Request for email metadata (Office of the Governor - Oregon)

Matt Chapman filed this request with the Office of the Governor - Oregon of Oregon.
Est. Completion None
Status
Awaiting Response

Communications

From: Matt Chapman

To Whom It May Concern:

Pursuant to the Oregon Public Records Law, I hereby request the following records:

For all non-personal emails accounts in use by the governor and its staff, please provide me the following information for all emails sent and received between March 5 2018 and March 9, 2018.

1. From address
2. To address
3. bcc addresses
4. cc addresses
5. Time
6. Date

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 would request your response within ten (10) business days.

Sincerely,

Matt Chapman

From: Office of the Governor - Oregon

Hi Matt,
The Office of the Governor has received your March 19, 2018, public records request, which states: For all non-personal emails accounts in use by the governor and its staff, please provide me the following information for all emails sent and received between March 5, 2018 and March 9, 2018:
1. From address
2. To address
3. bcc address
4. Time
5. Date
It is our office policy that all public records requests are submitted using the online public records request form. Every request made through the form is listed on our website in a Public Records Log, available here: http://www.oregon.gov/gov/media/Pages/Public-Records-Log.aspx. The Governor's Office receives many public records requests and therefore uses this online system to track them. For this request, I will enter your information into the form, but to make public records requests of our Office in the future, please use the form.
Based on the language of your request, it sounds like you are seeking a log or spreadsheet of all emails sent to or from all Governor's Office employees during the time frame provided, but the Office of the Governor does not maintain such a log, spreadsheet, or record that reflects that information. I am wondering if you could tell me a little more about what specifically you are interested in.

I am waiving the fees incurred in responding to your request, and closing it on the basis that the Office of the Governor has No Applicable Records Available. However, if you provide more information, I will gladly reopen your request. Let me know if you have any questions.
Thanks,
Emily

Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492

From: Matt Chapman

Hi -

I am requesting information that exists within the database of the email system itself. As your office has responded to requests for emails in the past, I believe that the metadata records themselves are still responsive to my request: https://drive.google.com/file/d/0BzMvBq_LbaUUTkNXWGFBTHZlUVU At a technical level, the records that I am seeking are typically stored in a near identical format as email contents themselves. As such, this request - at a technical level, again - should be treated along the same lines as a request for email bodies and subject lines.

If possible, please reach out to your IT department to confirm this. I can provide any technical documents that further indicate how the information is stored, and technical methods for retrieval.

Please let me know if you have any questions,
Matt Chapman

From: Office of the Governor - Oregon

Hi Matt,

Thanks for the information. I'm looking into it, and will be in touch.
Best,
Emily

Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492

From: Office of the Governor - Oregon

Hi Matthew,

I asked IT, per your request, and am still waiting to hear. Apparently in order to gather the metadata, they need to export the files, but they are having difficulty doing that. It might be easier if the files are smaller - is there some way you are willing to narrow your search, such as by particular employees, using a search term, or a smaller date range? Either way, I will check back with IT and let you know when I know anything.
Thanks,
Emily

Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492

From: Matt Chapman

Sorry, I would like to keep the request as-is. If any technical help is needed, I am more than happy to provide any in the form of powershell scripts, forensic analysis guides to do exactly this, or other technical documentation. Alternatively, and depending on how your email servers are maintained, there may be a need to leverage your IT support contracts.

Thanks and regards,
Matt Chapman

Files