Bellevue Washington School District #408 - REQUEST FOR COMMUNICATIONS AND WRITINGS of District Leadership Team, current and former Superintendents, and School Board

BHS Wolverines filed this request with the Bellevue School District of Bellevue, WA.
Tracking #

11022021

Est. Completion March 30, 2022
Status
Partially Completed

Communications

From: BHS Wolverines

To Whom It May Concern - Bellevue School District #408 :

Pursuant to the Washington Public Records Act [Chapter 42.56 RCW] I hereby request the following records:

REQUEST FOR COMMUNICATIONS AND WRITINGS – PUBLIC RECORDS REQUEST FOR ALL ELECTRONIC MAIL (E-MAIL), ELECTRONIC TEXTS, TELEPHONE COMMUNICATIONS, TELEPHONE MESSAGES, AND TELEPHONE LOGS of the following individuals for the period of time between January 1, 2019 – November 2, 2021:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
Chief Communications and Engagement Officer, Janine Thorn
District 1 School Board Member Sima Sarrafa
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Director Equity and Strategic Engagement, Shomari Jones
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson

With respect to requests for records that include "communications," I am requesting all emails, text messages, and telephone records, regardless the type of device or account from which the communication was generated or where the device or data is stored (including personal devices such as personal cell phones, laptops, tablets, and/or computers etc. used from home to conduct public business during the COVID-19 Pandemic). Nissen v. Pierce County, 183 Wa.2d 863 (2015).

With respect to requests for records that include "Writings" per 42.56.010(4) this means 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.

This request specifically includes - and the District is specifically directed to obtain, preserve in native format, and produce - any records pertaining to public business that exist on any computers, hard drives, portable phones, jump drives, BlackBerries, iPhone, Kindle, IPad, or other devices, or in email, data, voice mail, or text mail accounts owned, controlled or paid for, directly or indirectly, by any agency or 3rd party.

In the event the District chooses to provide the records in installments over time I request the records to be produced in reverse chronological order - from the most recent to the earliest.

If this request is denied in whole or part, I ask that you justify all deletions by reference to specific exemptions of the PRA. I also request a detailed contemporaneous log to be provided for any document withheld or redacted.

For each responsive record the District contends is exempt from public disclosure, in whole or in part, please specifically identify the record by subject, title, author, custodian and date, and state how a specific statutory exemption applies to each record as required by RCW 42.56.210(3) and Rental Housing Ass'n v. Des Moines, 165 Wn.2d 525, 199 P.3d 393 (2009).

I request electronic production of all records in the original NATIVE electronic format for each record.

For emails I request production of emails in native MICROSOFT .pst (personal storage table) format which allows for a virtually infinite number of emails to be produced in a single digital file, providing for economy and convenience. If the .pst format is not available, I would request production of email in .pdf (portable document format) another widely accepted format for email production providing similar economy and convenience of a virtually infinite number emails bundled into a single digital .pdf file.

I request records production by public (no password) e-mail attachment or link if available or USB DRIVE or CD-ROM if not.

THIS REQUEST IS NOT BEING MADE FOR COMMERCIAL PURPOSES.

The requested documents will be made available to the general public.

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.

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.

Sincerely,

BHS Wolverines

From: Bellevue School District

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:
On behalf of the Bellevue School District, I acknowledge receipt of your request as follows:

REQUEST FOR COMMUNICATIONS AND WRITINGS – PUBLIC RECORDS REQUEST FOR ALL ELECTRONIC MAIL (E-MAIL), ELECTRONIC TEXTS, TELEPHONE COMMUNICATIONS, TELEPHONE MESSAGES, AND TELEPHONE LOGS of the following individuals for the period of time between January 1, 2019 – November 2, 2021:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
Chief Communications and Engagement Officer, Janine Thorn
District 1 School Board Member Sima Sarrafa
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Director Equity and Strategic Engagement, Shomari Jones
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
Clarification Questions:

1. Your request seeks communications “of” the above -named individuals. Please define what you intend by “of.” A reasonable interpretation of that would be that you are seeking records “from” the above individuals. Are you also seeking records “to” the above-named persons? Are you seeking communications on which the above persons were cc’d?
2. I assume you intended to refer to School Board Member Sima Sarrafan. Please correct me if I am mistaken.
3. It is apparent that your request seeks a very substantial body of records. In the District’s efforts to serve you fully and as efficiently as possible, please consider specifying particular records of interest to you, or at the very least prioritize the records you are seeking in some way that will assist you in determining whether in fact you need all of the records described. For example, you could specify a topic, keywords, or a more narrow date range. You could specify a more targeted group of records to be produced first, while retaining the broader request in case it is needed.

Requestors are required to specify records requested so they are reasonably locatable. While the records you have described are locatable, the volume is extensive. The volume will affect the time required to produce the records.

1. I will assume at this time, consistent with the purposes of the Public Records Act, that you are seeking records that are meaningful to you regarding the conduct of the District, and for a legitimate purpose that will not interfere with the efficient administration of the District. Although you are not required under the law to disclose that purpose, I invite you to do so, so that I can assist you in targeting your request to that purpose. If your request is targeted, it will be much easier for you to find records that are meaningful to you within the body of produced records.
2. I recognize in this regard that you are requesting more recent records be produced first. Please be advised that it may be possible to honor that request within a body of records of a certain type (such as emails). It may not always be possible to do so consistently across all record types, due to differences in how different types of records are assembled.

In that regard, please specify a date range that you regard as “recent.” For example, are you requesting that the last 6 months of records be produced for all of the persons named above before any earlier records are produced for any other person, at least within a certain type of record? Please be advised that while the District will try to honor your preferences, the District will retain flexibility in this regard in order to process your request most efficiently.

Your answers to the above clarification questions are due on or before December 9, 2021.

Timing of Response

Your request will be completed in a series of installments. At this time, subject to potential adjustment based on your clarifications, I estimate a first installment of records for January 19, 2022. That present estimate is based on the current workload in this office, staff available to respond to your request, the workload of staff who may be affected by your request and whose assistance may be required, and absences due to illness and/or the anticipated holidays. Response date estimates are subject to change.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: Bellevue School District

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:

Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no entity. Please clarify.

You answer to this question is due on or before December 10, 2021. Additional clarification questions may arise in the course of responding to your request.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: Bellevue School District

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:
Please accept this correction to the message immediately below, adding the word "such":
Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no such entity. Please clarify.

Your answer to this question is due on or before December 10, 2021. Additional clarification questions may arise in the course of responding to your request.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: BHS Wolverines

Hello,

Please see the following answers to your questions:

Yes, I am requesting the communications of School Board Member Sima Sarrafan.

Regarding the requested public record communications "of" and "from" the previously referenced individuals I would request beginning with the production of all email held on District email servers in .PST format for the time period between January 1, 2019 – November 2, 2021 in reverse chronological order.

Following the production of District held emails priority can shift to 3rd party held emails and electronic texts, telephone communications, telephone messages, and telephone logs. Presumably the District is diligently preserving all requested responsive public records from being lost or destroyed as required by law (including requested public records stored on 3rd party devices).

Answers to your additional question(s):

“Additional Clarification Question:

1. Your request begins as follows: "To
Whom It May Concern - Bellevue School District #408." There is no entity. Please clarify.
Please accept this correction to the message immediately below, adding the word "such":
Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no such entity. Please clarify.”

This public records request is addressed to the Bellevue School District, 12111 NE 1st St, Bellevue, WA 98005.

Thank you.

From: BHS Wolverines

Hello,

Please see the following answers to your questions:

Yes, I am requesting the communications of School Board Member Sima Sarrafan.

Regarding the requested public record communications "of" and "from" the previously referenced individuals I would request beginning with the production of all email held on District email servers in .PST format for the time period between January 1, 2019 – November 2, 2021 in reverse chronological order.

Following the production of District held emails priority can shift to 3rd party held emails and electronic texts, telephone communications, telephone messages, and telephone logs. Presumably the District is diligently preserving all requested responsive public records from being lost or destroyed as required by law (including requested public records stored on 3rd party devices).

Answers to your additional question(s):

“Additional Clarification Question:

1. Your request begins as follows: "To
Whom It May Concern - Bellevue School District #408." There is no entity. Please clarify.
Please accept this correction to the message immediately below, adding the word "such":
Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no such entity. Please clarify.”

This public records request is addressed to the Bellevue School District, 12111 NE 1st St, Bellevue, WA 98005.

Thank you.

From: Bellevue School District

PRR 11022021-Anon
Dear Anonymous requestor:
Clarification Questions (repeated and follow-ups):

1. Regarding clarification question 1:
“Please define what you intend by “of.” A reasonable interpretation of that would be that you are seeking records “from” the above individuals.”
Your answer included this comment:
Regarding the requested public record communications "of" and "from" the previously referenced individuals . . ..
It appears that your answer is that you intend “of” to mean “from.” The District will proceed in that manner unless you advise otherwise.

2. Please allow me to explain that In general, email records of each of the named individuals will be searched and produced separately by individual. Some of the search results may be combined in order to avoid a high number of duplications. The District will retain discretion in this regard in order to process your request most efficiently.
Assuming separate production sets for each individual and some combined groups as appropriate, please advise if you would like to prioritize the individuals listed. The District will try to honor any such priorities, within parameters that are consistent with the most efficient processing of your request.

3. You have asked for records to be produced in reverse chronological order, stating that you prefer the District to produce emails first. To clarify, are you asking that all email records back to 1.1.19 for an individual be produced before any records are produced for another individual?

4. You did not respond to the questions numbered 3 and 4 (renumbered below due to formatting loss in your reply message) regarding targeting your request. As noted, targeting does not limit your request. Rather, it allows you to prioritize so that the records which will be most meaningful to you in support of your purpose will be produced to you before others. I understand this may be important to you in view of the volume of records you are requesting. For example, in searches performed to date, the number of potentially responsive emails from one individual was 38,743. Others were in the 28,000 to 36,000 range.

I would be glad to discuss your request with you if it would be helpful. I am often able to help requestors target their requests when I have a better understanding of their priorities.

Please be advised that production of emails in .pst format is not possible. Every record is reviewed for applicable exemptions, and appropriate redactions will be applied prior to the production of records to you. The redaction process occurs only in a .pdf format. Each individual message is converted to a .pdf format.

Your answers to these questions are due on or before December 17, 2021. The timing of your answers may affect the timing of the District’s responses to your request. Additional clarification questions may arise in the course of responding to your request.

I am glad to assist you in accessing records that will be meaningful to you.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: BHS Wolverines

Hello,

Thank you for your email.

With regards to your questions RE: email communications and production priority:

Please produce ALL email communications (any “to” or “from” address fields are irrelevant) of the following individuals for the time period January 1, 2019 – November 2, 2021 in the following order of priority.:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Chief Communications and Engagement Officer, Janine Thorn
Director Equity and Strategic Engagement, Shomari Jones
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
District 1 School Board Member Sima Sarrafan
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson

In the event the District chooses to provide the records in installments over time I request the records to be produced in reverse chronological order - from the most recent communications to the earliest by date.

If possible, it would be helpful to produce the installments of each individual’s emails in staggered 6-month date range blocks. For instance, production of Superintendent Dr. Ivan Duran’s emails dated 5-2-21 through 11-2-21, moving then to production of Superintendent Dr. Art Jarvis’s emails dated 5-2-21 through 11-2-21, and cycling through the list based on priority, finally returning to the 2nd block of Superintendent Dr. Ivan Duran’s emails dated 11-2-2020 through 5-2-21 and again cycling though the list of individuals based on priority until the original request is satisfied.

Thank you.

From: Bellevue School District

PRR 11022021-Anon
Dear Requestor:
Thank you for the prompt response. Getting clarification of your request is important, to be sure we have a mutual understanding.

Clarification Questions

1. I still do not understand what you mean by the phrase “communications . . . of” an individual:

ALL email communications (any “to” or “from” address fields are irrelevant) of the following individuals . . . .

Every email is to or from someone. The address fields “to” or “from” are relevant because an archive search can be conducted using search fields “from/to/cc”, “from”, or “to/cc.” There is no search that can be conducted for communications “of” an individual. Please clarify what you intend by “communications of” an individual and by your statement that “any ‘to’ or ‘from’ address fields are irrelevant.”

1. I again note that you have not responded to clarification questions 3 and 4 in my November 9, 2021 message. Also, you deleted that November 9, 2021 message, and your November 8, 2021 message, from the correspondence history below. I re-inserted those messages within the string below, and highlighted questions 3 and 4 for your reference, as well as my November 17, 2021 reminder to you that you had not answered those questions.

Please do not in the future delete any correspondence history related to your request. Maintaining an accurate and complete record of our correspondence is critical to the District’s ability to serve you efficiently.

Your answers to clarification questions 3 and 4 are due on or before December 17, 2021.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: BHS Wolverines

Hello,

We have no way of knowing what email accounts the District has in it’s possession for each of the listed individuals conducting public business e.g. Superintendent Dr. Art Jarvis email: JarvisA@bsd405.org .

We also have no way of knowing what personal or 3rd party email accounts District personnel and Board members may use to conduct public business which are also subject to this records request - possibilities include email:art.jarvis@gmail.com and email: artjarvis@yahoo.com.

We have requested all email communications for a specific period of time by individual. This would include ALL email accounts used by these individuals to conduct public business. The “to” and “from” address fields are irrelevant.

All that is relevant it the email address account itself, and if the date of the email communication falls within the date range requested.

No search need be conducted – archive or copy the entire email account for the dates requested and produce the result preferably in .PST format.

As for “deleting” correspondence history – you are mistaken. Nothing has been “deleted.”

We have done the best we can to answer your questions in detail.

We answered your 11-9-21 questions on 11-11-11, a copy of which is below.

We do not receive an email “thread” nor any “highlights” just plain text of your email on the date you send it.

Please clearly restate any questions you continue to have regarding this records request and we can resend our previous responses to you.

Thank you.

*************************************

From: BHS Wolverines
11/11/2021

Subject: RE: Washington Public Records Act Request #11022021
Email

Hello,

Please see the following answers to your questions:

Yes, I am requesting the communications of School Board Member Sima Sarrafan.

Regarding the requested public record communications "of" and "from" the previously referenced individuals I would request beginning with the production of all email held on District email servers in .PST format for the time period between January 1, 2019 – November 2, 2021 in reverse chronological order.

Following the production of District held emails priority can shift to 3rd party held emails and electronic texts, telephone communications, telephone messages, and telephone logs. Presumably the District is diligently preserving all requested responsive public records from being lost or destroyed as required by law (including requested public records stored on 3rd party devices).

Answers to your additional question(s):

“Additional Clarification Question:

1. Your request begins as follows: "To
Whom It May Concern - Bellevue School District #408." There is no entity. Please clarify.
Please accept this correction to the message immediately below, adding the word "such":
Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no such entity. Please clarify.”

This public records request is addressed to the Bellevue School District, 12111 NE 1st St, Bellevue, WA 98005.

Thank you.

From: Bellevue School District

PRR 10122021-Anon
Dear Anonymous requestor:
Thank you.
Clarification questions:

1. When you use the phrase communications “of” an individual, are you referring to:

1. communications “from” that individual? Please answer yes or no.

When you use the phrase communications “of” an individual, are you referring to:

1. communications “to” that individual? Please answer yes or no.

When you use the phrase communications “of” an individual, are you referring to:

1. communications “copied to” that individual? Please answer yes or no.

1. You have not responded to the following questions sent to you on 11.9.21, numbered 3 and 4 in that message. This is the District’s third request for a response to these questions:

3. It is apparent that your request seeks a very substantial body of records. In the District’s efforts to serve you fully and as efficiently as possible, please consider specifying particular records of interest to you, or at the very least prioritize the records you are seeking in some way that will assist you in determining whether in fact you need all of the records described. For example, you could specify a topic, keywords, or a more narrow date range. You could specify a more targeted group of records to be produced first, while retaining the broader request in case it is needed.

Requestors are required to specify records requested so they are reasonably locatable. While the records you have described are locatable, the volume is extensive. The volume will affect the time required to produce the records.

4. I will assume at this time, consistent with the purposes of the Public Records Act, that you are seeking records that are meaningful to you regarding the conduct of the District, and for a legitimate purpose that will not interfere with the efficient administration of the District. Although you are not required under the law to disclose that purpose, I invite you to do so, so that I can assist you in targeting your request to that purpose. If your request is targeted, it will be much easier for you to find records that are meaningful to you within the body of produced records.

In reminding you om 11.17.21 to respond to questions 3 and 4, I explained the importance to you of your answering these questions:

As noted, targeting does not limit your request. Rather, it allows you to prioritize so that the records which will be most meaningful to you in support of your purpose will be produced to you before others. I understand this may be important to you in view of the volume of records you are requesting. For example, in searches performed to date, the number of potentially responsive emails from one individual was 38,743. Others were in the 28,000 to 36,000 range.

I would be glad to discuss your request with you if it would be helpful. I am often able to help requestors target their requests when I have a better understanding of their priorities.
Thank you for clarifying your request at the outset. It is essential that we have a mutual understanding. Additional clarifications may arise in the course of processing your request. Your answers to the questions above are due on or before December 17, 2021. The timing of your answers will affect the timing of the District’s response.

Missing correspondence history
Please review the message you sent on 11.19.21 at 1:39 PM, and the message you sent on 11.18.21. In each of those messages, portions of the correspondence history between you and this office were missing, including but not limited to the 11.9.21 message to you containing the clarification questions above, to which you have not yet responded.
Perhaps this is a technical aberration of the service you are using. If necessary, please work with Muckrock to determine why portions of correspondence history related to your request may not be retained when you reply to a message. For example, your 11.19.21 message immediately below contains a history that skips from your message dated 11.02.21 to your message dated 11.11.21. Please take steps to prevent that from occurring in the future.

Public Records Request Process

You state:

“No search need be conducted – archive or copy the entire email account for the dates requested and produce the result preferably in .PST format.”

Please allow me to help you understand public record response procedures, so that your expectations can be realistic. When a request for records is made, the District conducts a search for potentially responsive records. When potentially responsive records are assembled, each record is reviewed to determine whether it is responsive, and if so, whether the law requires that exemptions be applied to it. If some or all of a record is exempt, the District applies redactions to that record or withholds it, and then describes to the requestor the basis for any exemptions that were applied. As noted below, it is not possible to produce records in .PST format, because records must first be converted to .PDF format in order to apply redactions to them.

For these reasons, it is not possible to “copy” the contents of “an entire email account” and produce all emails within such a an account to you. Each email must first be reviewed, analyzed, and processed for production.

As noted in my 11.09.021 message to you, your request will be completed in a series of installments. Due to the procedures described above, only a limited number of email records can be produced per installment. Each request is unique, but given the workload of this office, email records can be generally processed at a rate of perhaps 30-100 individual emails per installment. Installments may occur at varying intervals, which can be 30 days or more. These processing volume rates vary widely based on the nature of the request and other factors.
As stated above, during the nearly 3-year period you have identified, one of the persons on your list sent 38,743 emails—that is 38,743 emails were “from” that person. There may be some duplications within that number. However, even if that number was significantly reduced to something in the range of 20,000 emails, and assuming a rate of processing those records at 100 per month, it could take 200 months, or more than 16 years, to process only the emails “from” that one person on your list.

I am taking the time to explain this to you in detail, at the beginning of processing your request, so that you can understand how important it is to you, assuming your intention is to receive records that are meaningful to you and relate to a legitimate purpose, to limit your request by targeting it in some way as described in questions 3 and 4 above. I can help you find the needle in the haystack that you really want. You do not need to ask for the haystack to achieve your legitimate purpose.

I am available to assist you in exploring options by which you can limit your request so that it will yield records that will be meaningful to you, while retaining your broader request in case it is needed.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: BHS Wolverines

ANSWERS TO YOUR QUESTIONS IN ALL CAPS:

1. When you use the phrase communications “of” an individual, are you referring to:

1. communications “from” that individual? Please answer yes or no.

YES - ALL

When you use the phrase communications “of” an individual, are you referring to:

1. communications “to” that individual? Please answer yes or no.

YES - ALL

When you use the phrase communications “of” an individual, are you referring to:

1. communications “copied to” that individual? Please answer yes or no.

YES - ALL

1. You have not responded to the following questions sent to you on 11.9.21, numbered 3 and 4 in that message. This is the District’s third request for a response to these questions:

3. It is apparent that your request seeks a very substantial body of records. In the District’s efforts to serve you fully and as efficiently as possible, please consider specifying particular records of interest to you, or at the very least prioritize the records you are seeking in some way that will assist you in determining whether in fact you need all of the records described. For example, you could specify a topic, keywords, or a more narrow date range. You could specify a more targeted group of records to be produced first, while retaining the broader request in case it is needed.

Requestors are required to specify records requested so they are reasonably locatable. While the records you have described are locatable, the volume is extensive. The volume will affect the time required to produce the records.

#3 WHAT IS THE QUESTION? "PLEASE CONSIDER SPECIFYING PARTICULAR RECORDS OF INTEREST?" I SEE NO QUESTION.

4. I will assume at this time, consistent with the purposes of the Public Records Act, that you are seeking records that are meaningful to you regarding the conduct of the District, and for a legitimate purpose that will not interfere with the efficient administration of the District. Although you are not required under the law to disclose that purpose, I invite you to do so, so that I can assist you in targeting your request to that purpose. If your request is targeted, it will be much easier for you to find records that are meaningful to you within the body of produced records.

#4 WHAT IS THE QUESTION? AN "INVATATION" THAT I DISCLOSE THE PURPOSE OF THIS RECORDS REQUEST THAT I HAVE NO LEGAL OBLIGATION TO DISCLOSE? I SEE NO QUESTION.

In reminding you om 11.17.21 to respond to questions 3 and 4, I explained the importance to you of your answering these questions:

As noted, targeting does not limit your request. Rather, it allows you to prioritize so that the records which will be most meaningful to you in support of your purpose will be produced to you before others. I understand this may be important to you in view of the volume of records you are requesting. For example, in searches performed to date, the number of potentially responsive emails from one individual was 38,743. Others were in the 28,000 to 36,000 range.

I would be glad to discuss your request with you if it would be helpful. I am often able to help requestors target their requests when I have a better understanding of their priorities.
Thank you for clarifying your request at the outset. It is essential that we have a mutual understanding. Additional clarifications may arise in the course of processing your request. Your answers to the questions above are due on or before December 17, 2021. The timing of your answers will affect the timing of the District’s response.

Missing correspondence history
Please review the message you sent on 11.19.21 at 1:39 PM, and the message you sent on 11.18.21. In each of those messages, portions of the correspondence history between you and this office were missing, including but not limited to the 11.9.21 message to you containing the clarification questions above, to which you have not yet responded.

Perhaps this is a technical aberration of the service you are using. If necessary, please work with Muckrock to determine why portions of correspondence history related to your request may not be retained when you reply to a message. For example, your 11.19.21 message immediately below contains a history that skips from your message dated 11.02.21 to your message dated 11.11.21. Please take steps to prevent that from occurring in the future.

I STILL DO NOT UNDERSTAND WHAT YOU ARE ASKING. YOU HAVE THE EMAILS I SEND YOU AND I HAVE THE EMAILS YOU SEND ME. WHAT IS "MISSING?" AT THIS POINT PLEASE PROVIDE A LEGAL BASIS FOR MY OBLIGATION TO COMPLY WITH WHATEVER MORE YOU ARE REQUESTING OF ME.

Public Records Request Process
You state:
“No search need be conducted – archive or copy the entire email account for the dates requested and produce the result preferably in .PST format.”
Please allow me to help you understand public record response procedures, so that your expectations can be realistic. When a request for records is made, the District conducts a search for potentially responsive records. When potentially responsive records are assembled, each record is reviewed to determine whether it is responsive, and if so, whether the law requires that exemptions be applied to it. If some or all of a record is exempt, the District applies redactions to that record or withholds it, and then describes to the requestor the basis for any exemptions that were applied. As noted below, it is not possible to produce records in .PST format, because records must first be converted to .PDF format in order to apply redactions to them.

For these reasons, it is not possible to “copy” the contents of “an entire email account” and produce all emails within such a an account to you. Each email must first be reviewed, analyzed, and processed for production.

As noted in my 11.09.021 message to you, your request will be completed in a series of installments. Due to the procedures described above, only a limited number of email records can be produced per installment. Each request is unique, but given the workload of this office, email records can be generally processed at a rate of perhaps 30-100 individual emails per installment. Installments may occur at varying intervals, which can be 30 days or more. These processing volume rates vary widely based on the nature of the request and other factors.
As stated above, during the nearly 3-year period you have identified, one of the persons on your list sent 38,743 emails—that is 38,743 emails were “from” that person. There may be some duplications within that number. However, even if that number was significantly reduced to something in the range of 20,000 emails, and assuming a rate of processing those records at 100 per month, it could take 200 months, or more than 16 years, to process only the emails “from” that one person on your list.

I am taking the time to explain this to you in detail, at the beginning of processing your request, so that you can understand how important it is to you, assuming your intention is to receive records that are meaningful to you and relate to a legitimate purpose, to limit your request by targeting it in some way as described in questions 3 and 4 above. I can help you find the needle in the haystack that you really want. You do not need to ask for the haystack to achieve your legitimate purpose.

I am available to assist you in exploring options by which you can limit your request so that it will yield records that will be meaningful to you, while retaining your broader request in case it is needed.

Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

THANK YOU FOR EXPLAINING THE DISTRICT'S PROCESS. I SEE NO QUESTION.

I HAVE PROPERLY REQUESTED IDENTIFIABLE PUBLIC RECORDS.

PLEASE PRODUCE THE PUBLIC RECORDS REQUESTED.

THANK YOU.

From: Bellevue School District

PRR 11022021-Anon
Dear Requestor:
Thank you for responding. From the questions in my 11.09.21 message:
Question 3 could be answered by stating: “I decline to specify my request,” or by specifying your request so that the District can better assist you by processing it more efficiently.
Question 4 could be answered by stating: “I decline to identify the purpose of my request,” or by identifying a legitimate purpose of your request so that the District better assist you in targeting it so that it can be processed more efficiently.
I have explained to you that an important effect of declining to specify or target your request will be an increase in the District’s response time, and have given you examples of the high volumes of emails that you are requesting.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: Bellevue School District

PRR 11022021-Anon
Dear Requestor:
Thank you for responding. An additional clarification question has arisen and the District awaits your answer to two other questions. The District appreciates your answers to all clarification questions to be certain we have a mutual understanding.
Clarification question, 11.24.21:
Your request identifies persons by name and title. Some of the named persons did not hold the stated title during the entire date range of the request. The District understands your request to be for communication records to, from, or cc any of the named persons during those portions of the stated date range in which the named person held the stated title. Please confirm or otherwise clarify.
Your answer to this clarification question is due on or before December 24, 2021. The business day will end at noon Pacific Time on that date.

Pending clarification questions, 11.09.21:
The District awaits your answers to questions 3 and 4 from my 11.09.21 message, as described in my message to you immediately below dated 11.22.2021. Those answers are due December 17, 2021.

Timing of Response:
The timing of your answers may affect the timing of the District’s responses to your request. Additional clarification questions may arise in the course of responding to your request.

As set forth in my 11.09.21 message to you, at this time, subject to potential adjustment based on your clarifications, I estimate a first installment of records for January 19, 2022. That present estimate is based on the current workload in this office, staff available to respond to your request, the workload of staff who may be affected by your request and whose assistance may be required, and absences due to illness and/or the anticipated holidays. Response date estimates are subject to change.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: BHS Wolverines

Hello Ms. Boyer,

ANSWERS TO YOUR CLARIFICATION QUESTIONS:

QUESTION

“Your request identifies persons by name and title. Some of the named persons did not hold the stated title during the entire date range of the request. The District understands your request to be for communication records to, from, or cc any of the named persons during those portions of the stated date range in which the named person held the stated title. Please confirm or otherwise clarify.”

ANSWER

Please provide all communications records to, from, or cc any of the named persons for the date range between January 1, 2019 – November 2, 2021 regardless of title.

QUESTION

“Question 3 could be answered by stating: “I decline to specify my request,” or by specifying your request so that the District can better assist you by processing it more efficiently.”

ANSWER

I understand I “could” modify this public records request. Thank you I understand that I could do that.

QUESTION

“Question 4 could be answered by stating: “I decline to identify the purpose of my request,” or by identifying a legitimate purpose of your request so that the District better assist you in targeting it so that it can be processed more efficiently.”

ANSWER

I understand I “could” provide you with my purpose for making this public records request. Thank you I understand that I could do that.

Thank you.

From: Bellevue School District

PRR 11022021-Anon
Dear Requestor:
On behalf of the Bellevue School District, I am making a first installment in response to your request for records. You requested emails to be produced in reverse chron order, in 6 month blocks, to/from/cc the following persons in this following order:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Chief Communications and Engagement Officer, Janine Thorn
Director Equity and Strategic Engagement, Shomari Jones
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
District 1 School Board Member Sima Sarrafan
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
To give you a sense of the volume of records you have requested, searches of potentially responsive records for the following persons for the first six-month period, 05 01 21 through 11 02 21, returned the following numbers of potentially responsive messages to be reviewed and processed for production to you:

Superintendent Dr. Ivan Duran 8420
Superintendent Dr. Art Jarvis 7245
Assistant Superintendent Human Resources, Jeff Thomas 25,244
Chief Communications and Engagement Officer, Janine Thorn 13.443
Total for these 4 individuals, 05 01 21-11 02 21: 53,952

This installment includes emails to/from/cc Superintendent Ivan Duran for the period 10 01 21-10 14 21. This is roughly the first half of the month of October 2021, consisting of 446 messages. The period 10 15 21-11 02 21 will be the subject of the next installment.

The records are being produced to you via Box, from which you may retrieve, view, and download records. Please click the link below to retrieve the following records:
NOTE: I am having technical difficulties creating this link. I will complete this process as soon as possible.

Please note that Dr. Duran has not been employed by the District since the spring of 2021. As a result, there are no messages from him in this group. The vast majority of messages are commercial solicitations, newsletters or subscriptions; messages on which Dr. Duran was copied because his name may not have yet been deleted from a distribution group; or messages from persons who did not know of his status.

My observation in processing your request to date is that it could be completed more efficiently if you limited the volume of potentially responsive records to retrieve messages that are more likely to be of interest to you. This could be accomplished in a number of ways. For example, you could consider redefining “communications of” to mean “to” or “from” but not “cc”; limiting the date range; limiting the request to one or more topics of interest; identifying key words; and/or agreeing that commercial solicitations, newsletters, and subscriptions would not be responsive.
No redactions were made to these records.

I estimate the next installment for February 25, 2022.
In order to expedite the District’s response to your request, please consider limiting the request to a reasonable volume that is more likely to be of interest to you, as suggested above.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

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From: Bellevue School District

The folder shared with you for installment 1 is named
1 011922, Duran 100121-101421, 446
Link is here: https://bellevueschooldistrict.box.com/s/t72bhui3rzqewyso6ykgmgtry9z50qnm

You must retrieve these records within 30 days, that is, on or before February 18, 2022.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

From: Bellevue School District

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From: Bellevue School District

PRR 11022021-Anon
Dear Requestor:
On behalf of the Bellevue School District, I am making a second installment in response to your request for records. You requested emails to be produced in reverse chron order, in 6 month blocks, to/from/cc the following persons in this following order:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Chief Communications and Engagement Officer, Janine Thorn
Director Equity and Strategic Engagement, Shomari Jones
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
District 1 School Board Member Sima Sarrafan
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
This installment includes emails to/from/cc Superintendent Ivan Duran for the period 10 15 21 through 10 21 2021. It includes 227 messages. The period 10 22 2021 through 11 02 2021 will be the subject of the next installment.

The records are being produced to you via Box, from which you may retrieve, view, and download records, within 30 days of receipt. A link will be provided to you to access the records in a message that will follow shortly.

Please note that Dr. Duran has not been employed by the District since the spring of 2021. As a result, there are no messages from him in this group. The vast majority of messages are commercial solicitations, newsletters or subscriptions; messages on which Dr. Duran was copied because his name may not have yet been deleted from a distribution group; or messages from persons who did not know of his status.

Your request could be completed more efficiently if you limited the volume of potentially responsive records to retrieve messages that are more likely to be of interest to you. This could be accomplished in a number of ways. For example, you could consider redefining “communications of” to mean “to” or “from” but not “cc”; limiting the number of persons whose communications are sought; limiting the date range; limiting the request to one or more topics of interest; identifying key words; and/or agreeing that commercial solicitations, newsletters, and subscriptions would not be responsive.

Redactions were made to one record in this set, consistent with exemptions set forth in the Public Records Act. Redactions are indicated by blocked out text with an overlying code. I have also attached to this message a Redaction and Exemption Codes chart that explains the basis for the exemptions that applied. If there are any records that contain marked out texts that do not have an overlying code, that is the form in which the record was received by the District.

I estimate the next installment for March 30, 2022.
In order to expedite the District’s response to your request, please consider limiting the request to a reasonable volume that is more likely to be of interest to you, as suggested above.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

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