08-02-22: City of Auburn, Washington – Agreements, Policy, Training, Use, Records and Writings RE: Granicus LLC and GOVQA software products, services, and systems • MuckRock

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From: Mark Hynes

08/02/2022

Subject: Washington Public Records Act Request: 08-02-22: City of Auburn, Washington – Agreements, Policy, Training, Use, Records and Writings RE: Granicus LLC and GOVQA software products, services, and systems

To Whom It May Concern:

Pursuant to the Washington Public Records Act, I hereby request the following records:

08-02-22: City of Auburn, Washington – Agreements, Policy, Training, Use, Records and Writings RE: Granicus LLC and GOVQA software products, services, and systems

SUBJECT: THE CITY OF AUBURN, WASHINGTON AND GRANICUS LLC AND/OR THE CITY OF AUBURN WASHINGTON AND GOVQA.COM

I request any and all RECORDS AND WRITINGS regarding the City of Auburn’s use of, and/or relationship with Granicus LLC and/or GOVQA.com including but not limited to:

1. All Purchasing and procurement documents for any Granicus LLC or GOVQA products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
2. All Policy, procedural, and training documents, including but not limited to: use policies, standard operating procedures, training materials, presentations, privacy assessments, data retention policies, and any other guidelines.
3. Programming documents, including but not limited to: any/all data or audit reports run on Granicus LLC or GOVQA platforms for the time period of 1-1-2020 to 8-1-2022.
4. Audit documents, including but not limited to: audits of the system, misuse reports, and any reports made to oversight bodies.
5. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning the the City of Auburn's future use or migration on or off any Granicus LLC and/or GOVQA.com product or service.
6. All records that contain any information about the functioning of Granicus LLC and/or GOVQA.com software, products or services, that is used or has been used by this agency.
7. All records regarding correspondence about or with Granicus LLC and/or GOVQA.com
8. All policies related to the acquisition and use of Granicus LLC and/or GOVQA.com by individual employees and representatives of this agency, including all records regarding the policies that govern access to or use of Granicus LLC and/or GOVQA.com software, products or services.
9. All training materials and all records used to instruct members of your agency in the proper use of Granicus LLC and/or GOVQA.com software, products or services.
10. All records regarding the sharing with entities outside this agency of information obtained from or obtained by using Granicus LLC and/or GOVQA.com software, products or services.
11. All policies related to the acquisition and use of Granicus LLC and/or GOVQA.com software, products or services by individual employees and representatives of this agency.
12. All records regarding the physical digital storage methods and locations of data accessed by Granicus LLC and/or GOVQA.com software, products or services.

In your response, I would appreciate that you individually address each of the above categories of separately and specifically.

DEFINITION OF RECORDS AND WRITINGS:

RECORDS AND WRITINGS as defined by RCW 42.56.010(4): any handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated.

In the event that there are fees, I would be grateful if you would inform me of the total charges in advance of fulfilling my request.

Please provide all electronic records in their native electronic format. Please do not instead create new records by printing electronic files then scanning and printing the newly scanned prints.

Washington State Law is clear that the use of 3rd party “portals” (Such as GOVQA) for a public records request is optional for the requestor. Respectfully we decline. Please provide all records electronically via direct email attachment.

Please do not direct us to use, register for, or communicate with your agency via any 3rd party portal including but not limited to FOIAOnline, GovQA, NextRequest, FOIAExpress, JustFOIA FOIADirect, WebForm, or any other online service other than a direct NO PASSWORD REQUIRED, NO REGISTRATION REQUIRED, internet cloud based download link, or electronic email, or via USPS MAIL a USB thumb drive or CD/DVD-ROM Media.

Please ensure any agency redactions or exemptions claimed in the production of responsive records are accompanied by a complete and detailed exemption log noting the valid legal reason for each exemption at each redaction location in the record as well as the specific number of pages if any that your agency redacts or withholds in their entirety.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 5 business days, as the statute requires.

The requested documents will be made available to the general public, and this request is not being made for commercial purposes. Again, this request does not seek a list of any kind and is NOT FOR A COMMERICAL PURPOSE.

Thank you.

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From: City Of Auburn Washington

08/08/2022

Subject: Public Records Request :: P028988-080822

From: City Of Auburn Washington

08/08/2022

Subject: City of Auburn Public Records Request P028988

The City of Auburn has received your public records request dated August 2, 2022 regarding:

I request any and all RECORDS AND WRITINGS regarding the City of Auburn’s use of, and/or relationship with Granicus LLC and/or GOVQA.com<http://GOVQA.com> including but not limited to:

1. All Purchasing and procurement documents for any Granicus LLC or GOVQA products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
2. All Policy, procedural, and training documents, including but not limited to: use policies, standard operating procedures, training materials, presentations, privacy assessments, data retention policies, and any other guidelines.
3. Programming documents, including but not limited to: any/all data or audit reports run on Granicus LLC or GOVQA platforms for the time period of 1-1-2020 to 8-1-2022.
4. Audit documents, including but not limited to: audits of the system, misuse reports, and any reports made to oversight bodies.
5. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning the the City of Auburn's future use or migration on or off any Granicus LLC and/or GOVQA.com<http://GOVQA.com> product or service.
6. All records that contain any information about the functioning of Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services, that is used or has been used by this agency.
7. All records regarding correspondence about or with Granicus LLC and/or GOVQA.com<http://GOVQA.com>
8. All policies related to the acquisition and use of Granicus LLC and/or GOVQA.com<http://GOVQA.com> by individual employees and representatives of this agency, including all records regarding the policies that govern access to or use of Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services.
9. All training materials and all records used to instruct members of your agency in the proper use of Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services.
10. All records regarding the sharing with entities outside this agency of information obtained from or obtained by using Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services.
11. All policies related to the acquisition and use of Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services by individual employees and representatives of this agency.
12. All records regarding the physical digital storage methods and locations of data accessed by Granicus LLC and/or GOVQA.com<http://GOVQA.com> software, products or services.

The GovQA identification number is P028988
The City desires to provide the fullest assistance to members of the public who make public records request. One of the reasons we use GovQA is to track records requests and to ensure timely responses. For example, staff email may go un-responded to in the event of a vacation or extended leave. In addition, GovQA allows us to merge the electronic redactions with the corresponding redaction log and provide ease of access to the requestor. Other options may be available depending on if you are able to provide specific information as to your concern with GovQA. We are not authorized to use a third party muckrock link/site because of the City’s electronic security practices.

The City will process your public records request, including communications regarding your records request, and provide any responsive documents through the City’s Public Records Portal Public Records Request - City of Auburn (auburnwa.gov)<https://www.auburnwa.gov/city_hall/legal_city_clerks/public_records_request>. If you are unwilling to communicate through the GovQA portal, please send all communication regarding public records requests to cityclerks@auburnwa.gov<mailto:cityclerks@auburnwa.gov>. If you chose this option you must use this email address so the City can ensure timely responses as my City email is not monitored when I am on leave. If you would prefer to receive the documents via an option other than the GovQA portal, the City can provide you the records in paper (fee of $0.15 per page) or electronically via a USB drive(s) (actual cost of device and $0.05 per every 4 attachments) or you can make an appointment once the records are available to view the records in the City Clerk’s Office for free. If you choose to have the records mailed to you, the actual cost of mailing will be charged to you.

Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055

From: City Of Auburn Washington

08/09/2022

Subject: Notification: Password Change

Hello ,
This message is to notify you that your password has changed.

This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

From: City Of Auburn Washington

08/12/2022

Subject: Public Records Request :: P028988-080822

Re: Public Records Request concerning PRR P028988-080822
08/12/2022 WA RE: PUBLIC RECORDS REQUEST of August 08, 2022, Reference # P028988-080822 Dear : Pursuant to RCW 42.56.520 and Doe I v. Washington State Patrol, 80 Wn. App. 296 (1996), this letter acknowledges receipt of your public record request addressed to the City of Auburn received by this office on August 08, 2022.
Please be advised that the City responds to numerous public records requests pursuant to RCW 42.56.520 in the order received. Additional time may be necessary to clarify the intent of the request and/or gather and review records, to determine whether any of the information requested is exempt from disclosure, and to provide third parties with notice and the opportunity to seek a court order to prevent the release of record(s) in response to your request. At this time, we anticipate 30 days to respond or provide an update to this request. A response can be the following:

* A question about your request
* An estimate on when your records will be delivered
* A note explaining why the records cannot be released The documents you requested To view the full details of this request please log into the Public Records Center. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLUKnsCsPM5RMnOmg0qKt5g-3Dp8hb_KZJnQumt-2FlBBgGNG3Z9AJ5KRTZ9HVQb2ZKHqScJ8IgIvLhOBYijlWbsWEFGMqIxtxsqFVigGCMS-2B1TvaJNVXpUfIMUQqK1n2Bo1cOyavxAn11jaWqWWJFUO50CkQgM4VYa-2BTD9VY9AeunA6GhV2lRgMngFqBF-2F7AOD3vSMjnMWHX-2FEzxI2gtJDCXbbSo6tsWziFBWmJBo3zZZ9gIkl0L-2BRdbnAbNSH0twOvXR7fxYLd5sidZy9os06s-2FsgdokxMNBNngcGflakajT-2F2q3CgQnsT0LjeKB6YktRzXk3xApbtnKESoYwZKgIjk0yBZoyrfHZQSRm4TLw8D9vqIeXxmwNVVUuKwFVXjigZF-2FZPn4QLzjtZx35Od99v4S5dBlOtPFN94nXbnk2YKTV9Ip1Nb-2Fg-3D-3D)

From: City Of Auburn Washington

08/16/2022

Subject: City of Auburn Public Records Request P028988

Please be advised that the City responds to numerous public records requests pursuant to RCW 42.56.520 in the order received. Additional time may be necessary to clarify the intent of the request and/or gather and review records, to determine whether any of the information requested is exempt from disclosure, and to provide third parties with notice and the opportunity to seek a court order to prevent the release of record(s) in response to your request. At this time, we anticipate 30 days to respond or provide an update to this request. A response can be the following:

* A question about your request
* An estimate on when your records will be delivered
* A note explaining why the records cannot be released
* The documents you requested
Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055

The information contained in this electronic communication is personal, privileged and/or confidential information intended only for the use of the individual(s) or entity(ies) to which it has been addressed. If you read this communication and are not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this communication, other than delivery to the intended recipient is strictly prohibited. If you have received this communication in error, please immediately notify the sender by reply e-mail. Thank you.

From: Mark Hynes

08/17/2022

Subject: RE: Washington Public Records Act Request #P028988-080822

08-08-22
08-08-22
08-09-22
08-12-22
08-16-22

08-08-22

“If you are unwilling to communicate through the GovQA portal, please send all communication regarding public records requests to: cityclerks@auburnwa.gov”

VIA EMAIL TO: cityclerks@auburnwa.gov

“We are not authorized to use a third party muckrock link/site because of the City’s electronic security practices.”
YOU ARE REQUIRED TO TREAT ALL PUBLIC RECORDS REQUESTS EQUALLY.
PROVIDE ALL PUBLIC RECORDS VIA EMAIL OR PROVIDE A DETAILED JUSTIFICATION WHY YOU CANNOT.
YOUR AGENCY HAS REPEATEDLY PROVIDED PUBLIC RECORDS VIA EMAIL IN THE PAST.

EXPLAIN YOUR EMAIL OF 08-08-22:

What are these EMAIL LINKS?

WHY ARE YOU SENDING THEM?

WHAT ARE YOU ASKING?

WHY ARE YOU SENDING THIS REQUEST TO 3rd PARTY COMPANIES?

DO NOT TRANSMIT ANY COMMUNICATIONS OR DATA REGARDING THIS PUBLIC RECORDS REQUEST TO ANY UNAUTHORIZED 3rd PARTY INCLUDING BUT NOT LIMITED TO GOVQA OR ANY OTHER 3rd PARTY PRIVATE COMPANY OR CORPORATION.

From: City Of Auburn Washington

08/19/2022

Subject: RE: Washington Public Records Act Request #P028988-080822

The City received your email on August 17, 2022 regarding Public records request P028988.

Since you are unwilling to accept the records through the GovQA portal, you will need to select a method for delivery from the below options.

* Through GovQA
* Printed on Paper (fee of $0.15 per page)
* Electronically via a USB drive(s) or CD (actual cost of device)
* By appointment. You can make an appointment with the City Clerk’s Office once the records are available to view the records in the City Clerk’s Office for free.
Please note if you choose to have the records mailed to you, the actual cost of mailing will be charged to you.
According to WAC44-14-05001 and Doe L. v Pierce County the City is not required to provide records by a requested method (e.g., by email) The City is only required to provide records by a reasonable method. The City has offered you four different options for receiving the records you have requested once the first installment is available. All the methods except printed copies allow you to view the records in their “native format”. Please indicate the method (from the above methods) in which you would like the requested records provided.

The links in the email I sent you were copied directly from your request.

Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055

From: City Of Auburn Washington

08/19/2022

Subject: Public Records Request :: P028988-080822

--- Please respond above this line ---
The City received your email on August 17, 2022 regarding Public records request P028988. Since you are unwilling to accept the records through the GovQA portal, you will need to select a method for delivery from the below options.

* Through GovQA ($0.05 per every 4 electronic files)
* Printed on Paper (fee of $0.15 per page)
* Electronically via a USB drive(s) or CD (actual cost of device plus $0.05 per every 4 electronic files) By appointment. You can make an appointment with the City Clerk’s Office once the records are available to view the records in the City Clerk’s Office for free. Please note if you choose to have the records mailed to you, the actual cost of mailing will be charged to you. According to WAC44-14-05001 and Doe L. v Pierce County the City is not required to provide records by a requested method (e.g., by email) The City is only required to provide records by a reasonable method. The City has offered you four different options for receiving the records you have requested once the first installment is available. All the methods except printed copies allow you to view the records in their “native format”. Please indicate the method (from the above methods) in which you would like the requested records provided . The links in the email I sent you were copied directly from your request. Shawn Campbell, MMC City Clerk City of Auburn 253-931-3055
To monitor the progress or update this request please log into the Public Records Center. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zKS9D3KREitEQt0bjJ0HKLhszGSBaIvM0Pmw6jgkaPOy8fDi_KZJnQumt-2FlBBgGNG3Z9AJ5KRTZ9HVQb2ZKHqScJ8IgIvLhOBYijlWbsWEFGMqIxtxsqFVigGCMS-2B1TvaJNVXpdz-2F-2FAQfkmK4OXfuV-2B6NODNJh5IF54ErTaR06F-2BUx2RaFAmub-2ByoM9Xl5UXNzEb2DaY-2BsNg-2B8w7TLwSHefWbIRbUlacr1kMsHsAms0JWWuXnCn80VawJPtbAbzH-2FczuDE0hQE-2FG-2BNetgjl47t-2F1x3inKb-2BF-2FMf00ZLwqcoRvdoGn0NwpoGIdAbq835ctNBrl-2FFSswVY53k5INSwKoOBtBoyDvecq1o1fFaazT-2BQ4R-2FvVGdT9INlcwDF3fxhKN4JTI9gnnWUWNBxEB5q4-2F10uX8HnIanfiImHqF-2FbqrVBgeciBFVEPZ3yazlRPmCbUpyxUg-3D-3D)

From: Mark Hynes

08/29/2022

Subject: RE: Washington Public Records Act Request #P028988-080822

The City is required to treat all requestors equitably.

You are claiming records cannot be delivered via internet link or email. This claim will be investigated and challenged.

Of the 4 records delivery options you have provided I choose:

Electronically via a USB drive(s) or CD (actual cost of device).

The City is also required to zip or compress records in an efficient manner PRIOR to calculating fees.

If fee calculations are inflated because you choose not to zip or compress records prior to calculating your fee request, this also will be challenged.

Thank you.

From: City Of Auburn Washington

08/29/2022

Subject: Unrecognized Email :: U029303-082922

Hello,

Unfortunately your email was not recognized and has not been routed accordingly. Please be advised that if you wish to submit a new request or check on the status of an already submitted request, you should visit the Description: TO: "AUBURNWA Support"[auburnwa@govqa.us]

City Of Auburn Washington
Washington Public Records Act Office
25 W Main Street
Auburn, WA 98001
August 29, 2022
This is a follow up to request number P028988-080822:
The City is required to treat all requestors equitably.
You are claiming records cannot be delivered via internet link or email. This claim will be investigated and challenged.
Of the 4 records delivery options you have provided I choose:
Electronically via a USB drive(s) or CD (actual cost of device).
The City is also required to zip or compress records in an efficient manner PRIOR to calculating fees.
If fee calculations are inflated because you choose not to zip or compress records prior to calculating your fee request, this also will be challenged.
Thank you.
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
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Filed via MuckRock.com
E-mail (Preferred): requests@muckrock.com
PLEASE NOTE OUR NEW ADDRESS
For mailed responses, please address (see note):
MuckRock News
DEPT MR 132333
263 Huntington Ave
Boston, MA 02115
PLEASE NOTE: This request is not filed by a MuckRock staff member, but is being sent through MuckRock by the above in order to better track, share, and manage public records requests. Also note that improperly addressed (i.e., with the requester's name rather than "MuckRock News" and the department number) requests might be returned as undeliverable.
---
On Aug. 19, 2022:
Subject: Public Records Request :: P028988-080822

This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

From: Mark Hynes

08/30/2022

Subject: RE: Washington Public Records Act Request #P028988-080822

08/29/2022
Subject: RE: Washington Public Records Act Request #P028988-080822

Email
The City is required to treat all requestors equitably.