Email retention policies (Inyo County District Attorney)

Dear Mr. Loder:

Responses to your CPRA request dated February 21, 2023. Response follows your item listing:

On Feb. 17, 2023:
Subject: California Public Records Act Request: Email retention policies (Inyo County District Attorney)
To Whom It May Concern:
Pursuant to the California Public Records Act, I hereby request the following records:
Hello, pursuant to California's Public Records Act, I am looking for the following:

1. The District Attorney's general retention period for emails. I will accept a plain and simple explanation of the email retention period in lieu of production for this numbered item.

This is not a request for a document.

1. The District Attorney's office current policies and guidelines related to records management, retention, and disposition.

The Inyo County DA Policy Manual, which includes our record retention policy, can be found at: https://www.inyocounty.us/sites/default/files/2022-06/DA%20Policy%20Manual%20June%202022.pdf

(Note, this was actually revised in June, 2022. The cover indicates November, 2020. I forgot to update the cover)

1. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records.

No such document exists

1. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office
No such document exists. I think this is a state agency document. The Inyo DA is not a state agency.

1. The current Department Retention File plan for the District Attorney's office, or equivalent documents
See number 2, above.

1. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023
We have no documents responsive to this request.

1. Information sufficient to determine how the DA's office performs email searches when searching for public records. I would like to understand what kinds of keyword searches can be performed, especially advanced or so-called "boolean" searches.
This is not a request for a document.

1. Information sufficient to determine the technical limitations of the aforementioned system(s) for searching emails when it comes to searching and exporting results, such as the maximum number of records that can be exported for a single search and the maximum file size that can be exported for a single search.
This is not a request for a document.

1. Information sufficient to determine the processes and tools used by the DA's office to redact sensitive information before returning records. I do not need policy documents that explain the legal bases for redacting; only the records that explain HOW redaction is carried out.

We have no documents responsive to this request.
For numbered items 7, 8, and 09, production should include, without limitation, technical manuals, vendor documentation, trainings, FAQs, and tutorials.
If any of these items are maintained in electronic format, that's the format I need them in.
This request is made for noncommercial purposes and in the public interest.
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 10 calendar days, as the statute requires.
Sincerely,
Chad Loder

Without waiving any objections to this request, I would note that our small, rural county uses Microsoft Outlook as our email application for all county departments. When we get an appropriate document request, we use the search function in Outlook to search for documents relating to the topic. When we redact, an attorney examines the documents and applies California law relevant to the document and the request.
Best regards,

THOMAS L. HARDY
Inyo County District Attorney
Historic Inyo County Courthouse
P.O. Drawer D
Independence, CA 93526