Request for email metadata (Office of the Governor - Vermont)
| Multi Request | Request for email metadata |
| Submitted | March 14, 2018 |
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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
-
~WRD000
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
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
-
~WRD000
From: Matt Chapman
Yes - that is correct.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Vermont Public Records Act request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response, or if further clarification is needed.
Thanks for your help, and let me know if further clarification is needed.
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
-
~WRD000
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Vermont Public Records Act request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response, or if further clarification is needed.
Thanks for your help, and let me know if further clarification is needed.
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
-
~WRD000
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
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
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?
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Vermont Public Records Act request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Vermont Public Records Act request, copied below, and originally submitted on March 14, 2018. Please let me know when I can expect to receive a response.
Thanks for your help, and let me know if further clarification is needed.
From: Office of the Governor - Vermont
Dear Mr. Chapman -
Thank you for following up on your request. We had responded to your request in June 2018 with an agreed upon modification to your request to be limited to just March 5 items. However, I see below that you followed up with another request to expand back to your original request of 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
We have run a new report and the report is currently being reviewed to include responsive items.
Thank you for reaching out.
Karen
From: Office of the Governor - Vermont
Dear Mr. Chapman -
Attached please find all records responsive to your follow-up request expanding back to your original request as noted below.
Sincerely,
Karen
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chapman metadata.final response
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