Email retention policies (Plumas County District Attorney)

Dear Mr. Loder-
Thank you for your request under the California Public Records Act (CPRA). Please see my responses below, in red, and in the attached document.
Respectfully yours,

[cid:image001.jpg@01D946C9.782AC520]
David Hollister
District Attorney
Plumas County
520 Main Street, Room 404
Quincy, California 95971
(530) 283-6303

"From: requests@muckrock.com <requests@muckrock.com>
Sent: Tuesday, February 21, 2023 5:52 AM
To: Hollister, David <DavidHollister@countyofplumas.com>
Subject: California Public Records Act Request: Email retention policies (Plumas County District Attorney)

CAUTION: This email originated from OUTSIDE THE ORGANIZATION. Do not click links or open attachments unless you recognize the sender and know the content is safe.

February 21, 2023

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. Our email is managed by the Plumas County IT Dept. Their Director is Greg Ellingson and their email is gregellingson@countyofplumas.com.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition. Please see the attached document concerning “File Purging Policy.”
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records. No such record exists.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office No such record exists. As an aside, it is my understanding the document you are requesting is used by agencies of the state of California.
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents Please see the attached document and response to #2.
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023 No such record exists.
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. The Plumas County District Attorney’s Office uses Microsoft as its email platform. This question is under the province of the IT Dept. Please see the response to questions #1.
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. Please see the answer to question #1.
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. Redaction occurs by hand and at the direction of a prosecutor.

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

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