January 2017 Email Metadata (Information Technology, Mississippi)

Matt Chapman filed this request with the Information Technology, Mississippi of Jackson, MS.
Est. Completion None
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Payment Required

Communications

From: Matt Chapman


To Whom It May Concern:

Pursuant to the Mississippi Public Records Act, 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
5. Time
6. Date

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 7 business days, as the statute requires.

Sincerely,

Matt Chapman

From: Information Technology, Mississippi

Good Afternoon Matt,
I apologize for the delay in my response, I was out after the holiday. I need to meet with my team to discuss the scope of your request and get back with you on specifics.

Please note that your request is very broad and could be costly. In accordance with the ITS Public Records Policy and Procedures, ITS must receive the initial fee of $70 to begin processing your custom request. We do not accept personal checks but we do have an On-Line Public Record Request Payment application that will allow a faster response to your request when payment is made online. The link is: https://www.ms.gov/its/public_record_request.

The initial $70 fee is to cover the first hour of staff time involved in evaluation and research of the request. This payment is non-refundable and is applied toward the total cost of filling the public records request. ITS will provide you a cost estimate of additional charges for fulfilling your public records request after we know what can specifically be provided.

I recommend you review the ITS Public Records Policy and Procedures for further information, it is located in the Procurement Handbook (Page 154) on the ITS website. http://www.its.ms.gov/Pages/default.aspx

I will be back in touch.
Sincerely,

Jeanette Crawford
Public Records Officer
601-432-8179

Jeanette Crawford, CPM
ISS Process Specialist
MS Department of Information Technology Services
601-432-8179 | www.its.ms.gov<http://www.its.ms.gov>

[cid:fb-art_8181574a-8998-4085-abc5-d2c8e5d343bf.png]<https://www.facebook.com/msdeptofits/> [cid:tSS3tIit_ba9033dd-659b-4546-87d5-93165d35442c.jpg] <https://twitter.com/MSDeptofITS> [cid:LinkedIn_f3033ad1-d550-4a8a-b02a-c23a72ebf911.png] <https://www.linkedin.com/company-beta/1199501>

[cid:emaillogo96test_99eb6171-e434-443d-a486-e1901a5cc0d3.jpg]<http://www.its.ms.gov/>

DISCLAIMER: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited

From: Information Technology, Mississippi

Good Afternoon Matt,
Once ITS has received your initial fee of $70 we would retrieve the data you requested for January 2017. If you could provide your tips or documentation on how to retrieve this information that would be helpful.

Let me know if you have any questions.
Sincerely,

Jeanette Crawford, CPM
ISS Process Specialist
MS Department of Information Technology Services
601-432-8179 | www.its.ms.gov<http://www.its.ms.gov>

[cid:fb-art_8181574a-8998-4085-abc5-d2c8e5d343bf.png]<https://www.facebook.com/msdeptofits/> [cid:tSS3tIit_ba9033dd-659b-4546-87d5-93165d35442c.jpg] <https://twitter.com/MSDeptofITS> [cid:LinkedIn_f3033ad1-d550-4a8a-b02a-c23a72ebf911.png] <https://www.linkedin.com/company-beta/1199501>

[cid:emaillogo96test_99eb6171-e434-443d-a486-e1901a5cc0d3.jpg]<http://www.its.ms.gov/>

DISCLAIMER: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited

From: Matt Chapman


To Whom It May Concern:

Please find enclosed a check for $70.00 to satisfy the fee associated with the attached public records request.

Thank you.

From: Matt Chapman

Thank you - a $70 check is on its way. Could you please provide me with information on the email system that your department maintains? I will find the relevant documentation.

From: Information Technology, Mississippi

We use Exchange Online or Office 365.

Jeanette Crawford, CPM
ISS Process Specialist
MS Department of Information Technology Services
601-432-8179 | www.its.ms.gov<http://www.its.ms.gov>

[cid:fb-art_8181574a-8998-4085-abc5-d2c8e5d343bf.png]<https://www.facebook.com/msdeptofits/> [cid:tSS3tIit_ba9033dd-659b-4546-87d5-93165d35442c.jpg] <https://twitter.com/MSDeptofITS> [cid:LinkedIn_f3033ad1-d550-4a8a-b02a-c23a72ebf911.png] <https://www.linkedin.com/company-beta/1199501>

[cid:emaillogo96test_99eb6171-e434-443d-a486-e1901a5cc0d3.jpg]<http://www.its.ms.gov/>

DISCLAIMER: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited

From: Matt Chapman

Neat! Here you go:

0. Username must have access to search and export eDiscovery reports. If not, your IT department should have access to either grant the required permissions, or run through these steps themselves.
1. From Internet Explorer, log into https://protection.office.com/.
2. Navigate to "Search & Investigation" -> "eDiscovery" and create a new case.
3. Open the case, then create a new search through "Search" -> "New search"
4. Add a "Type" condition and select, "E-mail messages".
5. Under "Locations" -> "Specific locations" -> "Modify...".
6. Toggle the location that includes "Exchange email" and click "Save".
7. Click "Save & run" and give the search a name.
8. Navigate to "More" -> "Export results", then select the following options:
-Output options: "All items, excluding [...]"
-Export Exchange content as: "Individual messages"
9. Navigate to Export -> "[Name of export]_Export".
10. Click "Download results" and launch the "Unified Export Tool".
11. Paste the export page's "Export key" into the tool's key field.
12. Choose a save location and click "Start"
13. Open "results.csv" from the saved location.
14. Delete all columns that are not the requested metadata and save.

(Please note that depending on the size of the csv files, this may need to be done in batches through the use of a date or sender/receiver conditional within the search query. Similar can be said about filtering down to just your office's department's email addresses.)

From: Information Technology, Mississippi

Thank you for the information. However, ITS cannot begin the process of gathering the information you requested until we have received your initial fee of $70.00. I will let you know when I have received the $70 check you stated you have mailed.

Sincerely,

Jeanette Crawford, CPM
ISS Process Specialist
MS Department of Information Technology Services
601-432-8179 | www.its.ms.gov<http://www.its.ms.gov>

[cid:fb-art_8181574a-8998-4085-abc5-d2c8e5d343bf.png]<https://www.facebook.com/msdeptofits/> [cid:tSS3tIit_ba9033dd-659b-4546-87d5-93165d35442c.jpg] <https://twitter.com/MSDeptofITS> [cid:LinkedIn_f3033ad1-d550-4a8a-b02a-c23a72ebf911.png] <https://www.linkedin.com/company-beta/1199501>

[cid:emaillogo96test_99eb6171-e434-443d-a486-e1901a5cc0d3.jpg]<http://www.its.ms.gov/>

DISCLAIMER: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. This message contains confidential information and is intended only for the individual named. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited

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