FOIA - Email Aliases (Office of Emergency Management and Communications)

Dear J:

Thank you for your interest in information from the Office of Emergency Management and Communications (OEMC). Your FOIA request has been received and is being processed. Your FOIA Center reference number for tracking purposes is: F231364-030923
You have requested the following records: To Whom It May Concern:

Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:

A CSV export of your agency's Email Aliases (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Name of the alias
- Name of Mailbox

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox | Select-Object DisplayName,RecipientType,PrimarySmtpAddress, @{Name="Aliases";Expression={$_.EmailAddresses | Where-Object {$_ -clike "smtp:*"}}} | Export-Csv ./email_aliases.csv

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

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 5 business days, as the statute requires.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/
The Office of Emergency Management and Communications (OEMC) responds to all public records requests in accordance with the Illinois Freedom of Information Act (FOIA), 5 ILCS 140/1 et seq.  If further time is needed to assemble and copy all documents responsive to your FOIA request, we will contact you with a time estimate and a request to extend. You can monitor the progress of your request at the link below and you’ll receive an email when your request has been completed. Thank you for using the Chicago FOIA Center.

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FFICE OF MERGENCY ANAGEMENT ND OMMUNICATIONS
CITY OF CHICAGO 03/16/2023 RE: FOIA Request #F231364-030923                                                    PENDING J Ader requests@muckrock.com MuckRock News, DEPT MR142373 263 Huntington Ave Boston, MA 02115
Dear J Ader:
On behalf of the Office of Emergency Management and Communications (OEMC), I am responding to your Freedom of Information (FOIA) request that our office received on March 09, 2023, wherein you requested the following information: "To Whom It May Concern:

Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:

A CSV export of your agency's Email Aliases (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Name of the alias
- Name of Mailbox

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox | Select-Object DisplayName,RecipientType,PrimarySmtpAddress, @{Name="Aliases";Expression={$_.EmailAddresses | Where-Object {$_ -clike "smtp:*"}}} | Export-Csv ./email_aliases.csv

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

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 5 business days, as the statute requires.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/
At this time, we are seeking an extension of five (5) additional working days for one or more of the following reasons: ( )          The requested records are stored in whole or in part at other locations than the office having charge of the requested records; ( )          The requested records require the collection of a substantial number of specified records; ( )          The request is couched in categorical terms and requires an extensive search for the records responsive to it; (x)          The requested records have not been located in the course of routine search and additional efforts are being made to locate them; ( )          The requested records require examination and evaluation by personnel having the necessary competence and discretion to determine if they are exempt from disclosure or should be revealed only with appropriate deletions; ( )          The request for records cannot be complied with by the public body within the time limits prescribed by the Freedom of Information Act, 5 ILCS 140/3(c), without unduly burdening or interfering with the operations of the public body; ( )          There is a need for consultation, which shall be conducted with all practicable speed, with another public body or among two or more components of any public body having a substantial interest in the determination or in the subject matter of the request.
Please be aware that the foregoing reason(s) for additional time are found in the Freedom of Information Act, 5 ILCS 140/3(d).
Sincerely, OEMC FOIA
Freedom of Information Officer
Office of Emergency Management & Communications
312-746-9403

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FFICE OF MERGENCY ANAGEMENT ND OMMUNICATIONS
CITY OF CHICAGO 03/23/2023 RE: FOIA Request #F231364-030923                                                    PENDING J Ader requests@muckrock.com MuckRock News, DEPT MR142373 263 Huntington Ave Boston, MA 02115
Dear J Ader: On behalf of the Office of Emergency Management and Communications (OEMC), I am responding to your Freedom of Information (FOIA) request that our office received on March 09, 2023, wherein you requested the following information: "To Whom It May Concern:

Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:

A CSV export of your agency's Email Aliases (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Name of the alias
- Name of Mailbox

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox | Select-Object DisplayName,RecipientType,PrimarySmtpAddress, @{Name="Aliases";Expression={$_.EmailAddresses | Where-Object {$_ -clike "smtp:*"}}} | Export-Csv ./email_aliases.csv

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

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 5 business days, as the statute requires.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/ At this time, we are seeking an extension of five (5) additional working days for one or more of the following reasons: ( )          The requested records are stored in whole or in part at other locations than the office having charge of the requested records; ( )          The requested records require the collection of a substantial number of specified records; ( )          The request is couched in categorical terms and requires an extensive search for the records responsive to it; (x)          The requested records have not been located in the course of routine search and additional efforts are being made to locate them; ( )          The requested records require examination and evaluation by personnel having the necessary competence and discretion to determine if they are exempt from disclosure or should be revealed only with appropriate deletions; ( )          The request for records cannot be complied with by the public body within the time limits prescribed by the Freedom of Information Act, 5 ILCS 140/3(c), without unduly burdening or interfering with the operations of the public body; ( )          There is a need for consultation, which shall be conducted with all practicable speed, with another public body or among two or more components of any public body having a substantial interest in the determination or in the subject matter of the request. Please be aware that the foregoing reason(s) for additional time are found in the Freedom of Information Act, 5 ILCS 140/3(d). Sincerely, OEMC FOIA Freedom of Information Officer Office of Emergency Management & Communications 312-746-9403

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FFICE OF MERGENCY ANAGEMENT ND OMMUNICATIONS
CITY OF CHICAGO 03/30/2023 RE: FOIA Request #F231364-030923                                                    PENDING J Ader requests@muckrock.com MuckRock News, DEPT MR142373 263 Huntington Ave Boston, MA 02115
Dear J Ader: On behalf of the Office of Emergency Management and Communications (OEMC), I am responding to your Freedom of Information (FOIA) request that our office received on March 09, 2023, wherein you requested the following information: "To Whom It May Concern:

Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:

A CSV export of your agency's Email Aliases (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Name of the alias
- Name of Mailbox

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox | Select-Object DisplayName,RecipientType,PrimarySmtpAddress, @{Name="Aliases";Expression={$_.EmailAddresses | Where-Object {$_ -clike "smtp:*"}}} | Export-Csv ./email_aliases.csv

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

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 5 business days, as the statute requires.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/ At this time, we are seeking an extension of five (5) additional working days for one or more of the following reasons: ( )          The requested records are stored in whole or in part at other locations than the office having charge of the requested records; ( )          The requested records require the collection of a substantial number of specified records; ( )          The request is couched in categorical terms and requires an extensive search for the records responsive to it; (x)          The requested records have not been located in the course of routine search and additional efforts are being made to locate them; ( )          The requested records require examination and evaluation by personnel having the necessary competence and discretion to determine if they are exempt from disclosure or should be revealed only with appropriate deletions; ( )          The request for records cannot be complied with by the public body within the time limits prescribed by the Freedom of Information Act, 5 ILCS 140/3(c), without unduly burdening or interfering with the operations of the public body; ( )          There is a need for consultation, which shall be conducted with all practicable speed, with another public body or among two or more components of any public body having a substantial interest in the determination or in the subject matter of the request. Please be aware that the foregoing reason(s) for additional time are found in the Freedom of Information Act, 5 ILCS 140/3(d). Sincerely, OEMC FOIA Freedom of Information Officer Office of Emergency Management & Communications 312-746-9403

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FFICE OF MERGENCY ANAGEMENT ND OMMUNICATIONS
CITY OF CHICAGO 04/06/2023 RE: FOIA Request #F231364-030923 J Ader requests@muckrock.com MuckRock News, DEPT MR142373 263 Huntington Ave Boston, MA 02115
Dear J Ader: On behalf of the Office of Emergency Management and Communications (OEMC), I am responding to your Freedom of Information (FOIA) request that our office received on March 09, 2023, wherein you requested the following information: "To Whom It May Concern:

Pursuant to the Illinois Freedom of Information Act., I hereby request the following records:

A CSV export of your agency's Email Aliases (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/add-another-email-alias-for-a-user?view=o365-worldwide ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Name of the alias
- Name of Mailbox

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox | Select-Object DisplayName,RecipientType,PrimarySmtpAddress, @{Name="Aliases";Expression={$_.EmailAddresses | Where-Object {$_ -clike "smtp:*"}}} | Export-Csv ./email_aliases.csv

The requested documents will be made available to the general public, and this request is not being made for commercial purposes.

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 5 business days, as the statute requires.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/
With respect to your request, your request is considered unduly burdensome because it presumably includes e-mails.  In order to effectively run an email search, the OEMC needs the names or email accounts that you wish searched.  The present email system’s tool set cannot identify the department where an email user works, and therefore, a search cannot be based on a department.  Parameters that would assist the OEMC in conducting an email search include: (1) the e-mail address of the account you wish searched; (2) key words you wish to search for; (3) the e-mail address of each individual’s mailbox, if you seek e-mail correspondence to and from two individuals; and (4) the timeframe to be searched. Also, there is a concern that email viruses consisting of malicious code distributed via email could infect one or more devices.
The OEMC is the Emergency Management for the City of Chicago; therefore, release of sensitive data such as alias emails addresses should not be released to the public.
In the wrong hands, this data can be used with other data (social media) readily found online to accounts to harm to find key details of our emergency staff. Therefore, it is necessary that your FOIA request seeking OEMC Email Aliases be narrowed and clarified.  If you would like assistance in narrowing your request, please contact me, and I will assist you.  Otherwise, as explained above, as your FOIA request is currently drafted, the OEMC is unable to respond to the request. If you agree to narrow and/or clarify your request, you must submit a revised written request to my attention.  The OEMC will take no further action or send you any further correspondence unless and until your current request is narrowed in writing.  If we do not receive your narrowed request within fourteen (14) calendar days of the date of this letter, your current request will be denied. In the event that we do not receive a narrowed request and your current FOIA request is therefore denied, you will have a right of review by the Illinois Attorney General’s Public Access Counselor, who can be contacted at 500 S. Second St., Springfield, IL 62706 or by telephone at (877)-299-FOIA. You may also seek judicial review of a denial under 5 ILCS 140/11 of FOIA.
Sincerely, M. Mason - OEMC FOIA Freedom of Information Officer Office of Emergency Management & Communications 1411 W Madison Chicago IL 60607 312-746-9403