Released

  • Certain information is restricted by state and federal law. The Communications Center may redact or withhold records that contain:

    • Medical information protected under HIPAA

    • Juvenile information protected by WV law

    • Personal identifying information requiring redaction (SSN, phone numbers, protected addresses)

    • Information related to ongoing criminal investigations when release would interfere with law enforcement

    • Records that do not exist, such as written transcripts of 911 calls (the center does not create transcripts)

    FOIA requires the release of existing records only; it does not require the creation of new documents.

     

    Record Availability & Retention

     

    911 recordings and CAD data are retained for up to two years, according to established retention schedules. If a record no longer exists due to lawful retention limits, it cannot be produced.

    The Communications Center is not responsible for locating records without sufficient detail from the requester.

     

    Processing Time

     

    Under WV FOIA, the agency must respond to a request within 5 business days. This response may:

    • Provide the records

    • Deny the request (with legal justification)

    • Request clarification

    • Notify the requester that additional time is needed

    Large requests, extensive redactions, or audio review may require additional processing time.

     

    Payment Requirements

     

    • Payment must be made in full before records are released. Cash or check accepted.

    • Requests requiring significant staff time or redaction may incur additional charges as permitted by WV Code §29B‑1‑3.

    Delivery Methods

     

    All fulfilled FOIA requests will be mailed to the requester through the United States Postal Service. Postage and a USPS tracking number are included in the applicable fees. If the requester elects to pick up the records in person, the completed materials will be held at the Administration Office for a period of five (5) business days. If the records are not retrieved within that timeframe, they will be mailed to the requester using the mailing information provided.

     

    The Communications Center does not hand‑deliver FOIA materials. This policy is necessary to maintain proper chain‑of‑custody, documentation, and accountability for all released records.