Email system documentation (Vermont State Police)

Emma Best filed this request with the Vermont State Police of Vermont.
Status
Completed

Communications

From: Emma Best


To Whom It May Concern:

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

Documentation describing the email system(s) used by your agency, including the procedures and methods for performing searches of the email system.

I am a member of the news media and request classification as such. I have previously written about the government and its activities, with some reaching over 100,000 readers. As such, as I have a reasonable expectation of publication and my editorial and writing skills are well established. In addition, I discuss and comment on the files online and make them available through non-profits such as the Internet Archive and MuckRock, disseminating them to a large audience. While my research is not limited to this, a great deal of it, including this, focuses on the activities and attitudes of the government itself. As such, it is not necessary for me to demonstrate the relevance of this particular subject in advance.

As my primary purpose is to inform about government activities by reporting on it and making the raw data available, I request that fees be waived.

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 3 business days, as the statute requires.

Sincerely,

Emma Best

From: Vermont State Police

Hello Emma,

Thank you for writing. I am copying Heidi Storm, our records administrator, on this email so she can reply to you directly. When this request originally was made, did you send it to Heidi?

Thank you,

Adam

From: Vermont State Police

Emma,

I received your email below asking for documentation describing our email system(s) to include the procedures and methods for performing searches of the email system.

The Department of Public Safety uses Microsoft 365 for Government. For additional information or details on this service you can go to their website https://www.microsoft.com/en-us/microsoft-365/government/default.aspx. We do not have any documentation on their service other than what you can view online.

As for the way the department handles requests for email searches, the following is the procedure we have in place:

1. Request is received
2. Submitted to the help desk.
3. Request is sent to the DPS Records Officer (Joanne Chadwick). When approved:
4. Help Desk enters an ADS Help Ticket requesting permissions and access to the identified user account be given to DPS Legal
5. DPS Legal would then conduct the search and would direct what could be released to the records liaison to fulfil the request.

If you have any additional questions or requests please feel free to contact me directly.

Respectfully,

Heidi Storm
Vermont State Police
Records and Alarm Administrator
45 State Drive
Waterbury, VT 05671

Files

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