Request for email metadata (Office of the Governor - Vermont)

Matt Chapman - Free Our Info, NFP filed this request with the Office of the Governor - Vermont of Vermont.
Due April 26, 2018
Est. Completion None
Status
Awaiting Response

Communications

From: Matt Chapman - Free Our Info, NFP

To Whom It May Concern:

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

For all non-personal emails accounts in use by the governor and its staff, please provide me the following information for all emails sent and received between March 5 2018 and March 9, 2018.

1. From address
2. To address
3. bcc addresses
4. cc addresses
5. Time
6. Date

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,

Matt Chapman

From: Office of the Governor - Vermont

Dear Mr. Chapman - we have received the attached records request. This request will generate a voluminous number of separate and distinct records. We are looking into whether we have a tool which will generate the records you seek. If such a tool is not available, we will need to manually collect and appropriately examine each email responsive to your request. Before estimating the fees required for a document production of this magnitude, I ask, pursuant to 1 VSA 318(d) that you please narrow the scope of your request.

Very truly yours,

Jaye Pershing Johnson
Legal Counsel
Office of Governor Philip B. Scott
[state seal]<http://www.vermont.gov/>
State of Vermont
802-828-6410 (phone)
jaye.johnson@vermont.gov<mailto:jaye.johnson@vermont.gov>
[facebook icon]<http://www.facebook.com/GovPhilScott/>[twitter icon]<http://www.twitter.com/govphilscott>

From: Matt Chapman - Free Our Info, NFP

I do not believe that there is a need to narrow the scope of my request. Your email server should have tools - likely, legal discovery tools - that can be used to export the information easily in a way that should not require substantive efforts for review or redaction.

Please let me know once you have a better estimate of the required time and costs.

From: Office of the Governor - Vermont

Hi Matt - I appreciate your thoughts on this, but we do not have these tools. We will have to produce each email and redact. We are currently working on putting together an estimate of the costs for producing a response. Thanks. Jaye

From: Office of the Governor - Vermont

Hi Matt - I apologize for the delay in getting back to you. I hope to get an estimate on the document production by COB tomorrow. Thanks. Jaye

Jaye Pershing Johnson
Legal Counsel
Office of Governor Philip B. Scott
[state seal]<http://www.vermont.gov/>
State of Vermont
802-828-6410 (phone)
jaye.johnson@vermont.gov<mailto:jaye.johnson@vermont.gov>
[facebook icon]<http://www.facebook.com/GovPhilScott/>[twitter icon]<http://www.twitter.com/govphilscott>

From: Office of the Governor - Vermont

Hi Matt -I apologize for the delay. I have been working with our IT department which has come up with a way to get the data generated without actually pulling up each email. I have estimated that this will take approximately 10 hours of an IT specialist's time extracting data from the database and approximately 10 hours of staff time to review the spreadsheets of data to redact information which may be exempt from disclosure for security purposes. 20 hours of IT specialist time and senior staff time at .57 per minute is $684.

Pursuant to 1 VSA 316 (c) please send a check to my attention made out to the Treasurer, State of Vermont in the amount of $684 prior to delivery of the records. Thanks so much. Jaye

Jaye Pershing Johnson
Legal Counsel
Office of Governor Philip B. Scott
[state seal]<http://www.vermont.gov/>
State of Vermont
802-828-6410 (phone)
jaye.johnson@vermont.gov<mailto:jaye.johnson@vermont.gov>
[facebook icon]<http://www.facebook.com/GovPhilScott/>[twitter icon]<http://www.twitter.com/govphilscott>

From: Matt Chapman - Free Our Info, NFP

Hi - apologies for the delay -

Is there any way to reduce the scope of this request to just March 5th? I will be more than happy to provide payment for that day if so.

Regards,
Matt Chapman

From: Office of the Governor - Vermont

Hi Matt - I am sorry for the delay in the response to you. We have been working on your request. Unfortunately we are working with a recently updated search tool and have been experiencing some issues. We are working with our Agency of Digital Services to produce the records requested for March 5. Just to confirm, the request is for From address, to address, bcc address, cc address, time and date for all emails sent and received by the Governor's staff on March 5.

Thanks. Jaye

From: Matt Chapman - Free Our Info, NFP

Yes - that is correct.

From: Office of the Governor - Vermont

Hi Matt - the request as originally submitted or March 9 only? We are working on it. The documents generated require a lot of redaction to account for the unusual nature of the request. Thanks. Jaye

From: Office of the Governor - Vermont

On it - this has become a manual process, but we hope to get you the response today and we will not be charging you for the time. Thanks. Jaye

From: Office of the Governor - Vermont

To whom it may concern: I am responding on behalf of Karen Pallas, our Records Officer. This email is in response to your March 14, 2018 request for all non-personal email accounts in use by the Governor and its staff for the following information for all emails sent and received between March 5, 2018 and March 9, 2018:

1. From address
2. To address
3. Bcc address
4. cc address
5. Time
6. Date
On April 17 this request was subsequently modified to request the scope be limited to just March 5. Attached please find all records responsive to your request.

Jaye Pershing Johnson
Legal Counsel
Office of Governor Philip B. Scott
[state seal]<http://www.vermont.gov/>
State of Vermont
802-828-6410 (phone)
jaye.johnson@vermont.gov<mailto:jaye.johnson@vermont.gov>
[facebook icon]<http://www.facebook.com/GovPhilScott/>[twitter icon]<http://www.twitter.com/govphilscott>

From: Matt Chapman - Free Our Info, NFP

Why is the governor's email replaced with a hand written, "Governor"? Is that a private email address?

From: Office of the Governor - Vermont

This is not a private email address, but the Governor's internal State email address is confidential for security reasons. Should you wish to communicate with the Governor by email, please go to http://governor.vermont.gov/contact-us/message. Thanks. Jaye

Jaye Pershing Johnson
Legal Counsel
Office of Governor Philip B. Scott
[state seal]<http://www.vermont.gov/>
State of Vermont
802-828-6410 (phone)
jaye.johnson@vermont.gov<mailto:jaye.johnson@vermont.gov>
[facebook icon]<http://www.facebook.com/GovPhilScott/>[twitter icon]<http://www.twitter.com/govphilscott>

From: Matt Chapman - Free Our Info, NFP

Could you explain why his email address is considered confidential for security reasons? This doesn't make much sense to me, and I've worked in IT for 10 years with a fair bit of infosec work. Peter Shumlin's email address has been made public many times in the past; I'm concerned that his email address is needlessly being redacted.

Seeing as how the records provided were small, would you imagine that the cost for the original request would be much less expensive than your office originally thought?

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