CITY OF AUBURN, WASHINGTON - ELECTRONIC MAIL SERVERS (EMAIL) AND/OR SMARSH CORPORATION PLATFORM PRODUCTS AND SERVICES – 08-04-2022
| Tracking # |
P028992-080822 |
| Submitted | Aug. 4, 2022 |
| Est. Completion | None |
MuckRock users can file, duplicate, track, and share public records requests like this one. Learn more.
Communications
From: Stephen Marsh
To Whom It May Concern:
Pursuant to the Washington Public Records Act, I hereby request the following records:
08-04-22: City of Auburn, Washington – Records and Writings, Training, Use, Agreements, Communications, Policy, and Purchasing RE: City of Auburn Washington Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services
I request any and all RECORDS AND WRITINGS regarding the City’s Training, Use, Agreements, Communications, Policy, and Purchasing of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services including but not limited to:
1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
4. Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022.
5. Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City.
In your response, I would appreciate that you individually address each of the above categories of separately and specifically.
RECORDS INSTALLMENTS
If production of these email records will be completed in multiple installments, please begin by producing responsive records by subject based on the numerical order previously described, beginning with production of item 1:
“1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.”
And concluding with item 10:
“10. All records regarding the sharing with entities outside the City of information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.”
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.
PRODUCTION OF ELECTRONIC RECORDS
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, or no password, no registration internet cloud-based download link.
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 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.
EXEMPTION LOGS
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.
FEES
In the event that there are fees, please inform me of the total charges in advance of fulfilling my request in strict compliance with all provisions of the Washington State Public Records Act.
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.
From: City Of Auburn Washington
The City of Auburn has received your public records request dated August 4, 2022 regarding:
REQUEST FOR EMAIL RECORDS (REVERSE CHRONOLOGICAL FORMAT) FOR TIME PERIOD 1/1/2020 - 12/31/2020
I request any and all RECORDS AND WRITINGS regarding the City’s Training, Use, Agreements, Communications, Policy, and Purchasing of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services including but not limited to:
1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
4. Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022.
5. Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City.
The GovQA identification number is P028992.
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
Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055
From: City Of Auburn Washington
--- Please respond above this line ---
The City of Auburn has received your public records request dated August 4, 2022 regarding: REQUEST FOR EMAIL RECORDS (REVERSE CHRONOLOGICAL FORMAT) FOR TIME PERIOD 1/1/2020 - 12/31/2020 I request any and all RECORDS AND WRITINGS regarding the City’s Training, Use, Agreements, Communications, Policy, and Purchasing of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services including but not limited to: 1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
4. Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022.
5. Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City. The GovQA identification number is P028992. 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). If you are unwilling to communicate through the GovQA portal, please send all communication regarding public records requests to (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HdKuZuBzIRxRNVJwDSiwsbnUvNqAyGwmt-2FeSb-2FN-2F7GxgUN8wwjxFGtIe9sUot-2F0EyUmV9VD7XDCAo3RTAoo-2BCNGCmgKjEAhavFdPbua14jMIMMYC_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1GfWiGHd7VUHtBHSgy5IYnHb-2FgiAT8bbB8EMmZKEMXM6hXE-2F2nO2U-2BoPEf6nWcUEfXzPGxC6ie-2FORWsEWNN3ThwlU1BfJ0Zbr7tMnKAw9nW39PSM2wDnEfshUzYYRWtUdkkwcaqIbV3-2FC-2FO2427F8iRpKM-2BbeBMMrzTdFqdY6s6USvDZoIwkyllJkl6SfdyhImxNyIYHFJhmMvW-2FoeVnXn43OMM9SED9qCl0qnrIhKBe3EpAreSWtvK-2BlRA4CUcNO-2FfDeZ5ptBe-2BGORaBcwHL2xgRE8KqLy-2BaPmIR-2Bre-2BL4v5Rn8HA7AOo8S-2Fr86xAmqJg-3D-3D) 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 (mailto:cityclerks@auburnwa.gov) 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-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0OnqphS_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1GfWiGHd7VUHtBHSgy5IYnHb-2FgiAT8bbB8EMmZKEMXM6hXE-2F2nO2U-2BoPEf6nWcUEfXzPGxC6ie-2FORWsEWNN3ThwlU1BfJ0Zbr7tMnKAw9nW39PSM2wDnEfshUzYYRWtUdkkwcaqIbV3-2FC-2FO2427F8iRpKM-2BbeBMMrzTdFqdY6s6U2-2BlaqeHsNDEi9GnsVq1bOHWunaI3BhyiTMzUXF03u0YfXt2c6Z4SvMPDWwQ-2BuDlJbNZBDE4CAE4rigb3dlqltKjDjSLVlPgJaEm9aDn82kGDcWDSIxfwY8RekVApiBhEuEXILi1cgGMirVaH1ty0AQ-3D-3D)
From: City Of Auburn Washington
Re: Public Records Request concerning PRR P028992-080822
08/12/2022 WA RE: PUBLIC RECORDS REQUEST of August 08, 2022, Reference # P028992-080822 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.
From: City Of Auburn Washington
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: Stephen Marsh
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.
08-15-22
08-17-22
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
--- Please respond above this line ---
The City received your email on August 17, 2022 regarding Public records request P028992. 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 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-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0OnAGLh_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1ID7RN2GvnHAIsRtWz2vewGuWJG3Sn-2Brgg41i1P-2F-2FH62VBDbOCCQC06Qmkjhg48TH2i2wMucbaQsgI2gGSx7ac-2BjhmLDWWoxntv-2FUQyCDgAvo9QdRWhvAQrrdg33m6OpYj8bsnDSWwqS2QhgtTzcYKELueVey6IcLcmKNn1A-2B-2BPTJZehs7FAQe1TB5QPZav6AsUNcS3IxWnPi-2F7zvrR5LkM7coD0qdNMnHkwYzuWhJDOSA7e0hkG1DwB-2FXOk3Hb2dAdi6Y5sUfv9ZUH3NQV-2FY8edOwqhOSOvX-2FnirA85c3utU4zPIssGvpzE-2BXrJ9J8Xxg-3D-3D)
From: City Of Auburn Washington
The City received your email on August 17, 2022 regarding Public records request P028992.
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
Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055
From: Stephen Marsh
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: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Washington Public Records Act request, copied below, and originally submitted on Aug. 4, 2022. Please let me know when I can expect to receive a response. You had assigned it reference number #P028992-080822.
Thanks for your help, and let me know if further clarification is needed.
From: City Of Auburn Washington
--- Please respond above this line ---
I received your email stating you would like your records via a USB drive. The cost for the flash drive is $6.00 and mailing fee is $1.68 for a total of $7.68. Once payment has been received, I will load the records onto the USB drive and mail it to the address below. If payment is received for the first installment, the second installment of records will be related to item No. 6 “ All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services “ The City has identified 1,006 emails from a smarch.com email address. In order to move forward with the second installment the City is seeking clarification on the records you are seeking regarding item No. 6. Are you requesting emails to or from the City of Auburn and SMASH or records of communication between the City and Microsoft 365 regarding SMARSH? If no clarification is received the City will move forward with the assumption you are seeking emails between a Auburnwa.gov email address and a smarsh.com email address. The cost for the emails will be $12.55. The City is seeking clarification regarding item No. 2 “ All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.” Are you seeking documents regarding the City of Auburn email servers or documents specific to the City’s email server and SMARSH. Please clarify the actual documents or type of document you are seeking. The City will mail the records to the below address unless you provide us with a separate address. MuckRock News
DEPT MR 132396
263 Huntington Ave
Boston, MA 02115 You can mail or bring your payment to City Hall located at: City of Auburn City Clerk's Office 25 West Main Street Auburn, WA 98001 If the City does not receive payment within 15 calendar days, I will close your request as abandoned due to nonpayment. If you have any questions, please contact my office at 253-931-3055. 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-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0OnPTD1_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1PdAwyvRhQYqPx4nV7YOagqtcjBxUQuOmLpR-2FD3OE07pCSGNi2W8wbvNLyDLhv-2Fx3JUDPVjuQ038vdqAa2xmbja8jLgQ3XmzBXUIDfNBKp8Yrs6ytgqXTG40N6-2FE-2FXj9hvtYnyb-2FBQwKSnzAJ5WpthlFBDkVz95KC03jji2zN0HLA8V6Jo5oh7bpoFmaXbe55366gbiQ5wU0dBPq1Xmbrpzv-2Fv9kmPFxEpoDESLgrNAPL-2BteOh0IN32-2FjthGEMQzaAmtohBgsaqk4Bb-2FKFzkEMYOqQrM0r6vAYxIJCLvHb6CkHrHxBY7zcg-2BCc28Fc2IQA-3D-3D)
From: City Of Auburn Washington
I received your email stating you would like your records via a USB drive. The cost for the flash drive is $6.00 and mailing fee is $1.68 for a total of $7.68. Once payment has been received, I will load the records onto the USB drive and mail it to the address below.
If payment is received for the first installment, the second installment of records will be related to item No. 6 “All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services “ The City has identified 1,006 emails from a smarch.com email address. In order to move forward with the second installment the City is seeking clarification on the records you are seeking regarding item No. 6. Are you requesting emails to or from the City of Auburn and SMASH or records of communication between the City and Microsoft 365 regarding SMARSH? If no clarification is received the City will move forward with the assumption you are seeking emails between a Auburnwa.gov email address and a smarsh.com email address. The cost for the emails will be $12.55.
The City is seeking clarification regarding item No. 2 “All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.” Are you seeking documents regarding the City of Auburn email servers or documents specific to the City’s email server and SMARSH. Please clarify the actual documents or type of document you are seeking.
The City will mail the records to the below address unless you provide us with a separate address.
MuckRock News
DEPT MR 132396
263 Huntington Ave
Boston, MA 02115
You can mail or bring your payment to City Hall located at:
City of Auburn
City Clerk's Office
25 West Main Street
Auburn, WA 98001
If the City does not receive payment within 15 calendar days, I will close your request as abandoned due to nonpayment.
If you have any questions, please contact my office at 253-931-3055.
Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055
From: Stephen Marsh
Hello,
CLIARIFICATION RESPONSE ITEM 6:
# 6: "All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services."
How can item 6 be clairified more?
"correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers"
and/or
"correspondence about or with the makers or suppliers of SMARSH Corporation platform products and services."
This not only includes smarsh domain emails - it includes "All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services."
FEE QUESTION:
What is the fee amount you are requesting? You toss out multiple numbers however provide no total and no invoice. How much money are you requesting and for what specifically?
Thank you
From: City Of Auburn Washington
Thank you for your clarification.
The cost for the first installment is $7.68 ($6.00 USB drive and mailing fee is $1.68). Once this payment has been received the City will load the first installment onto a USB drive and mail it to the address on the original request.
If the payment is not received within 15 calendar days the City will consider your request abandoned.
If you would like to also send the deposit for the emails with the payment for the first instalment you may do so. I was trying to streamline the process to allow you to receive the records sooner. You are not required to add the deposit to the payment for the first installment. If you provide payment for the first installment without the deposit I will inform you about the required deposit for the emails at that time and provide you time to make that deposit.
Regarding Item No. 6 please see the below search terms used. If you would like the City to use additional or different search terms please clarify. If you would like to move forward with item No. 6 with the below search terms the City will require a 10% deposit of $21.00 prior to pulling the records for review.
* There are 4,373 emails with the search term “SMARSH”. The cost for these emails will be $54.65.
* There are 12,467 emails with the search terms “email” to or from a Microsoft.com email address. The cost for these emails will be $155.80.
Shawn
From: City Of Auburn Washington
--- Please respond above this line ---
Thank you for your clarification. The cost for the first installment is $7.68 ($6.00 USB drive and mailing fee is $1.68). Once this payment has been received the City will load the first installment onto a USB drive and mail it to the address on the original request. If the payment is not received within 15 calendar days the City will consider your request abandoned. If you would like to also send the deposit for the emails with the payment for the first instalment you may do so. I was trying to streamline the process to allow you to receive the records sooner. You are not required to add the deposit to the payment for the first installment. If you provide payment for the first installment without the deposit I will inform you about the required deposit for the emails at that time and provide you time to make that deposit. Regarding Item No. 6 please see the below search terms used. If you would like the City to use additional or different search terms please clarify. If you would like to move forward with item No. 6 with the below search terms the City will require a 10% deposit of $21.00 prior to pulling the records for review.
There are 4,373 emails with the search term “SMARSH”. The cost for these emails will be $54.65.
There are 12,467 emails with the search terms “email” to or from a Microsoft.com email address. The cost for these emails will be $155.80.
To monitor the progress or update this request please log into the Public Records Center. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0OnHrnT_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1AAcGkuZCKEWXprB1ch7Wf-2B1rFk0H1bVdVHC7-2BFiGGNSqkrd5JNVnOrippNbRzi0e4kjnsNI9Xpc3-2FXGZ3ICoQH1h7KtogU38zBQPN4jITpxUIEVnturLlA2gIjU46Zw8bm-2BAnsttO2H6EE5VJ2f3JGRD4RtwhWrvoXPXyx8P79UFnAUpuGaPjLFC4PcSBsbdhBH15LLBX0RDz8JDJhswPGsCIxMh13nr8213KWxV7LeV0uipXCzBEQoeCKo-2BUN5pFnwz7gs6MRfqjsk84dlOfff4GPgYqREw5sm7d4R3E5k5a55e8xzospawP9tbwvdxA-3D-3D)
From: Stephen Marsh
Search terms "SMARSH" and "EMAIL" are not likely to produce the records requested. I would rather not engage in juvenile exercises and obtuse suggestions about search terms. It is not for me to direct how the City searches for responsive records. The burden is on the city to produce the records CLEARLY identified in this request.
Please produce the records requested. Thanks.
From: City Of Auburn Washington
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
September 22, 2022
This is a follow up to request number P028992-080822:
Search terms "SMARSH" and "EMAIL" are not likely to produce the records requested. I would rather not engage in juvenile exercises and obtuse suggestions about search terms. It is not for me to direct how the City searches for responsive records. The burden is on the city to produce the records CLEARLY identified in this request.
Please produce the records requested. Thanks.
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
••••••••
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 132396
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 Sept. 21, 2022:
Subject: Public Records Request :: P028992-080822
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.
From: Stephen Marsh
Please provide a status update for this PRA request.
From: City Of Auburn Washington
09/22/2022
Subject: Unrecognized Email :: U029677-092222
Email
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
September 22, 2022
This is a follow up to request number P028992-080822:
Search terms "SMARSH" and "EMAIL" are not likely to produce the records requested. I would rather not engage in juvenile exercises and obtuse suggestions about search terms. It is not for me to direct how the City searches for responsive records. The burden is on the city to produce the records CLEARLY identified in this request.
Please produce the records requested. Thanks.
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
••••••••
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 132396
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 Sept. 21, 2022:
Subject: Public Records Request :: P028992-080822
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.
From: Stephen Marsh
09/22/2022
Subject: RE: Washington Public Records Act Request #P028992-080822
Email
Search terms "SMARSH" and "EMAIL" are not likely to produce the records requested. I would rather not engage in juvenile exercises and obtuse suggestions about search terms. It is not for me to direct how the City searches for responsive records. The burden is on the city to produce the records CLEARLY identified in this request.
Please produce the records requested. Thanks.
From: City Of Auburn Washington
This email was sent via this email address and GovQA on September 21, 2022.
Thank you for your clarification.
The cost for the first installment is $7.68 ($6.00 USB drive and mailing fee is $1.68). Once this payment has been received the City will load the first installment onto a USB drive and mail it to the address on the original request.
If the payment is not received within 15 calendar days the City will consider your request abandoned.
If you would like to also send the deposit for the emails with the payment for the first instalment you may do so. I was trying to streamline the process to allow you to receive the records sooner. You are not required to add the deposit to the payment for the first installment. If you provide payment for the first installment without the deposit I will inform you about the required deposit for the emails at that time and provide you time to make that deposit.
Regarding Item No. 6 please see the below search terms used. If you would like the City to use additional or different search terms please clarify. If you would like to move forward with item No. 6 with the below search terms the City will require a 10% deposit of $21.00 prior to pulling the records for review.
* There are 4, 373 emails with the search term “SMARSH”. The cost for these emails will be $54.65.
* There are 12, 467 emails with the search terms “email” to or from a Microsoft.com email address. The cost for these emails will be $155.80.
Shawn Campbell, MMC
City Clerk
City of Auburn
253-931-3055
From: Stephen Marsh
To Whom It May Concern:
Please find enclosed a check for $7.68 to satisfy the fee associated with the attached public records request.
Thank you.
City of Auburn
City Clerk- PRR No. P028990-080822
25 West Main Street
Auburn, WA 98001
From: Stephen Marsh
Hello,
Your emails regarding these fee requests are not clear.
Please explain in detail what fees are being applied to each section of this request and why.
No one has requested blanket searches of email accounts.
For instance:
"6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services."
This is not a request for an email search for the word "EMAIL."
Please detail your fee request, what records are being provided and why fees apply in specific detail.
Please detail WHERE you are searching for responsive records and HOW.
Thank you.
From: City Of Auburn Washington
--- Please respond above this line ---
Sent Via USPS RE: PUBLIC RECORDS REQUEST of August 08, 2022, Reference # P028992-080822 Dear , The City of Auburn received a public records request from you on August 08, 2022. You requested the following: "08-04-22: City of Auburn, Washington – Records and Writings, Training, Use, Agreements, Communications, Policy, and Purchasing RE: City of Auburn Washington Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services
I request any and all RECORDS AND WRITINGS regarding the City’s Training, Use, Agreements, Communications, Policy, and Purchasing of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services including but not limited to:
1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
4. Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022.
5. Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City.
In your response, I would appreciate that you individually address each of the above categories of separately and specifically." The first installment of records responsive to your request are loaded onto the enclosed USB Drive. Please note there are 1,020 responsive records on this drive. You paid the cost of the USB Drive and postage ($7.68). The cost for the attachments is $12.75. Please note the request number on the payment and remit payment to: City of Auburn City Clerk’s Office 25 West Main Street Auburn, WA 98001 You have 15 calendar days to pay for the current installment. If this installment isn't paid for by 11/07/2022, we will consider your request abandoned and closed. The remainder of this letter is regarding the next installment and clarification of your request. The City is interpreting they timeframe of your request to be January 1, 2020 to August 4, 2022. If this is not the timeframe you are seeking records, please clarify the timeframe you are seeking.
1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Records Provide
200-16 (3 documents
200-16A
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Records Provided
How to search social media
How to search text messages
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Please Note:
Email/SMARSH services are stored by the vendor and accessed through the Internet
4. NONE - Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022. Please Note:
No responsive records to Item No. 4.
5. NONE - Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Please Note:
No responsive records to Item No. 5.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Please Note: The City provided emails (1,006) responsive to item No. 6. The emails provided were all emails “to or from SMARSH.com to auburnwa.gov”. The City ran the email search for all emails with the search term “SMARSH” this returned 4,373 emails. Clarification Requested: Do you want the City to provide the additional 3,367 emails? If so, the cost will be $42.05. If not, do the records provided satisfy the SMARSH portion of item No. 6? If you have additional search terms you would like the City to use to provide you identifiable documents, please provide those terms. There are 12,467 emails with “email” and come from Microsoft.com or are addressed to Microsoft.com. Please clarify if you would like the City to pull those emails as a responsive to item No. 6. If you have other search terms you would like the City to use please provide them.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts. Records Provided
SMARSH PO’s
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services. Please Note:
No responsive records to Item No. 8. The City is not migrating from current email and SMARSH services and has no future plans to change platforms or services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services. Please Note: Shared with Item No. 1
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City. Please Note:
No responsive records to Item No. 10. We do not share data from email servers or SMARSH to individuals or entities outside the City. Clarification: Is “sharing” defined as giving data to third parties outside of normal use and record requests? We share data for functional purposes and public records requests, not for general or marketing purposes. Sincerely, Shawn Campbell City Clerk City Clerk's Office 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-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0OnOVPt_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1BBiPds-2BUx3Omu0o7JwFPzzC7PX6o4iNfaLKhptcN0t05XwJ2qU4gUA4GTEKg6uvjWtp0qeYxlQ3LZpe15OEEWEHfW28RAQPOVSF7Q4RMKRywVScfAAz9PWsuwAEqKlAomYTntD4g0kQ8nJmSt-2FRKwqhlWnKqj-2Fal6hDRNM0ZY28QVwvHILXFukHR8FyzObyK41RHEfn-2BiIrECPOaWytgBYYLAZszB31fbYi4muhTBWKDj9lk6xv7fq3LHl7oBOLyzDvwvk4OCWtvbrhnTsI5ju0DvmbIquE7h-2FVm71iQHiEsUYRDjBdYeGIFG0TzfpKJA-3D-3D)
From: City Of Auburn Washington
A copy of documents responsive to the request.
-
Responsive Documents
From: Stephen Marsh
Clarification Answer for Item #6:
We are NOT asking for Boolean searches for the term “SMARSH” and “MICROSOFT.”
Please identify the specific companies and account representatives and contractors and sales people who sold the SMARH platform and Email server products to your agency. We are looking for all communications between your agency and your Microsoft and Smarsh salespeople and account representatives.
Clarification Answer for Item #8
All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City use of any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and service.
Clarification Answer for Item #10
“Sharing” is defined as giving data or providing access to data to 3rd parties FOR ANY REASON WHATSOEVER.
From: City Of Auburn Washington
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
October 24, 2022
This is a follow up to request number P028992-080822:
Clarification Answer for Item #6:
We are NOT asking for Boolean searches for the term “SMARSH” and “MICROSOFT.”
Please identify the specific companies and account representatives and contractors and sales people who sold the SMARH platform and Email server products to your agency. We are looking for all communications between your agency and your Microsoft and Smarsh salespeople and account representatives.
Clarification Answer for Item #8
All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City use of any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and service.
Clarification Answer for Item #10
“Sharing” is defined as giving data or providing access to data to 3rd parties FOR ANY REASON WHATSOEVER.
View request history, upload responsive documents, and report problems here:
https://www.muckrock.com/
If prompted for a passcode, please enter:
••••••••
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 132396
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 Oct. 21, 2022:
Subject: Public Records Request :: P028992-080822
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.
From:
None
There are too many files to display on this communication. See all files
From: City Of Auburn Washington
None
-
10-24-22 MR132396
From: City Of Auburn Washington
None
-
10-24-22_MR132396_2
From: Stephen Marsh
ITEM 1 – Question: Have all training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
ITEM 2 – Question: Have all records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
ITEM 3 – Question: Have all records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
ITEM 4 – You claim no responsive records exist.
ITEM 5 – You claim no responsive records exist.
ITEM 6 – CLAIRIFICATION: Please export the remainder of the “SMARSH” emails as a single .pst (personal storage table) file and produce the single .pst file. If you need to assert exemptions, you may unpack the .pst file, make the necessary redactions, note the redactions in an exemption log, and then repack the .pst file for production along with the exemption log. Fees should be calculated based on this request for a SINGLE .PST FILE and per MB/GB (size) of the files transmitted.
Please export the 12,467 emails from or to “Microsoft.com” as a single .pst (personal storage table) file and produce the single .pst file. If you need to assert exemptions, you may unpack the .pst file, make the necessary redactions, note the redactions in an exemption log, and then repack the .pst file for production along with the exemption log. Fees should be calculated based on this request for a SINGLE .PST FILE and per MB/GB (size) of the file transmitted.
Other search terms may be identified after analysis of the responsive documents produced to date.
ITEM 7 – Question: Have all Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts been provided?
ITEM 8 – You claim no responsive records exist. No responsive records exist regarding your agency migrating on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services?
ITEM 9 – Question: Have all policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been provided?
ITEM 10 – Question: Have all records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City been provided?
From: City Of Auburn Washington
I have received your below email. Due to non-payment for the previous installment this request has been closed. Once payment has been received we will move forward with this request.
The records were mailed via USPS on October, 2022 to the below address.
MuckRock News
DEPT MR 132396
263 Huntington Ave
Boston, MA 02115
If you are having difficulty with receiving records at the address provided I can update the address if you would prefer, you can pick up the USB drives at the City Clerk’s Office in person, or we can use the GovQA portal.
Please see an excerpt of the letter sent with the first installment below.
The first installment of records responsive to your request are loaded onto the enclosed USB Drive. Please note there are 1,020 responsive records on this drive. You paid the cost of the USB Drive and postage ($7.68). The cost for the attachments is $12.75. Please note the request number on the payment and remit payment to:
City of Auburn
City Clerk’s Office
25 West Main Street
Auburn, WA 98001
You have 15 calendar days to pay for the current installment. If this installment isn't paid for by 11/07/2022, we will consider your request abandoned and closed.
Shawn
From: Stephen Marsh
Hello,
Payment for what? You did not answer any of my questions. Please provide a detailed fee request or the records requested.
Thank you
From: City Of Auburn Washington
This request has been closed due to non-payment.
I have provided the email detailing the cost below. I have also added answers to your questions below.
The first installment of records responsive to your request are loaded onto the enclosed USB Drive. Please note there are 1,020 responsive records on this drive. You paid the cost of the USB Drive and postage ($7.68). The cost for the attachments is $12.75. Please note the request number on the payment and remit payment to:
City of Auburn
City Clerk’s Office
25 West Main Street
Auburn, WA 98001
You have 15 calendar days to pay for the current installment. If this installment isn't paid for by 11/07/2022, we will consider your request abandoned and closed.
The remainder of this letter is regarding the next installment and clarification of your request.
1. All training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Records Provided
200-16 (3 documents)
200-16A
2. All records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Records Provided
How to search social media
How to search text messages
3. All records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Please Note:
Email/SMARSH services are stored by the vendor and accessed through the Internet.
4. NONE - Programming documents, including but not limited to: any/all data or audit reports run on City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services for the time period of 1-1-2020 to 8-4-2022.
Please Note:
No responsive records to Item No. 4.
5. NONE - Audit documents, including but not limited to: audits of each system, misuse reports, and any reports made to oversight bodies regarding City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Please Note:
No responsive records to Item No. 5.
6. All records regarding correspondence about or with the makers or suppliers of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Please Note:
The City provided emails (1,006) responsive to item No. 6. The emails provided were all emails “to or from SMARSH.com to auburnwa.gov”. The City ran the email search for all emails with the search term “SMARSH” this returned 4,373 emails. Clarification Requested: Do you want the City to provide the additional 3,367 emails? If so, the cost will be $42.05. If not, do the records provided satisfy the SMARSH portion of item No. 6? If you have additional search terms you would like the City to use to provide you identifiable documents, please provide those terms.
7. All Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts.
Records Provided
SMARSH PO’s
8. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning City future use or migration on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services.
Please Note:
No responsive records to Item No. 8. The City is not migrating from current email and SMARSH services.
9. All policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services.
Please Note:
Shared with Topic 1
10. All records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City.
Please Note:
No responsive records to Item No. 10. The City does not share data from email servers or SMARSH to individuals or entities outside the City.
ITEM 1 – Question: Have all training materials and all records used to instruct City personnel in the proper use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
Yes
ITEM 2 – Question: Have all records that contain any information about the use of or functioning of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
Yes
ITEM 3 – Question: Have all records regarding the physical digital storage methods and locations of data accessed by City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been produced?
Yes
ITEM 7 – Question: Have all Purchasing and procurement documents for any Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services, including but not limited to: purchase orders, RFPs, responses to RFPs, invoices and contracts been provided?
We have a document that would have been in a future installment
ITEM 8 – You claim no responsive records exist. No responsive records exist regarding your agency migrating on or off any Electronic Mail (EMAIL) Server and/or SMARSH Corporation platform products and services?
No responsive records exist.
ITEM 9 – Question: Have all policies related to the acquisition and use of Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services by individual employees and representatives of the City, including all records regarding the policies that govern access to or use of City Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services been provided?
Yes
ITEM 10 – Question: Have all records regarding the sharing of data or information obtained from or obtained by using Electronic Mail (EMAIL) Servers and/or SMARSH Corporation platform products and services with individuals or entities outside the City been provided?
Yes
[cid:image001.png@01D91BA6.2611C480]
Shawn Campbell, MMC
City Clerk
City of Auburn
25 West Main Street
Auburn, WA 98001-4998
Phone: (253) 931-3055
Fax: (253) 931-3116
scampbell@auburnwa.gov<mailto:scampbell@auburnwa.gov>
http://www.auburnwa.gov/<https://gcc01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.auburnwa.gov%2F&data=02%7C01%7Ckristie.johnson%40kingcounty.gov%7Cbaa2e7e524f94b91d9e608d8194fddbe%7Cbae5059a76f049d7999672dfe95d69c7%7C0%7C0%7C637287178111068901&sdata=yj80qIadpXcqelDWtETfxBMxvop7LLqPDS%2BxZ%2FXwoXY%3D&reserved=0>
From: Stephen Marsh
To Whom It May Concern:
Please find enclosed a check for $12.75 to satisfy the fee associated with the attached public records request.
Thank you.
City of Auburn
City Clerk- PRR No. P028990-080822
25 West Main Street
Auburn, WA 98001
From: Stephen Marsh
3-20-23
Payment by check for $12.75 to satisfy the fee associated with this public records request was made on 1-27-23.
When can we expect the records we paid for?
-
2023-03-19_14_58_49-CITY_OF_AUBURN_WASHINGTON_-_ELECTRONIC_MAIL_SERVERS_EMAIL_AND_OR_SMARSH_C.png
From: City Of Auburn Washington
The City did not receive payment for this request. This request was closed for non-payment on November 7, 2022.
If you seek additional records, please make a new request on the City’s Public Records Portal. https://www.auburnwa.gov/cms/one.aspx?portalId=11470638&pageId=12530414
Shawn
From: Muckrock Staff
Hello Shawn,
Thank you so much for your continued partnership with this request. Please know that we had submitted payment for this request earlier this year. The invoice we received was dated 12/29/2022 and the check was submitted on 01/27/2023. The check was subsequently deposited by your agency on 02/09/2023. Please let us know when we can expect to receive the responsive documents.
Thank You,
MuckRock Staff
From: City Of Auburn Washington
Thank you for following up on this request. I spoke to staff at MuckRock on April 21, 2023. During that phone call, I informed the staff member the City did not received payment for this request and the request had been closed due to nonpayment. The MuckRock staff member insisted the payment had been received and processed by the City. Due to this insistence, I research the payment amount. it was determined that the payment amount was received by the City for a different request, which also happened to be a MuckRock request. The payment the City received had the request number printed on it for the request which the payment was credited to, which was confirmed by MuckRock staff. During the April phone call, I informed the MuckRock staff member this request will remain closed and the requestor will need to re-request the records.
[cid:image001.png@01D99E05.E0ECF130]
Shawn Campbell, MMC
City Clerk
City of Auburn
25 West Main Street
Auburn, WA 98001-4998
Phone: (253) 931-3055
Fax: (253) 931-3116
scampbell@auburnwa.gov<mailto:scampbell@auburnwa.gov>
http://www.auburnwa.gov/<https://gcc01.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.auburnwa.gov%2F&data=02%7C01%7Ckristie.johnson%40kingcounty.gov%7Cbaa2e7e524f94b91d9e608d8194fddbe%7Cbae5059a76f049d7999672dfe95d69c7%7C0%7C0%7C637287178111068901&sdata=yj80qIadpXcqelDWtETfxBMxvop7LLqPDS%2BxZ%2FXwoXY%3D&reserved=0>
From: City Of Auburn Washington
--- Please respond above this line ---
In response to email sent to City email address: Thank you for following up on this request. I spoke to staff at MuckRock on April 21, 2023. During that phone call, I informed the staff member the City did not received payment for this request and the request had been closed due to nonpayment. The MuckRock staff member insisted the payment had been received and processed by the City. Due to this insistence, I research the payment amount. it was determined that the payment amount was received by the City for a different request, which also happened to be a MuckRock request. The payment the City received had the request number printed on it for the request which the payment was credited to, which was confirmed by MuckRock staff. During the April phone call, I informed the MuckRock staff member this request will remain closed and the requestor will need to re-request the records.
To monitor the progress or update this request please log into the Public Records Center. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HYbgr8M2-2F9TeiqN0KbaY0qjyte0Lp3csaMjjpaUrJPtYxB0BcVqgLFZrXfbyDao8zLjeD3clAvlCwobtd2Z1SAkNIUtpElu-2BI9pyqUBuq0On_Nlb_LkkiDmqEBLwXIoxrMxVOaFajNOr-2F5qTQ6aLlY-2Fe4jvX23aL2g6TQpBt9HhMjbOm4sPS6e5-2FUXrEIwSN8m7qf1Al4r4IAXhlJ6Npaonqk4wUhvHvu3xSr1gADCa8-2BdtJy4-2BiNRTJGLDm8iCXHNX8vL-2FBjsBbGu-2FwFftVGBP5XwQDUBt2ZS05lpxck66HhfYWlXC3T3xKso2eVjEp5bXBEAVQEcn7P9DRy7oao6tqYgWQfZ7g-2B3MGaDq1vJkqHnnN6kkD7vIXOGOwXUZ-2FihCQgze9vNyYb0uqSc0odrf8MmpilPzSduQJNZd3icgfzB-2BRHdKo7HEoldsW2XihAQfFnBw0SJ9jqnem8XQULBP-2FIcSoRIrCS891NYszMtQ-2FzA9B85A9OQQlmxHJL35xxN50j8g-3D-3D)
Files
pages
-
-
-
-
03/19/2023
2023-03-19_14_58_49-CITY_OF_AUBURN_WASHINGTON_-_ELECTRONIC_MAIL_SERVERS_EMAIL_AND_OR_SMARSH_C.png
