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

Matt Chapman filed this request with the Office of the Governor - Vermont of Vermont.
Est. Completion None
Status
Awaiting Response

Communications

From: Matt Chapman

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

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

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

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