January 2017 Email Metadata (Information Technology, Maine)

Matt Chapman - Free Our Info, NFP filed this request with the Bureau of Technology Services of Portland, OR.
Tracking #

C075205-080118

Multi Request January 2017 Email Metadata
Est. Completion None
Status
No Responsive Documents

Communications

From: Matt Chapman - Free Our Info, NFP


To Whom It May Concern:

Pursuant to the Oregon Public Records 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 10 business days.

Sincerely,

Matt Chapman

From: Bureau of Technology Services

RE: City Public Records Request of August 01, 2018 Reference # C075203-080118

Dear Taylor,

The City received a Public Records Request from you on August 01, 2018 for the following:
"email information -- see attached"

You have requested a fee waiver from the City of Portland for the fees associated with your public records request.  Your request is complicated enough to require me to complete a cost estimate according to statute.  I want to give you an opportunity to provide more information related to your waiver request while I prepare my estimate.  Please provide the following information to help me evaluate your fee waiver request:

1) How do you or your organization intend to use the information?  (Please answer regarding the specific information requested as opposed to speaking generally regarding information on the general topic requested);

2) How will the information benefit the wider public?  (Please explain how this specific information assists the public given the information already provided to the public on this topic);

3) How do you or your organization intend to disseminate the information to the wider public?
Without responses to all 3 of these questions it may be difficult, or even impossible, to assess whether the requested disclosure is in the public interest because it will primarily benefit the public.
Please also bear in mind that the Bureau providing the records must weigh the public's interest in disclosure against the cost to the public of fulfilling the request without reimbursement.  As part of that balancing of interests, the City may consider the volume of the records requested.  Please discuss whether a more narrowly tailored, and thus less expensive, request could equally meet the public interest.
Sincerely,

JEN CLODIUS
Senior Management Analyst

From: Bureau of Technology Services

Dear Taylor:

The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on August 01, 2018 and given the reference number C075203-080118 for tracking purposes.

Record Requested:  email information -- see attached

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.

You can monitor the progress of your request at the link below.  Thank you for using the Portland Public Records Request Center.
To monitor the progress or update your request click here:
Portland Public Records Request Center (https://PORTLANDOR.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=75203&coid=)

From: Bureau of Technology Services

Dear Matt:

The City of Portland acknowledges receipt of your Public Records Request.  Your request was received in this office on August 01, 2018 and given the reference number C075205-080118 for tracking purposes.

Record Requested:  email records -- see attached

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.

You can monitor the progress of your request at the link below.  Thank you for using the Portland Public Records Request Center.
To monitor the progress or update your request click here:
Portland Public Records Request Center (https://PORTLANDOR.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=75205&coid=)

From: Bureau of Technology Services

RE: City Public Records Request of August 01, 2018 Reference # C075205-080118

Dear Matt,

The City received a Public Records Request from you on August 01, 2018 for the following:
"email records -- see attached"

You have requested a fee waiver from the City of Portland for the fees associated with your public records request.  Your request is complicated enough to require me to complete a cost estimate according to statute.  I want to give you an opportunity to provide more information related to your waiver request while I prepare my estimate.  Please provide the following information to help me evaluate your fee waiver request:

1) How do you or your organization intend to use the information?  (Please answer regarding the specific information requested as opposed to speaking generally regarding information on the general topic requested);

2) How will the information benefit the wider public?  (Please explain how this specific information assists the public given the information already provided to the public on this topic);

3) How do you or your organization intend to disseminate the information to the wider public?
Without responses to all 3 of these questions it may be difficult, or even impossible, to assess whether the requested disclosure is in the public interest because it will primarily benefit the public.
Please also bear in mind that the Bureau providing the records must weigh the public's interest in disclosure against the cost to the public of fulfilling the request without reimbursement.  As part of that balancing of interests, the City may consider the volume of the records requested.  Please discuss whether a more narrowly tailored, and thus less expensive, request could equally meet the public interest.
Sincerely,

JEN CLODIUS
Senior Management Analyst

From: Bureau of Technology Services

--- Please respond above this line ---

RE: City Public Records Request of August 01, 2018 Reference # C075205-080118

Dear Matt,
The City received a Public Records Request from you on August 01, 2018 for the following: "email records -- see attached" The City does not produce reports containing the information you requested. The public records law only provides a process for the public to request existing records of the City. The Oregon Attorney General's Public Records and Meetings Manual explains:  "The Public Records Law does not impose on public bodies the duty to create public records.  Public bodies are not required to create a record to disclose the "reasoning" behind their actions, or other "knowledge" their staff might have.  Nor does the Public Records Law require public bodies to explain or to answer questions or provide legal research or analysis about their public records."
The City now considers your request fulfilled and it will be closed.  Please note, messages on closed requests are not monitored.
Sincerely,
JEN CLODIUS
Senior Management Analyst 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
To monitor the progress or update your request click here:
Portland Public Records Request Center (https://www.portlandoregon.gov/66961?qaframe=CustomerIssues.aspx)

Files

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