April Resolution Emails

JPat Brown filed this request with the City of Cambridge - Public Records Access Officer of Cambridge, MA.
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From: JPat Brown


To Whom It May Concern:

Pursuant to the Massachusetts Public Records Law, I hereby request the following records:

All emails sent or received from Cambridge City Council and staff with any of the keywords "HP", "Hewlett-Packard," and "resolution" for the month of April 2018.

I also request that, if appropriate, fees be waived as we believe this request is in the public interest, as suggested but not stipulated by the recommendations of the Massachusetts Supervisor of Public Records. The requested documents will be made available to the general public free of charge as part of the public information service at MuckRock.com, processed by a representative of the news media/press and is made in the process of news gathering and not for commercial usage.

I expect the request to be filled in an accessible format, including for screen readers, which provide text-to-speech for persons unable to read print. Files that are not accessible to screen readers include, for example, .pdf image files as well as physical documents.

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. I would prefer the request filled electronically, by e-mail attachment if available or CD-ROM if not.

Thank you in advance for your anticipated cooperation in this matter. I look forward to receiving your response to this request within 10 business days, as the statute requires.

Sincerely,

JPat Brown

From: City of Cambridge - Public Records Access Officer

Dear JPat Brown,

I am writing to you with regards to your request regarding: "All emails sent or received from Cambridge City Council and staff with any of the keywords "HP", "Hewlett-Packard," and "resolution" for the month of April 2018."

We will need additional time for this request, and would like to ask for an extension. I attempted to reach you by phone earlier today, and I can be reached at 617.349.4121, if you would like to speak with me in person.

This time is necessary for our technology department to accomplish the necessary search.

Thank you,

Seah

Seah Levy
Public Records Access Officer
City of Cambridge, Law Department
City Hall, 795 Massachusetts Avenue
Cambridge, MA 02139
(617) 349-4121 | Fax: (617) 349-4134
slevy@cambridgema.gov<mailto:slevy@cambridgema.gov>

From: JPat Brown

Seah, hello!
Thanks so much for reaching out - an extension is fine, and if possible please let me know what the estimated completion date will be.

From: City of Cambridge - Public Records Access Officer

Hi JPat,

The problem I am running into involves the broadness of the request. As written, a search for "Hewlett-Packard," "HP" and "resolution" brings back over 7,000 emails, even after de-duplication. "Resolution" on its own brings up over 3,000 emails, often in unrelated newsletters, etc. HP results in thousands of unrelated emails, because it is often used in urls. For all of these emails to be reviewed, we end up with substantial amounts of time, and would need to send out a cost estimate.

Is there any way we can narrow the search? Both in terms of the words being used to search (perhaps some combinations, such as HP AND resolution, or more unusual, less generic words that were related to the topic) and the scope of the time? Was there a particular week, rather than month, that this topic was discussed?

I am working to see if I can find better search combinations on my end as well.

Thank you,

Seah

From: JPat Brown

Seah, hello!
Thanks again for your work on this - can we narrow the search to April 11th-25th, drop the word "resolution" from search terms and just use "Hewlitt Packard" and "HP" and eliminate the duplicates from email chains? Hopefully that'll narrow things quite a bit.
Best,
JPat

From: JPat Brown

Whoops! One quick correction - that was supposed to read "Hewlett Packard" not “Hewlitt Packard”. Sorry for the confusion!
Thanks!
JPat

From: City of Cambridge - Public Records Access Officer

Hi JPat,

What formats are you able to accept records in? Are you familiar with PST files (and how to import them into Outlook), or do you have Adobe Acrobat on your system?

The final production will still be quite large, and I’m attempting to find the best delivery method, rather than thousands of individual emails.

Thank you,

Seah

Seah Levy
Public Records Access Officer
City of Cambridge, Law Department
City Hall, 795 Massachusetts Avenue
Cambridge, MA 02139
(617) 349-4121 | Fax: (617) 349-4134
slevy@cambridgema.gov<mailto:slevy@cambridgema.gov>

From: JPat Brown

Seah, hello!
Thanks for getting to me - Adobe Acrobat is preferred, if possible, but I can work my way around a PST if that's easier on your end.
Appreciate it, and have a great weekend!
JPat

From: City of Cambridge - Public Records Access Officer

Dear JPat Brown,

The response to your public records request dated 10/22/2018 is attached.

Thank you,

Seah

Seah Levy
Public Records Access Officer
City of Cambridge, Law Department
City Hall, 795 Massachusetts Avenue
Cambridge, MA 02139
(617) 349-4121 | Fax: (617) 349-4134
slevy@cambridgema.gov<mailto:slevy@cambridgema.gov>

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From: JPat Brown

Hi,

Thanks so much for your help with this request! I really appreciate it.

Sincerely,
JPat Brown

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