Immediate Disclosure Request - Board Email Audit

Anonymous Person filed this request with the San Francisco County Clerk of San Francisco, CA.
Due May 21, 2019
Est. Completion None
Status
Awaiting Response

Communications

From: Anonymous Person

To Whom It May Concern:

Pursuant to the California Public Records Act, I hereby request the following records:

This is an Immediate Disclosure Request under the San Francisco Sunshine Ordinance, sent on Saturday May 11, expecting response by Tuesday May 14, 2019, CoB.

** Note that this is a public mailbox, and all of your responses (including disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). **

We request under the San Francisco Sunshine Ordinance (Ordinance) and the California Public Records Act (CPRA) the following 48 items, in 4 parts, from each Supervisor and the Clerk of the Board:

A. an electronic copy, in the original electronic format, with all headers, metadata, timestamps, attachments, appendices, exhibits, and inline images, except those explicitly exempted by the Ordinance, of the most recent 10 emails RECEIVED BY the OFFICIAL government email account of
1. the District 1 Supervisor
2. the District 2 Supervisor
3. the District 3 Supervisor
4. the District 4 Supervisor
5. the District 5 Supervisor
6. the District 6 Supervisor
7. the District 7 Supervisor
8. the District 8 Supervisor
9. the District 9 Supervisor
10. the District 10 Supervisor
11. the District 11 Supervisor
12. the Clerk of the Board

B. an electronic copy, in the original electronic format, with all headers, metadata, timestamps, attachments, appendices, exhibits, and inline images, except those explicitly exempted by the Ordinance, of the most recent 10 emails SENT FROM the OFFICIAL government email account of
1. the District 1 Supervisor
2. the District 2 Supervisor
3. the District 3 Supervisor
4. the District 4 Supervisor
5. the District 5 Supervisor
6. the District 6 Supervisor
7. the District 7 Supervisor
8. the District 8 Supervisor
9. the District 9 Supervisor
10. the District 10 Supervisor
11. the District 11 Supervisor
12. the Clerk of the Board

C. an electronic copy, in the original electronic format, with all headers, metadata, timestamps, attachments, appendices, exhibits, and inline images, except those explicitly exempted by the Ordinance, of the most recent 10 emails SENT FROM the PERSONAL email account(s) of the following officials, TO/CC/BCC any sfgov.org email address, solely to the extent that such emails are regarding the public's business and disclosable under relevant statute and case law, including but not limited to City of San Jose v Superior Court (2017). If NO such emails exist for each entry, remember you must state under Govt Code 6253(c) that there are no responsive records.
1. the District 1 Supervisor
2. the District 2 Supervisor
3. the District 3 Supervisor
4. the District 4 Supervisor
5. the District 5 Supervisor
6. the District 6 Supervisor
7. the District 7 Supervisor
8. the District 8 Supervisor
9. the District 9 Supervisor
10. the District 10 Supervisor
11. the District 11 Supervisor
12. the Clerk of the Board

D. an electronic copy, in the original electronic format, with all headers, metadata, timestamps, attachments, appendices, exhibits, and inline images, except those explicitly exempted by the Ordinance, of the most recent 10 emails RECEIVED BY the PERSONAL email account(s) of the following officials, FROM any sfgov.org email address, solely to the extent that such emails are regarding the public's business and disclosable under relevant statute and case law, including but not limited to City of San Jose v Superior Court (2017). If NO such emails exist for each entry, remember you must state under Govt Code 6253(c) that there are no responsive records.
1. the District 1 Supervisor
2. the District 2 Supervisor
3. the District 3 Supervisor
4. the District 4 Supervisor
5. the District 5 Supervisor
6. the District 6 Supervisor
7. the District 7 Supervisor
8. the District 8 Supervisor
9. the District 9 Supervisor
10. the District 10 Supervisor
11. the District 11 Supervisor
12. the Clerk of the Board

Please do not include spam or draft emails.

We remind you of your obligations to provide electronic records in the original format you hold them in. Therefore, e-mails exported in the .eml or .msg format with all non-exempt headers, metadata, attachments, etc. are best.

However, if you choose to convert emails, for example, to PDF or printed format, to easily redact them, you must ensure that you have preserved the full content of the original email record (as specified in request "A"), which contains many detailed headers beyond the generally used From/To/Subject/Sent/etc. If you instead provide PDFs or printed emails with only a few of the headers or lacking attachments/images, and therefore withhold the other headers/attachments without justification, you may be in violation of SF Admin Code 67.26, 67.27, Govt Code 6253(a), 6253.9, and/or 6255, and we may challenge your decision.

Please provide only those copies of records available without any fees. If you determine certain records would require fees, please instead provide the required notice of which of those records are available and non-exempt for inspection in-person if we so choose.

I look forward to your immediate disclosure.

Sincerely,
Anonymous

From: Anonymous Person

Furthermore: If the response to any of C1-12 or D1-D12 is "no responsive records," I would also like:
E1. the affidavit, response, confirmation or any other message/record by the individual official stating that they have no such emails on their personal account, if they provide any such response under the City's policies for searching personal accounts for public records, and also
E2. the instrument used by the City to inquire into the public records that may be present on the officials' personal accounts, if any

You are of course welcome to redact any solely personal identifiers of the official (their personal email address, home/phone/etc.)

** Note that this is a public mailbox, and all of your responses (including disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). **

From: San Francisco County Clerk

To Whom it May Concern,

On behalf of the Office of the Clerk of the Board, I am confirming receipt of your request. Please note that the purpose of an immediate disclosure request is to expedite the City's response to a simple, routine, or otherwise readily answerable request. For more extensive or demanding requests, the maximum deadlines for responding to a request may apply (Admin. Code ยง67.25(a)).

While the California Public Records Act and San Francisco Sunshine Ordinance do not require exactitude in requests, your request must be sufficiently clear and defined so that we may understand what records are the subject of your request.

To help us understand your request and provide further assistance, please provide additional clarification and/or criteria to determine what records would be considered as "most recent" and responsive to your request.

Sincerely,
__
Wilson L. Ng
Records and Project Manager
San Francisco Board of Supervisors
1 Dr. Carlton B. Goodlett Place, Room 244
San Francisco, CA 94102

Phone: (415) 554-7725
Web: www.sfbos.org<http://www.sfbos.org/>

[CustomerSatisfactionIcon]<http://www.sfbos.org/index.aspx?page=104> Click here<http://www.sfbos.org/index.aspx?page=104> to complete a Board of Supervisors Customer Service Satisfaction form
Disclosures: Personal information that is provided in communications to the Clerk of the Board of Supervisors is subject to disclosure under the California Public Records Act and the San Francisco Sunshine Ordinance. Personal information provided will not be redacted. Members of the public are not required to provide personal identifying information when they communicate with the Board of Supervisors and its committees. All written or oral communications that members of the public submit to the Clerk's Office regarding pending legislation or hearings will be made available to all members of the public for inspection and copying. The Clerk's Office does not redact any information from these submissions. This means that personal information-including names, phone numbers, addresses and similar information that a member of the public elects to submit to the Board and its committees-may appear on the Board of Supervisors website or in other public documents that members of the public may inspect or copy.

[...]

From: Anonymous Person

"Most recent N emails" means: For received messages, the top N messages, sorting in descending order by time received, received no later than May 13, 2019; For sent messages, the top N messages, sorting in descending order by time sent, sent no later than May 13, 2019. This is usually the default sort order in someone's folders for most email systems.

** Note that this is a public mailbox, and all of your responses (including disclosed records) may be automatically and instantly available to the general public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). **

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