Email retention policies (San Benito County District Attorney)
| Tracking # |
23-56 |
| 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: San Benito County District Attorney
San Benito County
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Your first San Benito County record request (request number #23-56) has been submitted.
It is currently unpublished and is not available for the general public to view.
Thank you for your request. Please be advised that County staff have received your California Public Records Act (CPRA) request. San Benito County takes CPRA requests seriously and will respond in accordance with the law.
The County of San Benito processes public record requests using the NextRequest web portal. We will refer your request to the County agencies or department(s) that may have the documents you request. If necessary, we will contact you for clarification of your request so we can better understand what you are looking for.
The Public Records Act and this website is NOT for asking questions or for requesting that the County take action about some concern. If you have a question, please submit it to the county department involved or to the County's Public Information Officer at sbcpio@cosb.us.
You will receive a response within the next 10 days. We will determine whether your request seeks copies of disclosable records in the County's possession. If records are exempt or contain privacy-protected information that must be deleted before being released, we’ll let you know. The County may need an extension of up to 14 days to make these determinations. We’ll make the documents available as soon as reasonably possible. Complex or lengthy requests may take longer to process and produce.
Request #23-56.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at San Benito County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: San Benito County District Attorney
San Benito County
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Documents have been released for record request #23-56 along with the following message:
Thank you for your request for records pursuant to the California Public Records Act, Government Code § 7920, et seq.
After a diligent search County Staff has determined that there are responsive public records. The document(s) have been released and made public on the County's Public Record portal.
Specific answers are below:
1. The District Attorney's Office follows the county-wide retention schedule for e-mails (generally 2 years for substantive e-mails, non-substantive e-mails may be destroyed when no longer needed.)
2. Current Policies and Guidelines may be found in the retention schedule attached.
3. No responsive records.
4. No responsive records.
5. See attached.
6. There are no records relating to this request. Records are deleted in accordance with the attached policy and schedule.
7. County’s software is capable of basic search and limited advanced search (including AND and OR modifiers, date, sender/recipient, etc).
8. No responsive records. Often, the limitation is the staff time it takes to export, classify, review, and release records and not hard drive space requirements. A request may also present inherent, specific technical limitations that are not generally applicable to others.
9. No responsive records.
In the event the County subsequently discovers additional records in its possession that are responsive to your request, the County reserves the right to provide a supplemental response. Please note, the County reserves the right to assert any applicable exemptions or privileges in regard to the release of records.
Should you have any questions, please feel free to contact me via e-mail at ebrar@cosb.us
Sincerely,
Ekam Brar
Deputy County Counsel
* Microsoft Word - DA Policy File Retention.pdf
* Microsoft Word - DA Policy File Retention.pdf
Document links are valid for one month.
After April 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 San Benito County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: San Benito County District Attorney
San Benito County
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Record request #23-56 has been closed. The closure reason supplied was:
All records have been released, and your request has been fulfilled
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at San Benito County.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: San Benito County District Attorney
San Benito County
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Record request #23-56 has been published and is now available for public view.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at San Benito 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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