January 2017 Email Metadata (Information Technology, New York)

Matt Chapman - Free Our Info, NFP filed this request with the Department of Information Technology and Communications of New York City, NY.
Tracking #

FOIL-2018-858-00291

Multi Request January 2017 Email Metadata
Due July 11, 2018
Est. Completion Feb. 28, 2019
Status
Awaiting Response

Communications

From: Matt Chapman - Free Our Info, NFP


To Whom It May Concern:

Pursuant to the New York Freedom of Information Law, 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 5 business days, as the statute requires.

Sincerely,

Matt Chapman

From: Department of Information Technology and Communications

Your request FOIL-2018-858-00291 has been successfully submitted to the Department of Information Technology and Telecommunications (DOITT). The details of your request are shown below.

Request Title: January 2017 Email Metadata (Information Technology, New York)
Request Description: Pursuant to the New York Freedom of Information Law, 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 address2. To address3. bcc addresses4. cc addresses5. Time6. DatePlease 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 5 business days, as the statute requires.

Requester's Contact Information



Name:
Matt Chapman

Title:
Not provided

Organization:
Not provided

Email:
requests@muckrock.com (mailto:requests@muckrock.com)

Phone Number:
(617) 299-1832

Fax Number:
Not provided

Street Address (line 1):
Dept. MR57487

Street Address (line 2):
411A Highland Ave.

City:
Somerville

State:
MA

Zip Code:
02144

You can view the request and take any necessary action at the following webpage: https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291)
DO NOT RESPOND TO THIS EMAIL. For information or questions about this request please use the Contact the Agency link on the request page in OpenRecords.

From: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has acknowledged your FOIL request FOIL-2018-858-00291. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) You can expect a response on or about Friday, August 17, 2018.
Please visit
FOIL-2018-858-00291 to view additional information and take any necessary action. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) DO NOT RESPOND TO THIS EMAIL. For information or questions about this request please use the Contact the Agency link on the request page in OpenRecords.

From: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has extended the time to respond to your FOIL request FOIL-2018-858-00291 for the following reasons: (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) You can expect a response on or about Monday, September 17, 2018.
Additional Information:
The Department of Information Technology and Telecommunications is continuing to research and review your request and will need an additional twenty business days to complete the work for this request.
Please visit
FOIL-2018-858-00291 to view additional information and take any necessary action. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) DO NOT RESPOND TO THIS EMAIL. For information or questions about this request please use the Contact the Agency link on the request page in OpenRecords.

From: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has extended the time to respond to your FOIL request FOIL-2018-858-00291 for the following reasons: (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) You can expect a response on or about Tuesday, October 30, 2018.
Additional Information:
There will be a response to this request on October 30, 2018.
Please visit
FOIL-2018-858-00291 to view additional information and take any necessary action. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) DO NOT RESPOND TO THIS EMAIL. For information or questions about this request please use the Contact the Agency link on the request page in OpenRecords.

From: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has extended the time to respond to your FOIL request FOIL-2018-858-00291 for the following reasons: (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) You can expect a response on or about Friday, December 14, 2018.
Additional Information:
There will be a response to this request on December 14, 2018.
Please visit
FOIL-2018-858-00291 to view additional information and take any necessary action. (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) DO NOT RESPOND TO THIS EMAIL. For information or questions about this request please use the Contact the Agency link on the request page in OpenRecords.

From: Matt Chapman - Free Our Info, NFP

Hi - apologies it took me so long to get back to this request.

As we last discussed, I would like to pursue narrowing of this request down to .gov addresses, but would also like to include every email address that the city of New York has also published on its website.

Attached is a file which includes a list of every unique email address that I found on New York City's website through web scraping, which I ran last weekend. The file includes 16,437 email addresses that I was able to extract from nyc.gov and its subdomains. Please review the document and let me know if the inclusion of these email addresses in the responsive records is possible. The first column is for email address, and the second column is the url where the email address was found.

As I've mentioned before, I am able and willing to provide technical support for the review and redaction of so many records. The extent of the support I can provide includes ways that allow the use of the attached file.

In the event that the review of the attached data should be considered unduly burdensome, I am willing to sign an affidavit that indicates that the attached information exclusively comes from nyc.gov and its subdomains.

Thank you, and regards -
Matt Chapman
Free Our Info, NFP

From: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has extended the time to respond to your FOIL request FOIL-2018-858-00291 for the following reasons: (https://a860-openrecords.nyc.gov/request/view/FOIL-2018-858-00291) You can expect a response on or about Wednesday, January 30, 2019.
Additional Information:
There will be a response to this request on January 30, 2019.

From: Matt Chapman - Free Our Info, NFP

Hi - has there been any update with this request?

From: Matt Chapman - Free Our Info, NFP

Here's the documentation. This was given to another department in another state, so pardon any differences in context:

Steps for exporting email metadata from Office 365:
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: Department of Information Technology and Communications

The Department of Information Technology and Telecommunications (DOITT) has extended the time to respond to your FOIL request FOIL-2018-858-00291. You can expect a response on or about Thursday, February 28, 2019.

Additional Information:
The Department of Information Technology and Telecommunications is continuing to research and review your request and will need an additional twenty business days to complete the work for this request.

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