Email retention policies (Napa County District Attorney)
| Tracking # |
23-114 |
| Multi Request | Email retention policies |
| Submitted | Feb. 17, 2023 |
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Communications
From: Chad Loder
To Whom It May Concern:
Pursuant to the California Public Records Act, I hereby request the following records:
Hello, pursuant to California's Public Records Act, I am looking for the following:
1. The District Attorney's general retention period for emails. I will accept a plain and simple explanation of the email retention period in lieu of production for this numbered item.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition.
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023
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.
8. Information sufficient to determine the technical limitations of the aforementioned system(s) 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.
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.
For numbered items 7, 8, and 09, production should include, without limitation, technical manuals, vendor documentation, trainings, FAQs, and tutorials.
If any of these items are maintained in electronic format, that's the format I need them in.
This request is made for noncommercial purposes and in the public interest.
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 10 calendar days, as the statute requires.
Sincerely,
Chad Loder
From: Napa County District Attorney
County of Napa
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Your record request #23-114 has been submitted.
It is currently under review and is not available for the general public to view.
Thank you for contacting the County of Napa, CA. We are in receipt of your Public Records Request. Pursuant to Govt. Code section 6253, we anticipate providing you an initial response to your request within 10 days.
Should you have any questions, or if you would like to provide further information or clarification regarding your request, please reply to this email.
Thank you.
As the requester, you can always see the status of your request
by signing in to the County of Napa Public Records Request
site here.
If you haven't already signed in to your account, you may need
to activate your account to sign in.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at County of Napa.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Napa County District Attorney
County of Napa
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Record request #23-114 has been closed. The closure reason supplied was:
We are closing this request because it is a duplicate of a previous request you submitted. Please refer to request number 23-113 at Request 23-113 - NextRequest - Modern FOIA & Public Records Request Software for our response to your request and to download any responsive records.
If you are unable to access the link above, please reply to this email.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at County of Napa.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Napa County District Attorney
County of Napa
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A message was sent to you regarding record request #23-113:
Thank you for your inquiry.
With regard to requests #1-4, we have no responsive records.
With regard to request #5, the District Attorney's Office maintains records pursuant to the attached chart and destroys documents consistent with the charted timelines (which are subject to change contingent on legislative/statutory changes). There are no “in house requests to destroy or delete records” aside from ensuring that records are kept and destroyed in accordance with the law.
With regard to request #6, we have no responsive records.
With regard to request #7-9, we have no responsive records. Please note that the California Public Records Act ensures access to records, which are defined as writings within the possession of a public agency. Your request does not ask for the disclosure of any record, but instead asks us to provide answers to certain questions. We decline to answer interrogatories, but instead treat your requests as asking for records that reflect the information identified in each request. Further, Napa County does not keep this information stored in any database format. Thus, Napa County does not possess any records responsive to your Request.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at County of Napa.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Napa County District Attorney
County of Napa
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A document has been released to you for record request #23-113:
* DA Records Retention revised 3.5.19 .pdf
Document links are valid for one month.
After April 2, you will need to sign in to view the document(s).
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at County of Napa.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
From: Napa County District Attorney
County of Napa
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Record request #23-113 has been closed. The closure reason supplied was:
We have provided all disclosable records responsive to your request. Thus, we have closed your request.
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<em>Questions about your request?</em> Reply to this email or sign in to contact staff at County of Napa.<br></br><em>Technical support:</em> See our <a href='https://help.nextrequest.com/knowledge/requester-resources'>help page</a>
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