Emails - Records - Writing - Documents - Washington School Personnel Association and Office of Superintendent of Public Instruction 2016-2020

PRA Washington filed this request with the Office of Superintendent of Public Instruction of Washington.
Tracking #

20-053

Due Feb. 11, 2020
Est. Completion March 23, 2020
Status
Awaiting Response

Communications

From: PRA Washington


To Whom It May Concern:

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

1. I request an electronic copy of all email communications between any employee of the Office of Superintendent of Public Instruction and any member of the Washington School Personnel Association for the years 2014-2020.

2. I request an electronic copy of all emails in the possession of the Office of Superintendent of Public Instruction to or from any user of the internet domain WSPA.NET for the years 2016-2020.

3. I request an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. referencing the Washington School Personnel Association for the years 2014-2020.

The Washington School Personnel Association is a Washington State Non profit corporation located at 6118 PARKSIDE DR, ANACORTES, WA, 98221.

The stated purpose of the Washington School Personnel Association is to promote professional growth in school personnel administration and effective human resources practices and procedures in public, private, and post-secondary education, utilize technology to advance the Association’s purpose and goals, influence legislative action on WSPA-endorsed issues, advance WSPA as an influential association with other organizations, OSPI, legislators, and school personnel, develop and implement a sound short-and long-term fiscal plans that support the Association’s goals.

RCW 42.56.010(4) Definition of “Writing”

(4) "Writing" means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated.

https://app.leg.wa.gov/rcw/default.aspx?cite=42.56.010

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 5 business days, as the statute requires.

Sincerely,

PRA Washington

From: Office of Superintendent of Public Instruction

Pursuant to RCW 42.56.520 we will provide a response to your request by close of business today. For reference we are processing this under Public Records Request No. 20-053.

Thank you,

Lisa Brownell
Public Records Office
Forms and Records Analyst 2
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | Olympia, WA 98504-7200
office: 360-725-6372 | fax: 360-753-4201
OSPIPRR@k12.wa.us<mailto:OSPIPRR@k12.wa.us>
www.k12.wa.us<http://www.k12.wa.us/>

From: Office of Superintendent of Public Instruction

Good Afternoon,

Thank you for contacting the Office of Superintendent of Public Instruction (OSPI). We received the request you submitted on January 31, 2020 and logged your request as Public Records Request No. 20-053. You requested:

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

1. I request an electronic copy of all email communications between any employee of the Office of Superintendent of Public Instruction and any member of the Washington School Personnel Association for the years 2014-2020.

2. I request an electronic copy of all emails in the possession of the Office of Superintendent of Public Instruction to or from any user of the internet domain WSPA.NET for the years 2016-2020.

3. I request an electronic copy of all RECORDS and WRITING, documents, agreements, meetings, papers, scheduling, etc. referencing the Washington School Personnel Association for the years 2014-2020.

The Washington School Personnel Association is a Washington State Non profit corporation located at 6118 PARKSIDE DR, ANACORTES, WA, 98221.

The stated purpose of the Washington School Personnel Association is to promote professional growth in school personnel administration and effective human resources practices and procedures in public, private, and post-secondary education, utilize technology to advance the Association's purpose and goals, influence legislative action on WSPA-endorsed issues, advance WSPA as an influential association with other organizations, OSPI, legislators, and school personnel, develop and implement a sound short-and long-term fiscal plans that support the Association's goals.

RCW 42.56.010(4) Definition of "Writing"

(4) "Writing" means handwriting, typewriting, printing, photostating, photographing, and every other means of recording any form of communication or representation including, but not limited to, letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnetic or paper tapes, photographic films and prints, motion picture, film and video recordings, magnetic or punched cards, discs, drums, diskettes, sound recordings, and other documents including existing data compilations from which information may be obtained or translated.

https://app.leg.wa.gov/rcw/default.aspx?cite=42.56.010

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 5 business days, as the statute requires.

Attached to this email are all contract records responsive records OSPI located for your request. We found record of two previous contracts in our database (see below).

Contract
Contractor
Contract Amount
Description
Contract Manager
Contract Type
Start Date
End Date
(Original Contract)
Procurement Type
20060422
Washington School Personnel Association
$4,995
Develop and conduct a series of workshops concerning employee induction and orientation.
Riggers
Personal Service
11/18/2005
6/30/2006
Sole Source
20090896
Washington School Personnel Association
$1,200

Lashway
Personal Service
2/1/2009

Select

We also conducted an email pull using the following search terms: "WSPA.net" OR "Washington School Personnel Association" OR "WSPA". The initial results yielded over 17,000 emails. We can provide all responsive (and non-exempt) emails to our pull if requested, however it may take us several years to review, redact (when appropriate), and provide them. If you want to proceed with the email pull we conducted, we will conduct a data deduplication and let you know the cost associated with completing your request (for information on our fee schedule, please see our website under "Are there fees" here: https://www.k12.wa.us/about-ospi/contact-us/ospi-public-records-request). If there is a way you would like us to narrow or change our search, such as using specific search terms or parameters that you provide, we can reconduct the pull and let you know the preliminary results.

Please let us know how you would like to proceed with this request. If you have any questions, please feel free to contact us.

Pursuant to RCW 42.56.520, this email is the acknowledgement of receipt of your request within five business days. Please note, if we do not receive a response with how you would like to proceed within 10 business days, your request will be considered closed per WAC 392-105-070(8).

Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

From: PRA Washington

Ms. Englund,

My request for email communications in items #1 and #2 were limited in scope to emails sent to and received from OSPI employees to any members of the Washington School Personnel Association or the email address @wspa.net for the years 2014-2020.

You state that a search for terms: "WSPA.net" OR "Washington School Personnel Association" OR "WSPA” initial results yielded over 17,000 emails.

Questions:

Did you mean 17,000 pages or 17,000 emails?
How many of these 17,000 emails are duplicates?
How many of these 17,000 emails are not to or from OSPI employees or @wspa.net addresses but emails that contain the words Washington School Personnel Association?

Finally, is request #3 separate from the 17,000 emails you have mentioned?

Thank you.

From: Office of Superintendent of Public Instruction

Good morning,

Thank you for your email! Here are our responses to your questions:

Did you mean 17,000 pages or 17,000 emails? 17,000 emails.

How many of these 17,000 emails are duplicates? We do not know how many are duplicates at this point. Due to the size of the response it would take our system several hours to pull, compare, and calculate this and we wanted to see about potential changes and provide you the “new” results before pulling them out of our system (as per #3 we would be providing anything with the search terms). We can provide you the exact number if needed to make the decision, please advise.

How many of these 17,000 emails are not to or from OSPI employees or @wspa.net addresses but emails that contain the words Washington School Personnel Association? In order to answer this question we would have to review every email.

Finally, is request #3 separate from the 17,000 emails you have mentioned? We do understand that the scope of #1 and #2 is limited, however as you’ve noted #3 includes any and all records referencing Washington School Personnel Association which would include any mention or any communications between OSPI employees and user of the domain WSPA.net. Per what you requested under #3 any of the emails in the pull could be responsive to your request.

Please let us know if you have any other questions!
Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

From: PRA Washington

Ms. Englund,

Thank you for your message. I have a few questions:

1. In order to better make informed clarifications for my requests #1-3 can you expand in detail on what email systems, email software, archive software, and e-discovery software applications are in regular use at OSPI regarding public records requests such as this?
For instance, does OSPI regularly use Microsoft Exchange and Microsoft Outlook?

Does OSPI’s “system” include the industry standard ability to search and sort email by Internet Message ID, conversation topic, subject, sender, receiver, body tag info, etc.?

2. I have reviewed the OSPI fee schedule associated with public records requests:

https://www.k12.wa.us/about-ospi/contact-us/ospi-public-records-request

A question regarding WAC 392-105-080 - Determination regarding exempt records.

Are you saying that OSPI personnel will have to manually read and review each and every responsive email produced to make exception determinations or does OSPI utilize industry standard email discovery redaction software?

If you can provide answers to what systems, software, and processes OSPI will be employing in processing my request I will be able to provide clarifications to my requests #1-3 and move forward with a request for a fee estimate.

Thank you.

From: Office of Superintendent of Public Instruction

Good morning,

OSPI leverages Microsoft eDiscovery tools located in the O365 Security & Compliance admin center to run queries and download results in .PST format. We have the ability to run queries based on Message ID, conversation topic, subject, sender, receiver, body tag, etc. Once in this format we run Systools PST converter to unpack and deduplicate messages into .msg format for our Public Records Office to review and redact. All metadata is preserved.

OSPI personnel manually reads and reviews each and every email, including the attachments, to determine if it contains exempt information. As part of the review we will also apply redactions where appropriate. I’ve attached our common exemption log for reference regarding the exemptions we typically use.

If you have any additional questions, please let us know.

Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

From: PRA Washington

Hello,

Thank you so much – I am very familiar with Microsoft eDiscovery tools – fantastic software.

I would like to clarify my request as follows:

Please provide the 17,000 responsive "WSPA.net” - "Washington School Personnel Association” - "WSPA" emails and attachments in REVERSE chronological order in Microsoft .pst format. That is newest records first 2020, 2019, 2018… and so on.

I understand this should be a fairly simple database export to a common data file format using Microsoft eDiscovery software.

I suspect there may be many duplicate files, however once produced in .pst format I can parse the data for duplicate records in short order.

If I understand your fee schedule it should be in the range of (17,000 emails / 4 *$0.05) or $212.50 as well as $0.10 per gigabyte for transmission of electronic records.

Please advise if a deposit is required and to whom and where I can send a check to cover any fees.

Thank you.

From: Office of Superintendent of Public Instruction

Thank you again for your quick responses!

Per your email we will move forward reviewing and providing emails for your request. After deduplication the total number of emails is 16,957. Pursuant to RCW 42.56.120, and as you’ve noted, OSPI charges $0.05 per every four electronic emails. The cost for OSPI to be provide the responsive emails for your request is $211.96. We will send an invoice to you via email shortly which will outline who to send payment to.

In accordance with WAC 392-105-060(7) and WAC 392-105-070(3) & (5), once we receive payment, we anticipate we can make an installment available on or before March 23, 2020.

We have noted your request for the emails to be provided in reverse chronological order and will do our best to incorporate your preference into our review and production.

Please feel free to contact us with any questions.

Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

From: Office of Superintendent of Public Instruction

Good Afternoon,

Attached, please find the invoice for the fees associated with your public records request. Please reference your public records request number 20-053 on the check.

You can mail the check to the following address:
Fiscal Services
Office of the Superintendent of Public Instruction
P.O. Box 47200
Olympia, WA 98504-7200

Pursuant to WAC 392-105-070(8)(d), if we do not receive payment within 30 days, request number 20-053 will be closed.

If you have any questions, please contact us.

Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

  • Invoice_15912_from_Office_of_Superintendent_of_Public_Instruction

From: PRA Washington

Thank you a check has been sent.

From: Office of Superintendent of Public Instruction

Great! We will let you know when we receive it.

Whitney Englund
Enterprise Records Specialist
Legal Services Division
Office of Superintendent of Public Instruction (OSPI)
P.O. Box 47200 | 600 Washington St. SE
Olympia, WA 98504-7200
Office: 360-725-6372
www.k12.wa.us<http://www.k12.wa.us/>

Every student ready for career, college, and life

Files

pages

Close