Staff Directories and Attorney Information - Immediate Disclosure Request

twitter.com/journo_anon Public Records Requester filed this request with the San Francisco City Attorney of San Francisco, CA.

It is a clone of this request.

Est. Completion None
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Partially Completed
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Communications

From: twitter.com/journo_anon Public Records Requester

Good evening,

This is a new Immediate Disclosure Request under the San Francisco Sunshine Ordinance, made after close of business August 21, 2019 directed to agency: " San Francisco City Attorney ".

** Note that all of your responses (including emails, attachments, file shares, and disclosed records) may be automatically and instantly available to the public on the MuckRock.com service used to issue this request (though I am not a MuckRock representative). Be sure to redact all records correctly. **

I request the following under the San Francisco Sunshine Ordinance (Ordinance) and the California Public Records Act (CPRA), in priority order (most important at top).
Any asterisked words or phrases have the meaning given to them by the State Bar's California Rules of Professional Conduct (Nov 2018), Rule 1.0.1. Unless otherwise specified, a reference to a Rule refers to the foregoing Rules.

1. IMMEDIATE DISCLOSURE: a directory of your department's employees with any of the following titles: [City Attorney, Chief of Staff, Director, Assistant Director, Personal Assistant, Executive Assistant, Compliance Officer], with at minimum their name and ALL government email addresses belonging to that person.
2. REGULAR DISCLOSURE: the identity (name, CA State Bar number, secretary of state registration number where applicable) of any external lawyer or law firm* used by your department (excluding the City Attorney's office and its employees) from Jan 1 2018 to present.
3. IMMEDIATE DISCLOSURE: a directory of your firm's* lawyers, with at minimum their name, ALL government email addresses belonging to that person, and CA State Bar number. If your staff directory lacks bar numbers, then please provide the directory immediately anyway, and also include any records the agency keeps evidencing its employees' law licenses (this latter part is a regular, not immediate, disclosure).
4. IMMEDIATE DISCLOSURE: a directory of your firm's* paralegals, with at minimum their name, ALL government email addresses belonging to that person, their paralegal certificate program as approved by the American Bar Association, and (if any) their paralegal certifications. If your staff directory lacks certificate or certification information, then please provide the directory immediately anyway, and also include any records the agency keeps evidencing its employees' paralegal certificates and certification (this latter part is a regular, not immediate, disclosure).
5. IMMEDIATE DISCLOSURE: any policies/memos/orders/guidelines issued by your firm* regarding the "firewalling" (screening*) of different attorneys or teams to prevent violations of the Rules re: conflict of interest for different clients within the city and county or prior clients, incl. but not limited to Rules 1.9, 1.10, and 1.11.
6. REGULAR DISCLOSURE: any records kept by your firm* (from Jan 1 2018 to present) regarding the specific clients and matters served by each of your attorney employees to avoid any conflict of interest violations and ensure screening* has been correctly performed.
7. IMMEDIATE DISCLOSURE: any policies/memos/orders/guidelines issued by your firm* "relating to the assignment of cases and the distribution of workload among lawyers in a public sector legal agency or other legal department" as contemplated by Comment 4 to Rule 5.1. If your department does not qualify as a firm*, you may have no responsive records.

I will accept any standard webpage, image, spreadsheet, email, and/or PDF formats. Specific native formats are not required in this request. Please do not provide URLs however - I want actual copies to ensure there is an accurate record for appeals/complaints. Please use email only and send electronic copies.

We have requested all government email addresses belonging to the persons mentioned. Do not limit yourself to merely the "public facing" or PR/vanity email addresses. Some officials may have a public-facing email address that is actually controlled by their subordinates and separate one(s) they actually use to communicate with coworkers - we want them all. We do not need any non-government/personal email addresses. At this time, no search under City of San Jose v Superior Court (2017) of personal property of public employees is being requested.

The word "directory" includes both traditional employee directories but also includes enterprise IT directories (such as stored in Active Directory, Microsoft Exchange, Google Contacts, Microsoft Teams, or similar products). Such products may include a more full list of all email addresses than the traditional employee directory.
If your traditional directories do not include all (but only some) of your employees' email address, please provide the traditional directory under IMMEDIATE DISCLOSURE, and provide the enterprise IT directory information under regular disclosure.

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: San Francisco City Attorney

I am writing in response to your requests for records, detailed below. In response to your requests, please see the attached file. It lists all of our staff by name, title, and email address (where applicable). Because our Human Resources department does not use the job titles exactly as described in your email, we have provided the Human Resources job title and have broadened your request to include all staff.

As to the remaining requests, some are labeled regular requests and some are labeled immediate disclosure requests. Ultimately, all of these requests are voluminous and go beyond the scope of an immediate disclosure request which is one that is "simple, routine, or otherwise readily answerable." Admin Code 67.25(a). We will endeavor to treat the requests as they are labeled and hereby invoke an extension to respond to the remaining immediate disclosure portions within 14 days. However, we reserve the right to treat them all as regular requests. In either case, we will respond to the remaining requests as soon as possible.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image002.jpg@01D559B5.0C7C6810]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

Thank you. I look forward to the remaining disclosures.

From: San Francisco City Attorney

We are following up on the below requests which we received on 8/22.

From: twitter.com/journo_anon Public Records Requester

Thank you. Does this complete your response? Were any documents withheld/redacted? Do you have no responsive records for any of the numbered requests?

From: San Francisco City Attorney

Hello, in case you did not receive our complete response and responsive document yesterday, please see attached PDF of our response and attachment that were emailed to you yesterday.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image002.jpg@01D56322.221AD780]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

Thank you - I did in fact not receive that prior email.

From: twitter.com/journo_anon Public Records Requester

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the 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). Once you send them to us, there's no going back. **

Thank you.

Do you consider your response complete, except as to request 2 (for which you have until Sept. 14)?

Please recall that I asked for all directories and all email addresses for each staff member, whether that is in a traditional employee direcory OR in computer form such as Active Directory or Microsoft Exchange. Those other directories in Active Directory, Microsoft Exchange, etc. are all public records, as they are writings (entered by some employee) prepared, owned, used or retained by your office.

For example, the City Attorney has only the entry " Dennis Herrera City Attorney sfcityattorney@sfcityatty.org " - I would suspect Mr. Herrera has some other email addresses with his name for example, but perhaps I am wrong.

Thanks,
Anonymous

From: San Francisco City Attorney

The staff directory we sent you on 8/23 was complete. The only outstanding item was request no. 2, concerning a list of outside counsel our office has used from January 1, 2018 to the present. That list is attached. We do not have responsive documents with respect to the part of request no. 2 that seeks secretary of state registration numbers and individual attorney bar numbers.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image002.jpg@01D56C9E.C9EA5D70]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the 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). Once you send them to us, there's no going back. **

Thank you. The following are more specific immediate dislcosure requests; and I would like SFAC 67.21(c) statements of existence/non-existence, form, and quantity (regardless of purported exemption) for each of these requests (which statements are due in 7 days, regardless of non-immediacy or extensions):
1. the directory, in Active Directory, of your department's employees and ALL government email addresses belonging to each person
2. the directory, in Microsoft Exchange, of your department's employees and ALL government email addresses belonging to each person
3. the directory, in Microsoft Outlook, of your department's employees and ALL government email addresses belonging to each person

While your IT department might perhaps "retain" or "own" these records, your office would "use" them daily in emailing other employees for example.
Furthermore, in your Sept. 10 response to SOTF 19095, Mr. Coté, on behalf of your office, argued "Our office's Outlook is not a `multidepartmental' system." Therefore your office should be able to produce at least #3 without claiming it would be another office's records.

Thanks,
Anonymous

From: twitter.com/journo_anon Public Records Requester

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the 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). Once you send them to us, there's no going back. **

Thank you. The following are more specific immediate disclosure requests; and I would like SFAC 67.21(c) statements of existence/non-existence, form, and quantity (regardless of purported exemption) for each of these requests (which statements are due in 7 days, regardless of non-immediacy or extensions):
1. the directory, in Active Directory, of your department's employees and ALL government email addresses belonging to each person
2. the directory, in Microsoft Exchange, of your department's employees and ALL government email addresses belonging to each person
3. the directory, in Microsoft Outlook, of your department's employees and ALL government email addresses belonging to each person

While your IT department might perhaps "retain" or "own" these records, your office would "use" them daily in emailing other employees for example.
Furthermore, in your Sept. 10 response to SOTF 19095, Mr. Coté, on behalf of your office, argued "Our office's Outlook is not a `multidepartmental' system." Therefore your office should be able to produce at least #3 without claiming it would be another office's records.

Thanks,
Anonymous

From: San Francisco City Attorney

We are responding to your September 16 request for a statement under 67.21(c). We can confirm that we use Active Directory. We sent you a complete list of our employees’ names and government email addresses previously, on 8/23.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image002.jpg@01D56FB1.C311B5F0]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

I'm sorry but that is not a full 67.21c statement. I would like the quantity, existence, form and nature of each of these 3 items:
1. the directory, in Active Directory, of your department's employees and ALL government email addresses belonging to each person
2. the directory, in Microsoft Exchange, of your department's employees and ALL government email addresses belonging to each person
3. the directory, in Microsoft Outlook, of your department's employees and ALL government email addresses belonging to each person

A directory if it exists in Exchange may not be the one in Outlook and may not be the one in active directory and may not be the one in your HR directory for example.

Your office still has until Sept 23.

Thanks

From: San Francisco City Attorney

Sorry if our response was not clear. We use active directory, and do not have separate directories in exchange or outlook.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image003.jpg@01D571EF.BC522480]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

** Please redact your responses correctly! This is a public mailbox, and all of your responses (including emails, attachments, file shares, and the 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). Once you send them to us, there's no going back. **

Thank you. Now that you have acknowledged the existence of the records, please provide #1:
1. the directory, in Active Directory, of your department's employees and ALL government email addresses belonging to each person
as I already requested on Sept 16.

I will accept any standard webpage, image, spreadsheet, email, and/or PDF formats. Specific native formats are not required in this request.

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.

Sincerely,
Anonymous

From: San Francisco City Attorney

In response to your request, attached is our office’s directory of its staff and all their government email addresses. We included the job classifications since you asked about that in a prior request. There may be new information here compared to what we sent you 8/23, due to existing employees leaving the office or as new employees have joined.

Please send replies to cityattorney@sfcityatty.org<mailto:cityattorney@sfcityatty.org>

Sincerely,

[cid:image002.jpg@01D57ACC.6ECF3CD0]Elizabeth A. Coolbrith
Paralegal
Office of City Attorney Dennis Herrera
(415) 554-4685 Direct
www.sfcityattorney.org
Find us on: Facebook<https://www.facebook.com/sfcityattorney/> Twitter<https://twitter.com/SFCityAttorney> Instagram<https://www.instagram.com/sfcityattorney/>

From: twitter.com/journo_anon Public Records Requester

You can ignore the autofollowup.

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