Email retention policies (Amador County District Attorney)

Dear Mr. Loder,

I have received your California Public Records Act request sent via email
on February 21, 2023. Our response is as follows.

1. The District Attorney's general retention period for emails.

We have no responsive documents, however, I would direct you to the Amador
County IT Department located at 810 Court Street, Jackson, CA 95642. (209)
223-6591. They may have the information you seek.

2. The District Attorney's office current policies and guidelines related
to records management, retention, and disposition.

We have no responsive documents, however, we are in the very early phases
of developing a records retention policy.

3. The current, complete Master Records Schedule for the District
Attorney's office, or equivalent master index of records.

We have no responsive documents, however, as it applies to office emails, I
would direct you to the Amador County IT Department.

4. The most recent version of the California State form STD. 70 for the
District Attorney's Office.

We have no responsive documents, however, as it applies to office emails, I
would direct you to the Amador County IT Department.

5. The current Department Retention File plan for the District Attorney's
Office. or equivalent documents.

We have no responsive documents, however, we are in the very early phases
of developing a records retention policy.

6. All in-house requests to delete or destroy records for the dates Sep 1,
2022 through Feb 17, 2023.

We have no responsive documents.

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.

We have no responsive documents, however, I would direct you to the Amador
County IT Department.

8. Information sufficient to determine the technical limitations of the
aforementioned systems 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.

We have no responsive documents, however, I would direct you to the Amador
County IT Department.

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.

We have no responsive documents, however, for the CPRA requests that the
DA's Office handles in-house, I perform redaction myself. My tools are a
Bic Wite-Out EZ Correct tape and a copy machine. I redact all personal
identifying information such as residential addresses, phone numbers,
social security numbers, CDL numbers, DOBs, FBI numbers, CII numbers, CDCR
numbers, the names of minors, any information exempt due to HIPPA, etc.. I
then make a copy of the redacted requested documents and forward that copy
to the requesting party via either email or USPS.

Sincerely,

Todd D. Riebe
District Attorney