Request for Email Metadata (Information Technology)
| Tracking # |
19-204 |
| Multi Request | Request for Email Metadata |
| Submitted | Jan. 25, 2019 |
| 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 email accounts under the management of this city, please provide me the following information for all emails sent and received during January, 2019:
1. From address
2. To address
3. bcc addresses
4. cc addresses
5. Time
6. Date
E-mail metadata is trivially exportable from the IT infrastructure of any modern e-mail archiving or data retention system - such as Microsoft Outlook 365, Google, Datacove, etc. - and should be deliverable in a .CSV, .XLS, or other machine readable format.
Please note that I am not requesting the contents of each email. E-mail metadata does not include the contents of the specified e-mails, thus do not need individual review for redaction.
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 - Free Our Info, NFP
From: Information Technology
Mr. Chapman:
Are you requesting all emails sent/received by every City employee during January 2019? If so, then please confirm, otherwise, please clarify your request "for all email accounts under the management of this city."
Sincerely,
Amy Johnson
Deputy City Recorder
City of Salem
555 Liberty Street SE, Rm. 205
Salem, OR 97301
503-588-6091
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~WRD000
From: Matt Chapman
Yes, that is what I'm looking for.
Matt
From: Information Technology
Regarding your request for records:
1. Are you interested in ALL emails sent to City employees, including those which IT routinely filters out (i.e. spam)?
2. I see that your location is Massachusetts, so I just want to be sure you're aware that this office is in Oregon. Sometimes the Salems get mixed up.
Please let me know how you'd like us to proceed. Thanks.
Debbie Kees
Legal Assistant
City of Salem Legal Department
555 Liberty St SE #205
Salem OR 97301
503-588-6003
[cid:image002.jpg@01D4B711.C7C34FE0]
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This e-mail transmission, including any and all attached documents, contains communication intended to be private between the sender and the addressee. They may contain privileged attorney/client communications, and are intended for the sole use and benefit of the addressee. Should this e-mail be intercepted or misdirected, or should a copy come into the possession of anyone other than the addressee without the consent of either the sender or the addressee, please notify the sender at once and destroy all copies of this e-mail in your possession. If you are not the addressee or otherwise authorized by the sender or addressee to have a copy of this e-mail, any disclosure, copying, distribution, or other use of this transmission or the information it contains is strictly prohibited.
From: Matt Chapman
1. Yes, all.
2. Yes, I sent to the right Salem. :)
From: Information Technology
PUBLIC RECORDS REQUEST #19-204
Our office received your request for records and will process your request according to the policy detailed on the City's website at http://www.cityofsalem.net/Pages/public-records-policy.aspx.
In response to your public records request:
__X__ The City is the custodian of (maintains) the requested record(s).
_____ The City is not the custodian of the requested record(s).
_____ The City is uncertain whether it maintains the requested record(s).
_____ The City requests the following clarification: ________
Staff from the IT Department indicate that, because the City's email system retains filtered emails (spam) for only a few days, we will be able to provide only the information from those records still in existence. Also, attorney review will be required in order to determine if there is any information that may not be released, based on the Oregon Revised Statutes exemptions (for example, client confidentiality).
The cost estimate is as follows:
$326.56 4 hr staff time @ $81.64/hr
$ 91.06 Review time by Asst City Attorney @ $91.06/hr
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$417.62 Total
The City accepts cash and checks for public records requests. Remit payment to:
City of Salem
City Recorder
555 Liberty St SE #205
Salem OR 97301
Note: If you pay in person, our office hours are from 8:00 a.m. to 5:00 p.m., and we are closed from noon to 1:00 p.m. Once payment has been received, staff will proceed with compiling the records for your request.
If the records are copyrighted, the City will require you to complete a release form before documents can be released. I will email you if this applies to your request.
If the deposit amount is greater than the actual fees, a refund will be issued to you. If the deposit amount does not cover actual fees, you will be requested to submit additional funds.
Debbie Kees
Legal Assistant
City of Salem Legal Department
555 Liberty St SE #205
Salem OR 97301
503-588-6003
[cid:image001.jpg@01D4B8B8.E0B5A180]
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This e-mail transmission, including any and all attached documents, contains communication intended to be private between the sender and the addressee. They may contain privileged attorney/client communications, and are intended for the sole use and benefit of the addressee. Should this e-mail be intercepted or misdirected, or should a copy come into the possession of anyone other than the addressee without the consent of either the sender or the addressee, please notify the sender at once and destroy all copies of this e-mail in your possession. If you are not the addressee or otherwise authorized by the sender or addressee to have a copy of this e-mail, any disclosure, copying, distribution, or other use of this transmission or the information it contains is strictly prohibited.
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image001
From: Information Technology
In response to your public records request no. 19-204:
On January 30th, 2019 we emailed you information a cost estimate required in order to fulfill your request for records. We have not received any type of communication or confirmation that you would like to proceed with this request. If you are still interested in receiving these records, please provide the payment required to our office by March 29th. After that time, if we have not received any communication, we will assume you are no longer interested and will close your request without providing the records.
Thank you.