Social Media Monitoring (University of Virginia)

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Dear Nick:
I am writing to acknowledge receipt by the University of Virginia of your request for records under the Virginia Freedom of Information Act (FOIA), Va. Code § 2.2-3700 et seq., for the following records:

Please note that under FOIA, a request shall identify requested records with reasonable specificity.  Va. Code Pursuant to Virginia Freedom of Information Act, I hereby request the following records: 1. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning software designed to access information from social media services; 2. All records that contain any information about the functioning of software designed to access information from social media services that is used or has been used by your university; 3. All records regarding correspondence about or with a company that offers software designed to access information from social media services, including but not limited to all correspondence about or with the companies Brightplaent, Geofeedia, Intrado Inc, LifeRaft, Magnet Forensics, Media Sonar, Signal Corporation, and ZeroFOX; 4. All records regarding the policies that govern access to or use of software designed to access information from social media services; 5. All training materials and all records used to instruct members of your agency in the proper use of software designed to access information from social media services or of the information such software is capable of accessing; 6. All records regarding the sharing with entities outside the university of information obtained from or obtained by using software designed to access information from social media services; 7. All records referencing social media profiles, comments, posts, messages, or events accessed or retained from social media services through use of software designed to access information from social media services. § Further, UVA may recover its actual costs incurred in processing a FOIA request. 2.2-3704(B). If costs are likely to exceed $200, as permitted by FOIA, we do require advanced payment prior to fulfilling a request.  Va. Code § 2.2-3704(H).  If costs are likely to be less than $200, actual costs incurred by UVA will be billed to you after you receive your response.
As currently worded, your request does not provide sufficient specificity to begin to determine a cost estimate.  For example, the request does not contain any time constraints for which you are seeking records (i.e. a date range for which to search).  Also, the request does not provide information on whose records you are seeking (i.e. a department or specific people). Further, under FOIA, public records are defined broadly as "all writings and recordings that consist of letters, words or numbers, or their equivalent...however stored, and regardless of physical characteristics, prepared or owned by, or in the possession of a public body of its officer, employees or agents in the transaction of public business."  Records can included any and everything from email correspondence to sticky notes to text messages.  So for #7 of your request, for example, additional clarification regarding the type of records you are seeking would be helpful. ocial media is not a centralized operation at UVA.  There are many social media accounts across various departments and organizations throughout UVA's twelve schools.
I invite you to modify your request so that we can proceed with determining a preliminary cost estimate.
Sincerely,
Faith Hill
Freedom of Information Act Officer
University Communications
University of Virginia
(434) 924-3629
www.virginia.edu/foia (http://www.virginia.edu/foia)
To monitor the progress or update this request please log into the
Public Records Center. (https://universityofvirginia.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=459&coid=)

Hello,

Unfortunately your email was not recognized and has not been routed accordingly.  Please be advised that if you wish to submit a new request or check on the status of an already submitted request, you should visit the Public Records Center. Description: TO: [universityofvirginia@mycusthelp.net]January 18, 2017University of VirginiaOffice of Public AffairsFontaine Research Park400 Ray C. Hunt DriveSecond FloorP.O. Box 400229Charlottesville, VA 22904This is a follow up to a previous request:To Whom It May Concern:I wanted to follow up on the following Freedom of Information request, copied below, and originally submitted on Jan. 6, 2017. 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.---On Jan. 13, 2017:

This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

Dear Nick,

Our office sent you the below correspondence on January 13, 2017 seeking clarification on your request.

I have copied it below for your review. We await your response.

Thank you,

Faith Hill

Freedom of Information Act Officer
University Communications
University of Virginia
(434) 924-3629
www.virginia.edu/foia<https://mail.eservices.virginia.edu/owa/url-foi@virginia.edu/redir.aspx?REF=t5lFt8IZJBrO09y473hZZhN_w-J_uUVpEdadN2kKwep8IHAzyj_UCAFodHRwOi8vd3d3LnZpcmdpbmlhLmVkdS9mb2lh>

--- Please respond above this line ---
Dear Nick,
Our office sent you the below correspondence on January 13, 2017 seeking clarification on your request.
I have copied it below for your review.  We await your response.
Thank you,
Faith Hill
Freedom of Information Act Officer University Communications
University of Virginia
(434) 924-3629
www.virginia.edu/foia (https://mail.eservices.virginia.edu/owa/url-foi@virginia.edu/redir.aspx?REF=X_8jGABAwNbPqDeCcvazZ6KHMfsrHCcFO0RziicJSAySGmeeyz_UCAFodHRwczovL21haWwuZXNlcnZpY2VzLnZpcmdpbmlhLmVkdS9vd2EvdXJsLWZvaUB2aXJnaW5pYS5lZHUvcmVkaXIuYXNweD9SRUY9dDVsRnQ4SVpKQnJPMDl5NDczaFpaaE5fdy1KX3VVVnBFZGFkTjJrS3dlcDhJSEF6eWpfVUNBRm9kSFJ3T2k4dmQzZDNMblpwY21kcGJtbGhMbVZrZFM5bWIybGg.)
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Dear Nick: I am writing to acknowledge receipt by the University of Virginia of your request for records under the Virginia Freedom of Information Act (FOIA), Va. Code § 2.2-3700 et seq., for the following records:
Pursuant to Virginia Freedom of Information Act, I hereby request the following records: 1. All records regarding the purchase of, acquisition of, installation of, subscription to, payment for, or agreements concerning software designed to access information from social media services; 2. All records that contain any information about the functioning of software designed to access information from social media services that is used or has been used by your university; 3. All records regarding correspondence about or with a company that offers software designed to access information from social media services, including but not limited to all correspondence about or with the companies Brightplaent, Geofeedia, Intrado Inc, LifeRaft, Magnet Forensics, Media Sonar, Signal Corporation, and ZeroFOX; 4. All records regarding the policies that govern access to or use of software designed to access information from social media services; 5. All training materials and all records used to instruct members of your agency in the proper use of software designed to access information from social media services or of the information such software is capable of accessing; 6. All records regarding the sharing with entities outside the university of information obtained from or obtained by using software designed to access information from social media services; 7. All records referencing social media profiles, comments, posts, messages, or events accessed or retained from social media services through use of software designed to access information from social media services. Please note that under FOIA, a request shall identify requested records with reasonable specificity.  Va. Code 2.2-3704(B). Further, UVA may recover its actual costs incurred in processing a FOIA request. If costs are likely to exceed $200, as permitted by FOIA, we do require advanced payment prior to fulfilling a request.  Va. Code § 2.2-3704(H).  If costs are likely to be less than $200, actual costs incurred by UVA will be billed to you after you receive your response.
As currently worded, your request does not provide sufficient specificity to begin to determine a cost estimate.  For example, the request does not contain any time constraints for which you are seeking records (i.e. a date range for which to search).  Also, the request does not provide information on whose records you are seeking (i.e. a department or specific people). Further, under FOIA, public records are defined broadly as "all writings and recordings that consist of letters, words or numbers, or their equivalent...however stored, and regardless of physical characteristics, prepared or owned by, or in the possession of a public body of its officer, employees or agents in the transaction of public business."  Records can included any and everything from email correspondence to sticky notes to text messages.  So for #7 of your request, for example, additional clarification regarding the type of records you are seeking would be helpful. ocial media is not a centralized operation at UVA.  There are many social media accounts across various departments and organizations throughout UVA's twelve schools.
I invite you to modify your request so that we can proceed with determining a preliminary cost estimate.
Sincerely,
Faith Hill To monitor the progress or update this request please log into the
Public Records Center. (https://universityofvirginia.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=459&coid=)

Dear Nick,

Thank you for the clarification. We will proceed with processing your request, and will contact you if any further clarification is needed.
Best,

Faith Hill
FOIA Officer
University Communications
E fhill@virginia.edu
P 434.924.3629
www.virginia.edu/foia<http://www.virginia.edu/foia>
[University of Virginia]<http://www.virginia.edu/>

--- Please respond above this line ---

Dear Nick,
I am writing in response to your recent request under the Virginia Freedom of Information Act (FOIA) for "contracts and correspondence about or with a company that offers software designed to access information from social media services, including but not limited to all correspondence about or with the companies Brightplaent, Geofeedia, Intrado Inc, LifeRaft, Magnet Forensics, Media Sonar, Signal Corporation, and ZeroFOX and Social Sentinel."

The University has no records responsive to your request.  Va. Code §2.2-3704(B)(3).
Sincerely,
Faith Hill
Freedom ofInformation Act Officer University Communications
University of Virginia
(434) 924-3629
www.virginia.edu/foia To monitor the progress or update this request please log into the
Public Records Center. (https://universityofvirginia.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=459&coid=)