Email system documentation (Department of Correction)

Emma Best filed this request with the Department of Correction of Idaho.
Multi Request Email system documentation
Status
Completed

Communications

From: Emma Best


To Whom It May Concern:

Pursuant to the Idaho Public Records Act, I hereby request the following records:

Documentation describing the email system(s) used by your agency, including the procedures and methods for performing searches of the email system.

I am a member of the news media and request classification as such. I have previously written about the government and its activities, with some reaching over 100,000 readers. As such, as I have a reasonable expectation of publication and my editorial and writing skills are well established. In addition, I discuss and comment on the files online and make them available through non-profits such as the Internet Archive and MuckRock, disseminating them to a large audience. While my research is not limited to this, a great deal of it, including this, focuses on the activities and attitudes of the government itself. As such, it is not necessary for me to demonstrate the relevance of this particular subject in advance.

As my primary purpose is to inform about government activities by reporting on it and making the raw data available, I request that fees be waived.

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 3 business days, as the statute requires.

Sincerely,

Emma Best

From: Department of Correction

Ms. Best:

I have no record of having received a request from on or about June 19, 2018.

I have asked the supervisor of the Idaho Department of Correction's IT team to provide you with the documentation you requested.

Jeffrey F. Ray
Public Information Officer
Idaho Department of Correction and Idaho Department of Juvenile Corrections
208-658-2141
jeray@idoc.idaho.gov<mailto:jeray@idoc.idaho.gov> (preferred)

From: Department of Correction

HI Emma:

I was mistaken about the receipt of your June 19, 2018 request for documentation describing the Idaho Department of Correction's email system and procedures related to its search function.
We did, in fact, receive your request; it went to one of my colleagues.

I apologize.

You will have the records by 5 p.m. Monday.

Jeffrey F. Ray
Public Information Officer
Idaho Department of Correction and Idaho Department of Juvenile Corrections
208-658-2141
jeray@idoc.idaho.gov<mailto:jeray@idoc.idaho.gov> (preferred)

From: Department of Correction

Hi Emma:

The Idaho Department of Correction's response to your records request is below and attached.

Jeffrey F. Ray
Public Information Officer
Idaho Department of Correction and Idaho Department of Juvenile Corrections
208-658-2141
jeray@idoc.idaho.gov<mailto:jeray@idoc.idaho.gov> (preferred)

From: Department of Correction

Hi Emma:

I'm just following gup to make sure you got the Idaho Department of Correction's response to your records request.

Three attachments and a brief description of IDOC's email system below.

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IDOC uses Microsoft's Government Cloud Office 365 for email services. A copy of every email is also stored in an on-premise Barracuda email archiver. As per IDOC Policy 151, emails are retained for 18 months. The Barracuda email archiver and Microsoft's Government Cloud Office 365 Security and Compliance tools provide email search capabilities.

Attachments:

1. Investigation and information request form
2. Policy 151 - Electronic Data Retention
3. Policy 141 - Computing Devices, Electronic Mail, and internet use

[new-sig-raturner]

From: Emma Best

Hi,

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

Sincerely,
Emma Best

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