Email retention policies (Humboldt County District Attorney)
| Tracking # |
23-161 |
| Multi Request | Email retention policies |
| Submitted | Feb. 17, 2023 |
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Communications
From: Chad Loder
To Whom It May Concern:
Pursuant to the California Public Records Act, I hereby request the following records:
Hello, pursuant to California's Public Records Act, I am looking for the following:
1. The District Attorney's general retention period for emails. I will accept a plain and simple explanation of the email retention period in lieu of production for this numbered item.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition.
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023
7. Information sufficient to determine how the DA's office performs email searches when searching for public records. I would like to understand what kinds of keyword searches can be performed, especially advanced or so-called "boolean" searches.
8. Information sufficient to determine the technical limitations of the aforementioned system(s) for searching emails when it comes to searching and exporting results, such as the maximum number of records that can be exported for a single search and the maximum file size that can be exported for a single search.
9. Information sufficient to determine the processes and tools used by the DA's office to redact sensitive information before returning records. I do not need policy documents that explain the legal bases for redacting; only the records that explain HOW redaction is carried out.
For numbered items 7, 8, and 09, production should include, without limitation, technical manuals, vendor documentation, trainings, FAQs, and tutorials.
If any of these items are maintained in electronic format, that's the format I need them in.
This request is made for noncommercial purposes and in the public interest.
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 calendar days, as the statute requires.
Sincerely,
Chad Loder
From: Humboldt County District Attorney
Humboldt County
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Your first Humboldt County record request (request number #23-161) has been submitted.
It is currently unpublished and is not available for the general public to view.
Dear Requester,
Thank you for submitting your request for public records. The county takes seriously its responsibility to providing access to records concerning the conduct of the people's business. The county has received your request for public records and will respond to you within the required timelines pursuant to California Government Code 6250.
If you have questions or concerns related to your request, please contact the Humboldt County Administrative Office at 707-445-7266 or CAO@co.humboldt.ca.us.
Request #23-161.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Humboldt County District Attorney
Humboldt County
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A message was sent to you regarding record request #23-161:
Dear Chad,
The county is in the process of locating potentially responsive records for this request and will respond to your request again on Friday, March 17.
If you have any questions or concerns, please contact me by responding to this email or calling the number below.
Thank you,
Cati Gallardo
Public Information Specialist
County Administrative Office
707-445-7266
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Humboldt County District Attorney
Humboldt County
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A message was sent to you regarding record request #23-161:
Dear Chad,
The county is still in the process of locating potentially responsive records for this request and will respond to your request again on Friday, March 31.
If you have any questions or concerns, please contact me by responding to this email or calling the number below.
Thank you,
Cati Gallardo
Public Information Specialist
County Administrative Office
707-445-7266
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Humboldt County District Attorney
Humboldt County
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Documents have been released for record request #23-161 along with the following message:
Dear Chad,
Thank you for submitting your request for public records. Below are responses to items 1, 7 and 8 in your request.
Item 1: The official retention policy is to retain transitory records, such as email, for a 2-year period.
Item 7: The first link below shows how searches are conducted, and the second link explains the operands and Boolean logic:
The links above have also been disclosed in the folder labeled “Batch 1” in document section of this request.
The above link has also been disclosed in the folder labeled “Batch 1” the document section of this request.
The county will respond to your request again on Friday, March 31.
Thank you,
Cati Gallardo
Public Information Specialist
County Administrative Office
707-445-7266
Document links are valid for one month.
After April 22, you will need to sign in to view the document(s).
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Humboldt County District Attorney
Humboldt County
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Documents have been released for record request #23-161 along with the following message:
Dear Requestor,
The county has located records that are responsive to your request, and you can inspect them by logging in to your NextRequest account.
Pursuant to Welfare and Institution Code 827.12 all Juvenile records have been redacted. The redaction process is carried out by utilizing Adobe Pro computer application redaction tool.
If you have any questions or concerns, please contact our by responding to this email or calling the number below.
Humboldt County District Attorney's Office
707-445-7411
* Processing Closed Files.pdf
* ShowDeletedCases_Redacted.pdf
* Delete Case 356248.pdf
* Delete Case.pdf
* Case Deletion Request_ PBK# 357323.pdf
* RE_ Delete Case Please!.pdf
* RE_ Person Delete Request_Redacted.pdf
* RE_ Please Delete case 0355367.pdf
* RE_ Please Delete Case# 354140 Stephanson, Aaron WIlliam.pdf
* RE_ Delete case #0354921.pdf
* RE_ Delete case 354988 in PBK Garcia, Pedro Antonio .pdf
* RE_ Delete Case in PBK 0354592.pdf
Document links are valid for one month.
After May 3, you will need to sign in to view the document(s).
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
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From: Humboldt County District Attorney
Humboldt County
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A message was sent to you regarding record request #23-161:
Dear Requestor,
All responsive records have been provided.
Humboldt County District Attorney's Office
707-445-7411
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Humboldt County District Attorney
Humboldt County
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Record request #23-161 has been closed. The closure reason supplied was:
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at Humboldt County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
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