Request for Email Metadata (Information Technology)
| Tracking # |
19-0349, 19-1114 19-0349 |
| Multi Request | Request for Email Metadata |
| Submitted | Jan. 25, 2019 |
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Communications
From: Matt Chapman
To Whom It May Concern:
Pursuant to the Idaho Public Records Act, I hereby request the following records:
For all email accounts under the management of this city, please provide me the following information for all emails sent and received during January, 2019:
1. From address
2. To address
3. bcc addresses
4. cc addresses
5. Time
6. Date
E-mail metadata is trivially exportable from the IT infrastructure of any modern e-mail archiving or data retention system - such as Microsoft Outlook 365, Google, Datacove, etc. - and should be deliverable in a .CSV, .XLS, or other machine readable format.
Please note that I am not requesting the contents of each email. E-mail metadata does not include the contents of the specified e-mails, thus do not need individual review for redaction.
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 - Free Our Info, NFP
From: Information Technology
1/28/2019
This notice is regarding the public records request you made of the City of Meridian on 1/28/2019.
The City does have in its custody the records that you requested. Pursuant to Idaho Code section 74-112, because these records may contain some information exempt from disclosure, the City must separate all exempt records prior to providing you with copies of the nonexempt records. An estimate of the time that will be required to review the records in the City's custody and prepare a response to your request is attached. An estimate of the time that will be required to review the records in the City's custody and prepare a response to your request is attached $17,070.00.
After you have had an opportunity to review this estimate, please contact our offices at cityclerk@meridiancity.org to let us know whether you would like the City to proceed with preparing a response to any or all portions of your request given the estimated fees and time that will be required to do so. Upon your payment of the estimated fees, City staff will begin the process of reviewing and preparing records responsive to your request. If actual costs are less than estimated costs, the City will refund to you the difference in the amount proffered and the City's actual cost. If it is discovered that actual costs are more than the estimated costs, the City will notify you immediately upon such discovery and proceed no further without your approval.
Please let our offices know how you would like to proceed. Upon receipt of your direction, City staff will immediately undertake the task of reviewing responsive records in our custody and preparing a response to your request. I look forward to hearing from you.
Thank you and have a nice day.
City Clerk's Office
City of Meridian
[cid:image001.gif@01D28775.E5632890]<http://www.meridiancity.org/>
Built for Business, Designed for Living
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law,
in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
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image001
From: Matt Chapman
Prior to me asking for you to continue with the request, could you please let me know the following:
1. What will the review and potential redaction process look like? This request is often misinterpreted as being a request for emails, and so fee estimations often reflect that. I want to make sure that that's not the case here.
2. How would your office extract the information for this request? There may be simpler ways to extract the information.
Please understand that I have no intention of causing any undue burden on your agency. As such, I would like to ensure that all routes - technologically or otherwise - are taken prior to starting any work.
From: Information Technology
Dear Sir or Madam:
The records maintained by the City containing the information you requested are e-mail messages. Because these records contain information that is both exempt from disclosure and subject to disclosure, our review and redaction process will include separating the exempt and nonexempt material and making the nonexempt material available to you. We will not extract the information you requested or otherwise edit the responsive records that we provide; rather, upon payment of the estimated fee, we will provide the responsive records in our custody, pursuant to the provisions of the Idaho Public Records Act.
Chris Johnson
Deputy City Clerk | City of Meridian
33 E. Broadway Ave., Meridian, Idaho 83642
Phone: 208.888.4433|Email: cjohnson@meridiancity.org<mailto:cjohnson@meridiancity.org>
[cid:image001.gif@01D28775.E5632890]<http://www.meridiancity.org/>
Built for Business, Designed for Living
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law,
in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
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image001
From: Matt Chapman
The records that I am requesting are distinct and separate from the email messages themselves.
Here is the technical documentation which describes how messages are stored within Exchange, which is used by your city for storing emails: https://msdn.microsoft.com/en-us/library/ee158780(v=exchg.80).aspx . The takeaway from this document is that while a message itself is an object (a record), there are subobjects (also records) for 1. the message body, 2. recipients and sender and 3. attachments. To the extent that you would likely consider an attachment to be a distinct record, despite being a component of an email message in its method of storage, then it follows that the recipient objects of an email would be a distinct record apart from the message themselves.
As the request states, it is a trivial process to use industry-standard software for completing this request. Please let me know if you would like technical assistance with completing this request.
From: Information Technology
Thank you for following up regarding the public records request you made of the City of Meridian on 1/28/2019. We have been able to determine a way to provide records responsive to your request. Pursuant to Idaho Code section 74-112, because these records may contain some information exempt from disclosure, the City must separate all exempt records prior to providing you with copies of the nonexempt records. An estimate of the time that will be required to review the records in the City's custody and prepare a response to your request is attached. An estimate of the time that will be required to review the records in the City's custody and prepare a response to your request is attached $120.00.
After you have had an opportunity to review this estimate, please contact our offices at cityclerk@meridiancity.org<mailto:cityclerk@meridiancity.org> to let us know whether you would like the City to proceed with preparing a response to any or all portions of your request given the estimated fees and time that will be required to do so. Upon your payment of the estimated fees, City staff will begin the process of reviewing and preparing records responsive to your request. If actual costs are less than estimated costs, the City will refund to you the difference in the amount proffered and the City's actual cost. If it is discovered that actual costs are more than the estimated costs, the City will notify you immediately upon such discovery and proceed no further without your approval.
Please let our offices know how you would like to proceed. Upon receipt of your direction, City staff will immediately undertake the task of reviewing responsive records in our custody and preparing a response to your request. I look forward to hearing from you.
Chris Johnson
Deputy City Clerk | City of Meridian
33 E. Broadway Ave., Meridian, Idaho 83642
Phone: 208.888.4433|Email: cjohnson@meridiancity.org<mailto:cjohnson@meridiancity.org>
[cid:image001.gif@01D28775.E5632890]<http://www.meridiancity.org/>
Built for Business, Designed for Living
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law,
in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
-
image001
From: Matt Chapman
To Whom It May Concern:
Please find enclosed a check for $120.00 to satisfy the fee associated with the attached public records request.
Thank you.
From: Information Technology
As we have not received any communication since providing an estimate to you on February 1, 2019, we are now considering this request closed. Should you wish to request records in the future, you may do so through our Public Records Request website at https://meridiancity.org/PRR/. Thank you. City Clerk's Office City of Meridian
City of Meridian
33 E. Broadway Ave., Meridian, Idaho 83642
Phone: 208-888-4433
www.meridiancity.org
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
From: Matt Chapman
Hi - I actually sent the check last night. You should be receiving it soon.
Matt
From: Information Technology
Good morning Matt. To date, we have not received the check you sent on February 11. Since it has been two weeks I wanted to reach out to make you aware. I have checked with our finance department, and they have no record of a check being received. Please let me know if you find the check has been deposited (include a PDF to include the endorsement) and we can locate the missing payment. If it has not been deposited, I would encourage you to check with your financial institution for guidance. If you wish to re-submit payment, I encourage you to be sure the check is addressed to "City of Meridian" with Clerk - PRR in the memo line. The check can be mailed to my attention as follows:
City of Meridian - Clerk's Office
Attn: Chris Johnson/PRR
33 E. Broadway St.
Meridian, ID 83709
Please let me know if you have any questions. We have temporarily closed this request, but will re-open and process your request once payment is received.
Thank you,
Chris Johnson
Deputy City Clerk | City of Meridian
33 E. Broadway Ave., Meridian, Idaho 83642
Phone: 208.888.4433|Email: cjohnson@meridiancity.org<mailto:cjohnson@meridiancity.org>
[cid:image001.gif@01D28775.E5632890]<http://www.meridiancity.org/>
Built for Business, Designed for Living
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law,
in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
-
image001
From: Information Technology
Mr. Chapman, We have received your check and will begin collecting the responsive records. You should receive an initial response no later than end of business on Thursday, March 7. For your records, your new request is number PRR 19-1114. Thank you. Chris Johnson Deputy City Clerk City of Meridian (Idaho)
City of Meridian
33 E. Broadway Ave., Meridian, Idaho 83642
Phone: 208-888-4433
www.meridiancity.org
All e-mail messages sent to or received by City of Meridian e-mail accounts are subject to the Idaho law, in regards to both release and retention, and may be released upon request, unless exempt from disclosure by law.
From: Information Technology
Your request has been processed. Please click the link provided to see the response.
Thank you,
Meridian City Clerk's Office
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