|Submitted||July 4, 2018|
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To Whom It May Concern:
Pursuant to the Iowa Open Records Law, I hereby request the following records:
For all accounts managed by your department, please provide me the following information for all emails sent during January, 2017:
1. From address
2. To address
3. bcc addresses
4. cc addresses
Please note that I am not requesting the contents of each email.
I am more than happy to provide documentation or tips for extracting this information from your mail server if needed. Documentation that I have available include methods using excel, powershell, msaccess, Office 365 eDiscovery tools, and the direct extraction from an exchange database using forensic analysis tools.
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 10 business days, as the statute requires.
Dear Mr. Chapman,
This will confirm receipt of your open records request on behalf of MuckRock News, dated July 5, 2018. Your request has been forwarded to me for response.
According to the policy of the City of Des Moines, the first 15 minutes of staff time towards determining and fulfilling a request is without charge; however, staff time spent on a records search beyond 15 minutes is calculated by multiplying the base hourly wage of all of the employees who work on the request times the number of hours spent on the search to the nearest one-half hour increment. A deposit of one-half of the estimated cost of fulfillment must then be submitted to the City of Des Moines prior to further staff time being expended on the search.
Because your request is very vague and will result in an extremely large data pull, I am sending this email to encourage you to narrow your request. If I understand it right, you are requesting ALL emails for ALL accounts for the month of January 2017. In addition, you are requesting removal of the content, which will add more staff time to fulfill the request. Again, I encourage you to narrow the scope of your request, either by timeframe, email accounts, and/or by providing specific search terms, which will lower the estimate of costs to fulfill. However, if you wish to proceed with your request as is, please let me know.
Once I have clarification of the scope of your request, It is anticipated that an estimate will be available within a week and, once available, it will be forwarded to you for payment. The remainder due will be calculated by the actual amount of time expended to fulfill the request and will be due prior to receiving the documents.
I look forward to receiving clarification of the scope of your request.
Open Records Coordinator
Could you clarify what you mean when you suggest that I am requesting the removal of content? This request is NOT for all emails - only metadata, as I have stated at the bottom of the request. As such, the procedure for extracting this information will be wholly different from a request for emails themselves.
I urge that in your cost estimation and process establishment that you attempt to process this request through the direct help of your IT department. They should have the tools necessary to fulfill my request without the requirement of extensive staff time. As I said - I am more than happy to provide documentation to extract this information in ways that require little manual effort. Please also understand that this request has been fulfilled by many other departments throughout the US without the need for exorbitant costs.
Upon clarification of how your departments plan to continue with this request, I will follow up on the request for narrowing. For now, the original scope of this request remains.
Dear Mr. Chapman,
The City's Information Technology Department estimates fulfillment of your open records request dated July 5, 2018 may take up to five hours of staff time at a base hourly employee wage of $43.16, resulting in an estimated cost of $215.80. Your approval is required to initiate this step by providing payment of 50% of the total estimated cost of staff time to fulfill the request.
Please confirm your continued interest in pursuing your request by sending a check made payable to the City of Des Moines in the amount of $107.90 to my attention: Lisa Mickey, Open Records Coordinator, Des Moines City Hall, 400 Robert D. Ray Drive, Des Moines, Iowa 50309. Once payment is received, a search of any records responsive to your request can begin. The remainder due will be calculated by the actual amount of time required to fulfill the request, along with any production costs, and will be due prior to receiving the documents.
Please be advised that this request will only remain open for 60 days. After 60 days, your request will be closed and you will need to resubmit the request if you decide to proceed at a later date.
Open Records Coordinator