Bellevue Washington School District #408 - REQUEST FOR COMMUNICATIONS AND WRITINGS of District Leadership Team, current and former Superintendents, and School Board

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:
On behalf of the Bellevue School District, I acknowledge receipt of your request as follows:

REQUEST FOR COMMUNICATIONS AND WRITINGS – PUBLIC RECORDS REQUEST FOR ALL ELECTRONIC MAIL (E-MAIL), ELECTRONIC TEXTS, TELEPHONE COMMUNICATIONS, TELEPHONE MESSAGES, AND TELEPHONE LOGS of the following individuals for the period of time between January 1, 2019 – November 2, 2021:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
Chief Communications and Engagement Officer, Janine Thorn
District 1 School Board Member Sima Sarrafa
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Director Equity and Strategic Engagement, Shomari Jones
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
Clarification Questions:

1. Your request seeks communications “of” the above -named individuals. Please define what you intend by “of.” A reasonable interpretation of that would be that you are seeking records “from” the above individuals. Are you also seeking records “to” the above-named persons? Are you seeking communications on which the above persons were cc’d?
2. I assume you intended to refer to School Board Member Sima Sarrafan. Please correct me if I am mistaken.
3. It is apparent that your request seeks a very substantial body of records. In the District’s efforts to serve you fully and as efficiently as possible, please consider specifying particular records of interest to you, or at the very least prioritize the records you are seeking in some way that will assist you in determining whether in fact you need all of the records described. For example, you could specify a topic, keywords, or a more narrow date range. You could specify a more targeted group of records to be produced first, while retaining the broader request in case it is needed.

Requestors are required to specify records requested so they are reasonably locatable. While the records you have described are locatable, the volume is extensive. The volume will affect the time required to produce the records.

1. I will assume at this time, consistent with the purposes of the Public Records Act, that you are seeking records that are meaningful to you regarding the conduct of the District, and for a legitimate purpose that will not interfere with the efficient administration of the District. Although you are not required under the law to disclose that purpose, I invite you to do so, so that I can assist you in targeting your request to that purpose. If your request is targeted, it will be much easier for you to find records that are meaningful to you within the body of produced records.
2. I recognize in this regard that you are requesting more recent records be produced first. Please be advised that it may be possible to honor that request within a body of records of a certain type (such as emails). It may not always be possible to do so consistently across all record types, due to differences in how different types of records are assembled.

In that regard, please specify a date range that you regard as “recent.” For example, are you requesting that the last 6 months of records be produced for all of the persons named above before any earlier records are produced for any other person, at least within a certain type of record? Please be advised that while the District will try to honor your preferences, the District will retain flexibility in this regard in order to process your request most efficiently.

Your answers to the above clarification questions are due on or before December 9, 2021.

Timing of Response

Your request will be completed in a series of installments. At this time, subject to potential adjustment based on your clarifications, I estimate a first installment of records for January 19, 2022. That present estimate is based on the current workload in this office, staff available to respond to your request, the workload of staff who may be affected by your request and whose assistance may be required, and absences due to illness and/or the anticipated holidays. Response date estimates are subject to change.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:

Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no entity. Please clarify.

You answer to this question is due on or before December 10, 2021. Additional clarification questions may arise in the course of responding to your request.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon (NOTE: please refer to this number in all correspondence regarding your request)
Dear Anonymous requestor:
Please accept this correction to the message immediately below, adding the word "such":
Additional Clarification Question:

1. Your request begins as follows: "To Whom It May Concern - Bellevue School District #408." There is no such entity. Please clarify.

Your answer to this question is due on or before December 10, 2021. Additional clarification questions may arise in the course of responding to your request.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Anonymous requestor:
Clarification Questions (repeated and follow-ups):

1. Regarding clarification question 1:
“Please define what you intend by “of.” A reasonable interpretation of that would be that you are seeking records “from” the above individuals.”
Your answer included this comment:
Regarding the requested public record communications "of" and "from" the previously referenced individuals . . ..
It appears that your answer is that you intend “of” to mean “from.” The District will proceed in that manner unless you advise otherwise.

2. Please allow me to explain that In general, email records of each of the named individuals will be searched and produced separately by individual. Some of the search results may be combined in order to avoid a high number of duplications. The District will retain discretion in this regard in order to process your request most efficiently.
Assuming separate production sets for each individual and some combined groups as appropriate, please advise if you would like to prioritize the individuals listed. The District will try to honor any such priorities, within parameters that are consistent with the most efficient processing of your request.

3. You have asked for records to be produced in reverse chronological order, stating that you prefer the District to produce emails first. To clarify, are you asking that all email records back to 1.1.19 for an individual be produced before any records are produced for another individual?

4. You did not respond to the questions numbered 3 and 4 (renumbered below due to formatting loss in your reply message) regarding targeting your request. As noted, targeting does not limit your request. Rather, it allows you to prioritize so that the records which will be most meaningful to you in support of your purpose will be produced to you before others. I understand this may be important to you in view of the volume of records you are requesting. For example, in searches performed to date, the number of potentially responsive emails from one individual was 38,743. Others were in the 28,000 to 36,000 range.

I would be glad to discuss your request with you if it would be helpful. I am often able to help requestors target their requests when I have a better understanding of their priorities.

Please be advised that production of emails in .pst format is not possible. Every record is reviewed for applicable exemptions, and appropriate redactions will be applied prior to the production of records to you. The redaction process occurs only in a .pdf format. Each individual message is converted to a .pdf format.

Your answers to these questions are due on or before December 17, 2021. The timing of your answers may affect the timing of the District’s responses to your request. Additional clarification questions may arise in the course of responding to your request.

I am glad to assist you in accessing records that will be meaningful to you.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Requestor:
Thank you for the prompt response. Getting clarification of your request is important, to be sure we have a mutual understanding.

Clarification Questions

1. I still do not understand what you mean by the phrase “communications . . . of” an individual:

ALL email communications (any “to” or “from” address fields are irrelevant) of the following individuals . . . .

Every email is to or from someone. The address fields “to” or “from” are relevant because an archive search can be conducted using search fields “from/to/cc”, “from”, or “to/cc.” There is no search that can be conducted for communications “of” an individual. Please clarify what you intend by “communications of” an individual and by your statement that “any ‘to’ or ‘from’ address fields are irrelevant.”

1. I again note that you have not responded to clarification questions 3 and 4 in my November 9, 2021 message. Also, you deleted that November 9, 2021 message, and your November 8, 2021 message, from the correspondence history below. I re-inserted those messages within the string below, and highlighted questions 3 and 4 for your reference, as well as my November 17, 2021 reminder to you that you had not answered those questions.

Please do not in the future delete any correspondence history related to your request. Maintaining an accurate and complete record of our correspondence is critical to the District’s ability to serve you efficiently.

Your answers to clarification questions 3 and 4 are due on or before December 17, 2021.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 10122021-Anon
Dear Anonymous requestor:
Thank you.
Clarification questions:

1. When you use the phrase communications “of” an individual, are you referring to:

1. communications “from” that individual? Please answer yes or no.

When you use the phrase communications “of” an individual, are you referring to:

1. communications “to” that individual? Please answer yes or no.

When you use the phrase communications “of” an individual, are you referring to:

1. communications “copied to” that individual? Please answer yes or no.

1. You have not responded to the following questions sent to you on 11.9.21, numbered 3 and 4 in that message. This is the District’s third request for a response to these questions:

3. It is apparent that your request seeks a very substantial body of records. In the District’s efforts to serve you fully and as efficiently as possible, please consider specifying particular records of interest to you, or at the very least prioritize the records you are seeking in some way that will assist you in determining whether in fact you need all of the records described. For example, you could specify a topic, keywords, or a more narrow date range. You could specify a more targeted group of records to be produced first, while retaining the broader request in case it is needed.

Requestors are required to specify records requested so they are reasonably locatable. While the records you have described are locatable, the volume is extensive. The volume will affect the time required to produce the records.

4. I will assume at this time, consistent with the purposes of the Public Records Act, that you are seeking records that are meaningful to you regarding the conduct of the District, and for a legitimate purpose that will not interfere with the efficient administration of the District. Although you are not required under the law to disclose that purpose, I invite you to do so, so that I can assist you in targeting your request to that purpose. If your request is targeted, it will be much easier for you to find records that are meaningful to you within the body of produced records.

In reminding you om 11.17.21 to respond to questions 3 and 4, I explained the importance to you of your answering these questions:

As noted, targeting does not limit your request. Rather, it allows you to prioritize so that the records which will be most meaningful to you in support of your purpose will be produced to you before others. I understand this may be important to you in view of the volume of records you are requesting. For example, in searches performed to date, the number of potentially responsive emails from one individual was 38,743. Others were in the 28,000 to 36,000 range.

I would be glad to discuss your request with you if it would be helpful. I am often able to help requestors target their requests when I have a better understanding of their priorities.
Thank you for clarifying your request at the outset. It is essential that we have a mutual understanding. Additional clarifications may arise in the course of processing your request. Your answers to the questions above are due on or before December 17, 2021. The timing of your answers will affect the timing of the District’s response.

Missing correspondence history
Please review the message you sent on 11.19.21 at 1:39 PM, and the message you sent on 11.18.21. In each of those messages, portions of the correspondence history between you and this office were missing, including but not limited to the 11.9.21 message to you containing the clarification questions above, to which you have not yet responded.
Perhaps this is a technical aberration of the service you are using. If necessary, please work with Muckrock to determine why portions of correspondence history related to your request may not be retained when you reply to a message. For example, your 11.19.21 message immediately below contains a history that skips from your message dated 11.02.21 to your message dated 11.11.21. Please take steps to prevent that from occurring in the future.

Public Records Request Process

You state:

“No search need be conducted – archive or copy the entire email account for the dates requested and produce the result preferably in .PST format.”

Please allow me to help you understand public record response procedures, so that your expectations can be realistic. When a request for records is made, the District conducts a search for potentially responsive records. When potentially responsive records are assembled, each record is reviewed to determine whether it is responsive, and if so, whether the law requires that exemptions be applied to it. If some or all of a record is exempt, the District applies redactions to that record or withholds it, and then describes to the requestor the basis for any exemptions that were applied. As noted below, it is not possible to produce records in .PST format, because records must first be converted to .PDF format in order to apply redactions to them.

For these reasons, it is not possible to “copy” the contents of “an entire email account” and produce all emails within such a an account to you. Each email must first be reviewed, analyzed, and processed for production.

As noted in my 11.09.021 message to you, your request will be completed in a series of installments. Due to the procedures described above, only a limited number of email records can be produced per installment. Each request is unique, but given the workload of this office, email records can be generally processed at a rate of perhaps 30-100 individual emails per installment. Installments may occur at varying intervals, which can be 30 days or more. These processing volume rates vary widely based on the nature of the request and other factors.
As stated above, during the nearly 3-year period you have identified, one of the persons on your list sent 38,743 emails—that is 38,743 emails were “from” that person. There may be some duplications within that number. However, even if that number was significantly reduced to something in the range of 20,000 emails, and assuming a rate of processing those records at 100 per month, it could take 200 months, or more than 16 years, to process only the emails “from” that one person on your list.

I am taking the time to explain this to you in detail, at the beginning of processing your request, so that you can understand how important it is to you, assuming your intention is to receive records that are meaningful to you and relate to a legitimate purpose, to limit your request by targeting it in some way as described in questions 3 and 4 above. I can help you find the needle in the haystack that you really want. You do not need to ask for the haystack to achieve your legitimate purpose.

I am available to assist you in exploring options by which you can limit your request so that it will yield records that will be meaningful to you, while retaining your broader request in case it is needed.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Requestor:
Thank you for responding. From the questions in my 11.09.21 message:
Question 3 could be answered by stating: “I decline to specify my request,” or by specifying your request so that the District can better assist you by processing it more efficiently.
Question 4 could be answered by stating: “I decline to identify the purpose of my request,” or by identifying a legitimate purpose of your request so that the District better assist you in targeting it so that it can be processed more efficiently.
I have explained to you that an important effect of declining to specify or target your request will be an increase in the District’s response time, and have given you examples of the high volumes of emails that you are requesting.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Requestor:
Thank you for responding. An additional clarification question has arisen and the District awaits your answer to two other questions. The District appreciates your answers to all clarification questions to be certain we have a mutual understanding.
Clarification question, 11.24.21:
Your request identifies persons by name and title. Some of the named persons did not hold the stated title during the entire date range of the request. The District understands your request to be for communication records to, from, or cc any of the named persons during those portions of the stated date range in which the named person held the stated title. Please confirm or otherwise clarify.
Your answer to this clarification question is due on or before December 24, 2021. The business day will end at noon Pacific Time on that date.

Pending clarification questions, 11.09.21:
The District awaits your answers to questions 3 and 4 from my 11.09.21 message, as described in my message to you immediately below dated 11.22.2021. Those answers are due December 17, 2021.

Timing of Response:
The timing of your answers may affect the timing of the District’s responses to your request. Additional clarification questions may arise in the course of responding to your request.

As set forth in my 11.09.21 message to you, at this time, subject to potential adjustment based on your clarifications, I estimate a first installment of records for January 19, 2022. That present estimate is based on the current workload in this office, staff available to respond to your request, the workload of staff who may be affected by your request and whose assistance may be required, and absences due to illness and/or the anticipated holidays. Response date estimates are subject to change.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Requestor:
On behalf of the Bellevue School District, I am making a first installment in response to your request for records. You requested emails to be produced in reverse chron order, in 6 month blocks, to/from/cc the following persons in this following order:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Chief Communications and Engagement Officer, Janine Thorn
Director Equity and Strategic Engagement, Shomari Jones
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
District 1 School Board Member Sima Sarrafan
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
To give you a sense of the volume of records you have requested, searches of potentially responsive records for the following persons for the first six-month period, 05 01 21 through 11 02 21, returned the following numbers of potentially responsive messages to be reviewed and processed for production to you:

Superintendent Dr. Ivan Duran 8420
Superintendent Dr. Art Jarvis 7245
Assistant Superintendent Human Resources, Jeff Thomas 25,244
Chief Communications and Engagement Officer, Janine Thorn 13.443
Total for these 4 individuals, 05 01 21-11 02 21: 53,952

This installment includes emails to/from/cc Superintendent Ivan Duran for the period 10 01 21-10 14 21. This is roughly the first half of the month of October 2021, consisting of 446 messages. The period 10 15 21-11 02 21 will be the subject of the next installment.

The records are being produced to you via Box, from which you may retrieve, view, and download records. Please click the link below to retrieve the following records:
NOTE: I am having technical difficulties creating this link. I will complete this process as soon as possible.

Please note that Dr. Duran has not been employed by the District since the spring of 2021. As a result, there are no messages from him in this group. The vast majority of messages are commercial solicitations, newsletters or subscriptions; messages on which Dr. Duran was copied because his name may not have yet been deleted from a distribution group; or messages from persons who did not know of his status.

My observation in processing your request to date is that it could be completed more efficiently if you limited the volume of potentially responsive records to retrieve messages that are more likely to be of interest to you. This could be accomplished in a number of ways. For example, you could consider redefining “communications of” to mean “to” or “from” but not “cc”; limiting the date range; limiting the request to one or more topics of interest; identifying key words; and/or agreeing that commercial solicitations, newsletters, and subscriptions would not be responsive.
No redactions were made to these records.

I estimate the next installment for February 25, 2022.
In order to expedite the District’s response to your request, please consider limiting the request to a reasonable volume that is more likely to be of interest to you, as suggested above.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

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The folder shared with you for installment 1 is named
1 011922, Duran 100121-101421, 446
Link is here: https://bellevueschooldistrict.box.com/s/t72bhui3rzqewyso6ykgmgtry9z50qnm

You must retrieve these records within 30 days, that is, on or before February 18, 2022.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

Helen Boyer has invited you to collaborate on a folder:
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PRR 11022021-Anon
Dear Requestor:
On behalf of the Bellevue School District, I am making a second installment in response to your request for records. You requested emails to be produced in reverse chron order, in 6 month blocks, to/from/cc the following persons in this following order:

Superintendent Dr. Ivan Duran
Superintendent Dr. Art Jarvis
Assistant Superintendent Human Resources, Jeff Thomas
Chief Communications and Engagement Officer, Janine Thorn
Director Equity and Strategic Engagement, Shomari Jones
Executive Director for District and Community Affairs, John Harrison
Director of Research, Evaluation and Assessment Naomi Calvo
Deputy Superintendent Student Academic Performance and Instructional Leadership, Eva Collins
Deputy Superintendent Finance and Operations, Melissa deVita
District 1 School Board Member Sima Sarrafan
District 2 School Board Member Carolyn Watson
District 3 School Board Member Erica Melief
District 4 School Board Member Christine Chew
District 5 School Board Member Francine Wiest
Director of Program Office, Melanie McGee
Executive Director Teaching and Learning, Sharon Kautz
Executive Director Teaching and Learning, Heather Edlund
Executive Director of Schools, Patty Siegwarth
Executive Director of Schools, Kelly Aramaki
Executive Director of Schools, Heather Sánchez
Executive Director of Schools, Gloria Henderson
This installment includes emails to/from/cc Superintendent Ivan Duran for the period 10 15 21 through 10 21 2021. It includes 227 messages. The period 10 22 2021 through 11 02 2021 will be the subject of the next installment.

The records are being produced to you via Box, from which you may retrieve, view, and download records, within 30 days of receipt. A link will be provided to you to access the records in a message that will follow shortly.

Please note that Dr. Duran has not been employed by the District since the spring of 2021. As a result, there are no messages from him in this group. The vast majority of messages are commercial solicitations, newsletters or subscriptions; messages on which Dr. Duran was copied because his name may not have yet been deleted from a distribution group; or messages from persons who did not know of his status.

Your request could be completed more efficiently if you limited the volume of potentially responsive records to retrieve messages that are more likely to be of interest to you. This could be accomplished in a number of ways. For example, you could consider redefining “communications of” to mean “to” or “from” but not “cc”; limiting the number of persons whose communications are sought; limiting the date range; limiting the request to one or more topics of interest; identifying key words; and/or agreeing that commercial solicitations, newsletters, and subscriptions would not be responsive.

Redactions were made to one record in this set, consistent with exemptions set forth in the Public Records Act. Redactions are indicated by blocked out text with an overlying code. I have also attached to this message a Redaction and Exemption Codes chart that explains the basis for the exemptions that applied. If there are any records that contain marked out texts that do not have an overlying code, that is the form in which the record was received by the District.

I estimate the next installment for March 30, 2022.
In order to expedite the District’s response to your request, please consider limiting the request to a reasonable volume that is more likely to be of interest to you, as suggested above.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon
Dear Requestor:
Thank you for inquiring about the status of your request. It is been an extraordinarily busy year in public records. The District’s prior estimate for a next installment is extended to July 21, 2022.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
I want to clarify as to whether you have received all installments made to date by the District. You state you received only one installment on 1.19.22, which is not consistent with what the District has produced.
After correspondence relating to clarifying your request, the following installments were made to you via link to the Box platform:

1.19.22: Emails t/f/cc Duran 10 01 21_10 14 21, 446 messages, no redactions

2.25.22: Emails t/f/cc Duran 10 15 21_10 21 21, 227 messages, 1 redacted

Attached is your acceptance on 2.26.22 at 2:16 AM of the link sent on 2.25.22.
The next installment in response to your request is in process. I expect you will have it later this evening or tomorrow.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
Due to workload and staff absences it was not possible to produce your next installment as hoped on July 22. It is still in progress. I estimate it will be produced by July 23.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
Please excuse the typo. I estimate the next installment will be produced by July 26.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
Despite best efforts, the estimated production date of the next installment will be extended again, to July 27, due to workload in this department.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
Staff illness intervened today. For that reason, and ongoing workload, the estimated production date of the next installment will be extended to August 1, 2022.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
The Bellevue School District is not withholding any records from you.
Please direct all messages pertaining to your request to the public records mailbox, publicrecords@bsd405.org.
The automated correspondence features of the Muckrock site are not an efficient way to correspond or to review correspondence. Please do not interrupt our correspondence history by cutting messages out of the email string. I know that history can get long. However, it is important in order for us to communicate effectively that an accurate history of our communications is readily available to both of us.
Please allow me to summarize our recent correspondence:

Feb 25–email from BSD, making second installment consisting of 227 emails, and providing link to Box for records.
Feb 26—confirmation from Box site to BSD that you accepted and opened link to records.
June 29—email from you, stating you had received only one installment, on 1.9.22.
June 29–email from BSD, setting a next installment for July 21.
July 15—email from you, inquiring as to status. Appears to be automated Muckrock email. June 29 message from BSD does not appear to have been read.
July 21—email from BSD, inquiring further about your statement on June 29 that you had received only one installment, and listing two installments that were produced. Attached your 2.26.22 acceptance of link to second installment provided via Box site. Advised that estimated installment intended for July 21 would be extended to July 22.
July 25, 26, 28 – emails from BSD, extending estimated dates from July 22 to August 1, with explanations.
Aug 3–email from you, explaining (for the first time) that you were not able to open the link to records that were sent to you on 2.25.22.

Installment 2 Produced to You Again
First, let’s take care of your receipt of the records in the February 25 installment. You were advised in a February 25 email that a link to the records was on its way to you. I received confirmation on February 26 that you accepted and opened the link that was sent to you. Now, on August 3, you explain for the first time that you were not able to retrieve records in the link that was provided to you. If you had let me know in February that you had difficulty retrieving the records, we could have resolved it at that time. I recognize there may be glitches with technology. I am glad to work with you to resolve them promptly, if you let me know.

Each installment is made available to you for 30 days. In the future, if you do not acknowledge and accept receipt of records within 30 days after they are made available to you, your request will be closed as abandoned.

I am re-sending you the records that were provided to you in installment 2 on February 25, 2021. I will attach these to two emails to you, due to their volume.

Installment 2 consisted of 227 email records covering a period of October 15-21, 2021, in zip folders are follows:
2021 10 15_10 19, Duran, 122 (attached here)
2021 10 20_10 21, Duran, 105 (will be attached to an email that follows)

The second zip folder includes a record that contains information that is exempt from disclosure under the Public Records Act. Exempt information is redacted and marked with an overlay code. I will attach to the following email a Redaction and Exemption Codes chart that explains the basis of exemptions applied.

Progress on your high-volume request
Please appreciate the overall high volume of your request, when there are 227 email records in one week for one of your named recipients. Each individual email record you request must be retrieved from archives, reviewed for applicability to your request and for exemptions, and then prepared for production to you.
Due to typical operational capacity of this department, it is generally possible to process roughly 100 email records per installment, and to make installments to a requestor every 60 to 90 days. These are general capacity numbers, which may be adjusted in different contexts for different types of requests. Most requestors seek specific information that is likely to be meaningful to them, which allows for effective and efficient request processing.
Your request, on the other hand, seeks a high volume of communications, from a large group of persons, with no specific focus or topic. As a result, the volume of records will be is very high, the retrieval time is extensive, and the review process is very time-consuming.
You have been provided 446 records in installment 1, Jan 19 2022; and 227 records in installment 2, February 25 2022, for a total of 673 records. This is well within standard processing rate.

Next Estimated Installment
The District attempts to meet its estimated installment dates. Sometimes that is not possible. If it is not possible to meet an estimated date, you will be provided an explanation and a revised estimated date.
The time it took to complete today’s correspondence was time the District was not able to devote to a next installment to you.
I estimate a next installment for September 1, 2022. That estimate takes into account factors of summer staff absences; staff absences for other reasons, including medical leaves; the current workload of this department; and the complexity of assembly and review required for your request as set forth above.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

I have corrected a date in the indented section after the first paragraph in the first email below:
June 29-email from you, stating you had received only one installment, on 1.19.22.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon-Muckrock
Dear Requestor:
Appended hereto please find part 2 of the re-sending of Installment 2, as follows:
2021 10 20_10 21, Duran, 105

This set includes a record that contains information that is exempt from disclosure under the Public Records Act. Exempt information is redacted and marked with an overlay code. I have attached a Redaction and Exemption Codes chart that explains the basis of exemptions applied.
Best regards,

Helen A. Boyer
Public Records Officer
Bellevue School District No. 405
425-456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Thank you for your January 26, 2023 inquiry. We have made four recent productions in response to your request; however, it appears that the wrong MuckRock email address was used for those productions. I apologize for the mistake. We have corrected your contact information in our file.

Below, please find links to the last four production installments (made on 9/1/22, 10/4/22, 11/2/22 and 12/16/22). Where information has been redacted under the Public Records Act, the attached redaction code sheet explains the reason for the redaction. Where a record has been withheld in its entirety, an exemption log has been provided.

1. Emails to/from Ivan Duran from 7/1/21-7/31/21, 1,030 messages. No records withheld from this production.
https://www.dropbox.com/s/0izdcj616ctsfc3/Duran%202021%2007%2001_07%2031%2C%201030%20msgs.zip?dl=0

1. Emails to/from Ivan Duran from 8/1/21-8/31/21, 1,352 messages:
https://www.dropbox.com/s/9ra7avhxn45eq3a/Duran%202021%2008%2001_08%2031%2C%201352%20files.zip?dl=0

One record (the attachment to 2021 08 16 08 05 11) has been entirely withheld:
Record Type
Pages
Date
Sent
Author
Recipients
Subject/Title
Exemption
Codes
Attachment to email 2021 08 16 08 05 11
26

PRR 11022021-Anon

Dear Requestor:

Please use the link below to access the 8th production installment in response to your November 2, 2021 request for records. No redactions have been made and no records withheld from this production.

Emails to/from Ivan Duran 6/1/21 - 6/30/21, 1,126 messages
https://www.dropbox.com/scl/fo/wdn27658pu88hzpo27bbz/h?dl=0&rlkey=o42oql7lb6yer05pzain1s3jr

An additional 215 messages from this period are still under review as they contain information which may require redactions in keeping with PRA and/or FERPA requirements. Those records will be provided in our next production installment which we estimate will be ready on or before April 12, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best regards,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Attached please find our 9th production installment in response to your November 2, 2021 request for records. This production contains 45 redacted email messages (135 pages) sent to/from Ivan Duran on 6/1/21 - 6/11/22. Where redactions have been made in keeping with our obligations under the Public Records Act, each redaction has been marked with an explanation code. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review potentially responsive records and anticipate that the next production of records will be available on or before May 24, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>
June 1-11, 2021_Redacted

PRR 11022021-Anon

Dear Requestor:

Attached please find our tenth production in response to your November 2, 2021 request for records. This production contains 50 email messages (184 pages) sent to/from Ivan Duran from 5/28/21 through 5/31/21. Where redactions have been made in keeping with our obligations under the Public Records Act, each redaction has been marked with an explanation code. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review potentially responsive records and anticipate that the next production of records will be ready on or before July 7, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Attached please find our eleventh production in response to your November 2, 2021 request for records.

This production contains 73 email messages (293 pages) sent to/from Ivan Duran on 5/27/2021. In keeping with our obligations under the Public Records Act, student and parent names and email addresses have been redacted from these records [RCW 42.56.230(1)]. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review potentially responsive records and anticipate that the next production of records will be ready on or before September 8, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Attached please find our twelfth production in response to your November 2, 2021 request for records.

This production contains 68 email messages (214 pages) sent to/from Ivan Duran on May 26, 2021. In keeping with our obligations under the Public Records Act, parent names and email addresses have been redacted from these records [RCW 42.56.230(1)]. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review potentially responsive records and anticipate that our next production of records will be ready on or before October 20, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Using the link below, please find our thirteenth production in response to your November 2, 2021 request for records.
https://www.dropbox.com/scl/fi/d15j28jfuvi7zg0jywt74/Duran-emails-5.25.23-62-msgs_Redacted.pdf?rlkey=k11yncgy5326h67hsc39t3fry&dl=0

This production contains 62 email messages (235 pages) sent to/from Ivan Duran on May 25, 2021. In keeping with our obligations under the Public Records Act, parent names and email addresses have been redacted from these records [RCW 42.56.230(1)]. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review potentially responsive records and anticipate that our next production of records will be ready on or before November 17, 2023. If records are available sooner, I will provide them to you. Please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

Correction: this is the 12th (not the 13th ) production installment. Thank you.

PRR 11022021-Anon

Dear Requestor:

Attached please find our thirteenth production in response to your November 2, 2021 request for records.

This production contains 121 email messages (488 pages) sent to/from Ivan Duran on May 24, 2021. In keeping with our obligations under the Public Records Act, student and parent names and email addresses have been redacted from these records [RCW 42.56.230(1)]. The attached code explanation sheet provides information about the bases for these redactions.

We continue to review our records and anticipate that a next production installment will be ready on or before January 12, 2024. If records are available sooner, I will provide them to you. As always, please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Attached please find our fourteenth production in response to your November 2, 2021 request for records.

This production contains 87 email messages (327 pages) sent to/from Ivan Duran from May 21, 2021 to May 23, 2021. In keeping with our obligations under the Public Records Act, student and parent names and email addresses have been redacted from these records. RCW 42.56.230(1). The attached code explanation sheet provides information about the bases for these redactions.

We continue to review our records and anticipate that a next production installment will be ready on or before February 23, 2024. If records are available sooner, I will provide them to you. As always, please let me know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel's Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Thank you for your message. We are closing our file and will take no further action. Please let us know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel’s Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>

PRR 11022021-Anon

Dear Requestor:

Thank you for your message. We are closing our file and will take no further action. Please let us know if you have any questions.
Best,
Sarah

Sarah Kolpacoff
Public Records Officer
General Counsel’s Office
Bellevue School District No. 405
(425) 456-4101
publicrecords@bsd405.org<mailto:publicrecords@bsd405.org>