Request for email metadata (Office of the Governor - Oregon)
| Multi Request | Request for email metadata |
| Submitted | March 14, 2018 |
| Est. Completion | None |
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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
-
~WRD000
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Oregon Public Records Law request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response, or if further clarification is needed.
Thanks for your help, and let me know if further clarification is needed.
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
-
~WRD000
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
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Oregon Public Records Law request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response, or if further clarification is needed.
Thanks for your help, and let me know if further clarification is needed.
From: Office of the Governor - Oregon
Hi Matt,
Our IT department is still unable to export the data, and are working with the vendor to resolve the problem. I am keeping in contact with IT, but unfortunately I don't have a timeline for when I will be able to respond to your request. I will keep in touch as I know more, but please feel free to reach out for updates.
Thanks,
Emily
Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492
-
~WRD000
From: Matt Chapman
Thank you for the update!
From: Office of the Governor - Oregon
Hi Matt,
I finally received the email results, but I am unable to retrieve the metadata, therefore I am closing your request on the basis that the Office of the Governor has No Applicable Records Available. I am also waiving the fees incurred in responding to your request.
Thanks,
Emily
Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492
A requester may seek review of the public body's determination that one or more requested records are exempt from public disclosure pursuant to ORS 192.401, 192.411, 192.415, 192.418, 192.422, 192.427 and 192.431.
-
~WRD000
From: Matt Chapman
Could you explain in further detail why you're unable to retrieve the metadata?
From: Office of the Governor - Oregon
Hi Matt,
It turns out the Office of the Governor does not have the necessary software to retrieve the metadata you requested.
Thanks,
Emily
Emily Matasar
Government Accountability Attorney
Office of Governor Kate Brown
(503) 986-3492
-
~WRD000
From: Matt Chapman
Could you go into more detail please? I have over ten years of IT experience and am more than happy to provide either my own technical support, methodologies that do not require specific software, or similar. Please let me know.