FOIA - Shared Mailboxes (email) (Portland Police Bureau)

Dear J:

The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on November 13, 2022 and given the reference number S253518-111322 for tracking purposes.

Record Requested:  To Whom It May Concern:

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

A CSV export of your agency's Shared Mailboxes (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/about-shared-mailboxes?view=o365-worldwide for more info ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Date Created

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox -ResultSize Unlimited -RecipientTypeDetails SharedMailbox | Select Name,PrimarySmtpAddress,WhenCreated | Export-CSV -Path .\SharedMailboxes_$((Get-Date).ToString('MM-dd-yyyy_hh-mm-ss')).csv

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 business days.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/
At this time, the City is uncertain whether it is the custodian of the requested record.  The City will review your request to determine if it has responsive records.  The City will then gather an estimate of the costs to provide copies of requested public records for which the City does not claim an exemption from disclosure.  The City is permitted to charge its actual costs to provide records.  Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure.

Please be advised that a pre-payment from you may be required.  If a pre-payment is required, you will receive a separate notice with instructions.  You may click here to access the payments page.
You can monitor the progress of your request at the link below. Responding to individual inquires by phone or email diverts the staff from responding to requests and may further delay your receipt of records. Thank you for using the Portland Public Records Request Center. Please note that the Police Bureau is currently experiencing a significant backlog of public records requests (both electronic and hardcopy requests).  Please expect your request to take up to 12 weeks to be processed.  For status updates concerning your public records request please refer to the Portland Public Records Request Center via the link below.  While we cannot expedite every request, if you have an urgent need for the record such as a court date or an issue involving identity theft, please call the Police Bureau directly at (503) 823-0756.  Thank you for your patience.

RE:  Public Records Request#: S253518-111322

Dear J Ader,

PAYMENT DUE

The City may be the custodian of at least some of the requested public records and a payment is due to continue processing this request. Please log into the Portland Public Records Request Center to pay these fees.

Fees include research time to locate and analyze the requested records, even if no records are located or if the requested records are determined to be exempt from disclosure. We will not be working on your request until we receive the payment.

Please log in to the Portland Public Records Request Center (copy and right click this link to open it in your browser) and make a payment on this request. (https://u8387778.ct.sendgrid.net/ls/click?upn=6HtRfOYLt5fXvpttM-2FU1HXmoon8bUdJMgoBOcXKIVU9keNvX1HNdQuvpsNvE6HJpNsLA6JExeDLvu8UisAabR4VqH46oZBNVOt4Kts53wgvHTpAHQByhcARSryuUajBEmhsn_ntLjDSPwM1kRHIw1x4NN42xzcU-2F4t8842A9H1F1ySN2oA3EFsnsD2w19Oc0zS6lPOy3YKiaAROczf-2F-2FUIUXdX5-2BAWJKFHCLyk8QPx-2FAf6ngVFntySwPE4vScDxYS5V83ja0Gj1wGiMA-2FEUT0BfVzco9kjOc8XuL-2BoJM-2F8ZoBAAMKQT-2BHvRZmcwWOyuT3SZSLZLYzbKAdWkL7eD4SXI8JNWooNj5ySMolmbU9h93ZYyIyZykbBT8KFaSGjsgC4XnwyYRQt27FAtqfbiyG-2FSk4yFE3Vj989agNkZxmuvIzrSOPKcD6tN9bxZLbj2B24VZcearUngK5yTWJVA-2FVEgPMlqTAa-2BQbK-2FJi2NWKnVKbHgU0-2BPD6PJiMwljBbVnadGfXw-2BqMNIdPok3OVXfji-2F3v4w-3D-3D)

You may pay by electronic check or credit card by going to "My Public Records Request Center" and select "View My Invoices." Then scroll to find your open invoice and select "Make Payment." Follow the screen prompts to make a payment.

Due to the current state of emergency, most City offices are not staffed. Consequently, if you mail a check it could delay the response time and it is preferable that you use the online payment portal to make an electronic payment. However, if you need to mail a check, please reply to this message and ask for the correct address. Please be sure and provide your Reference Number (S253518-111322) on your check.

Please be advised that pursuant to ORS 192.329(3)(b) and (4)(b), your public records request will be closed if payment is not received within sixty (60) days of this invoice.


Sincerely,

PPB Queue

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*Please see this Answer for more information:  A006257-010816 If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov

--- Please respond above this line ---

RE: Police General Records Request of November 13, 2022 Reference # S253518-111322

Dear J,
The City received a Public Records Request from you on November 13, 2022 for the following: "To Whom It May Concern:

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

A CSV export of your agency's Shared Mailboxes (see https://learn.microsoft.com/en-us/microsoft-365/admin/email/about-shared-mailboxes?view=o365-worldwide for more info ) including the following parameters for every shared mailbox:

- Primary SMTP Address
- Date Created

A simple way to retrieve this is by having a member of IT (such as a System Administrator) run the following command in Exchange Online PowerShell (if email is hosted in a Microsoft Exchange environment):

Get-Mailbox -ResultSize Unlimited -RecipientTypeDetails SharedMailbox | Select Name,PrimarySmtpAddress,WhenCreated | Export-CSV -Path .\SharedMailboxes_$((Get-Date).ToString('MM-dd-yyyy_hh-mm-ss')).csv

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 business days.

Sincerely,

J Ader

Upload documents directly: https://www.muckrock.com/ Please be advised that pursuant to ORS 192.329(3)(b) and (4)(b), your public records request is closed due to lack of communication or payment from you.  The City requested a deposit on this request and has not received either payment or communication from you in over 60 days.  This request is now closed.  Please be advised that the City of Portland does not monitor requests that have been closed.  If you are still in need of these records, please log on to the City of Portland Public Records Request Center and re-submit your request. Please note, messages on closed requests will not be monitored. If you believe this request was closed in error, you may send an email with the request number to prrhelp@portlandoregon.gov.
Sincerely,
PPB Queue If you are having technical difficulties with the website, please contact the website administrator by phone or email.  (503) 823-6040 or prrhelp@portlandoregon.gov Ability to Appeal:
If you were denied the right to inspect or to receive a copy of any public record of the City of Portland you may seek review of the public body's determination pursuant to ORS 192.411, 192.415, 192.418, 192.422, 192.427 and 192.431.