January 2017 Email Metadata (Information Technology, Kentucky)

Matt Chapman filed this request with the Information Technology, Kentucky of Louisville, KY.
Tracking #

8656

Multi Request January 2017 Email Metadata
Est. Completion None
Status
Fix Required

Communications

From: Matt Chapman


To Whom It May Concern:

Pursuant to the Kentucky Open 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 3 business days, as the statute requires.

Sincerely,

Matt Chapman

From: Information Technology, Kentucky

Hello,

This is a commercial purpose request. Per KRS 61.870(4)(a) a Commercial Purposes request is defined as “…the direct or indirect use of any part of a public record or records, in any form, for sale, resale, solicitation, rent, or lease of a service, or any use by which the user expects a profit either through commission, salary, or fee.” Department of Technology charges $41 per hour to process your request.

Please complete, notarize and return the attached form to move forward with your request.

Robin Berry
Louisville Metro Government
Office of Records Compliance
Open Records Division
611 W. Jefferson Street, 2nd Fl.
Louisville, KY 40202
502-574-5247 office
502-588-3121 fax
To submit an open record request: https://louisvilleky.wufoo.com/forms/s1q0ftao0a40wdo/.

From:

Thanks, MATT. This serves to acknowledge receipt of your open records request. Please refer to form ID number 8656 when communicating with Louisville Metro Government. You may expect a response within 3 Metro Government working days, at which time you will be notified when records can be made available, if they are identified to exist.

Open Records Request
Requestor Name * MATT CHAPMAN
Business/Organization Name (If Applicable)
MUCKROCK NEWS
Are you a media organization? *
Yes
Email * 57472-27480568@REQUESTS.MUCKROCK.COM (mailto:57472-27480568@REQUESTS.MUCKROCK.COM)
Address DEPT MR 57472 411A HIGHLAND AVENUE
SOMMERVILLE, MA 02144-2516
United States
Which Metro Government Agency Do You Think Holds the Record(s)?

Information Technology Services
Is this request for an environmental study? *
No
Specific Type of Record *
Other
Will this request require a search of Metro Government emails?
No
Will the Record be used for
Commercial Purposes? (https://louisvilleky.gov/government/management-budget/open-records-commercial-purpose-form) *
Yes
Preference on Review of Records? *
PDF files on Email (if systems allow)
Describe the specific record or records you wish to examine here or submit attachment with record description below: *
PLEASE SEE ATTACHED.
Attach a File
(https://louisvilleky.wufoo.com/cabinet/czd4M2s3/9kYzNnoxzPI%3D/orr_muckrock_news_6518.pdf) orr_muckrock_news_6518.pdf 59.71 kB · pdf

From: Matt Chapman

This is not a commercial request. The information from this request will be made free for the public without any strings attached.

Thank you for your understanding -
Matt Chapman
Free Our Info, NFP

From: Information Technology, Kentucky

Hello,

In response to your request, Department of Technology has no responsive records.

Robin Berry
Louisville Metro Government
Office of Records Compliance
Open Records Division
611 W. Jefferson Street, 2nd Fl.
Louisville, KY 40202
502-574-5247 office
502-588-3121 fax
To submit an open record request: https://louisvilleky.wufoo.com/forms/s1q0ftao0a40wdo/.

From: Matt Chapman

I don't understand. Could you please provide clarification as to why your department does not have any responsive records pursuant to my request? The information that I am requesting is inherently technical, and whose systems are maintained by your department.

Are you suggesting that your department does not maintain any email systems?

From: Information Technology, Kentucky

Hello,

I have received additional information from our Technology department.

Please see the stats from IT below that give the number of emails processed by Metro’s system in a few sample months:

June 2018
Inbound Mail messages: 1,416,348 messages processed
Outbound Mail message: 848,319 messages processed

May 2018
Inbound Mail messages: 1,467,539 messages processed
Outbound Mail message: 869,417 messages processed

April 2018
Inbound Mail messages: 1,442,835 messages processed
Outbound Mail message: 828,389 messages processed

Average Usage over 3 months
Inbound Mail messages: 1,442,341 messages processed
Outbound Mail message: 848,708 messages processed

This would come out to about 2,291,049 email records a month. This would average out to about 104,000 emails per work day.

Robin Berry
Louisville Metro Government
Office of Records Compliance
Open Records Division
611 W. Jefferson Street, 2nd Fl.
Louisville, KY 40202
502-574-5247 office
502-588-3121 fax
To submit an open record request: https://louisvilleky.wufoo.com/forms/s1q0ftao0a40wdo/.

From: Matt Chapman

Thank you for the email. Please understand that I am not requesting the contents of the emails themselves - only the metadata from each. As such, the work required to fulfill this request should take into consideration that any work required is wholly different from a request for any emails themselves.

Is your email response suggesting that the work required to fulfill my request would be unduly burdensome? If so, I would like to ask that you consider that there are many technical methods that are available to limit the extent of work required for my request.

Please let me know,
Matt Chapman
Free Our Info, NFP

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