KENNEWICK School District – Request for a complete electronic copies of (5) MICROSOFT .pst format data archives for the time period 1-1-2020 to 04-29-2024
It is a clone of this request.
| Submitted | Sept. 27, 2024 |
| Est. Completion | None |
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Communications
From: eDiscovery Manager
September 27, 2024
via email to: publicrecords@ksd.org
SUBJECT: PUBLIC RECORDS REQUEST RCW 42.56
KENNEWICK School District – Request for a complete electronic copies of (5) MICROSOFT .pst format data archives for the time period 1-1-2020 to 09-27-2024.
Pursuant to the Washington Public Records Act [RCW 42.56] I hereby request the following records:
1. I Request for a complete electronic copy of the entire MICROSOFT .pst format data archive for each of the following specific email address(es)/email box(s) for the time period January 1, 2020 to September 17, 2024:
bronson.brown@ksd.org
tracie.pierce@ksd.org
vic.roberts@ksd.org
thomas.brillhart@ksd.org
ron.cone@ksd.org
robyn.chastain@ksd.org
Please ensure each DATA ARCHIVE is produced electronically as a single separate .pst file format data file. This request is for the identified public records to be exported from the KENNEWICK SCHOOL DISTRICT email data servers, in accordance with the public database export provisions incorporated within the public records act RCW 42.56. This public records request is *NOT* for individual email files or records.
REQUEST FOR "Reasonably translatable" electronic records - WAC 44-14-05002(2)(b)
This data export request is for the simple database export of six (6) “@ksd.org” datasets from the commercially available format your agency employs to the freely available commercial format Microsoft .pst. This request is for "Reasonably translatable" electronic records - WAC 44-14-05002(2)(b). Your agency stores these electronic records in a generally commercially available format. This request is for a database EXPORT FUNCTION of the (5) datasets identified in this request to the NATIVE .pst file format. No translation into another format is necessary as the .pst file format is the generally commercially available format of the record I am requesting. WAC 44-14-05002(2)(c)(ii).
Further, if your agency has a need to redact these records and claim various exemptions, any redaction process in no way obstructs your agency from providing the final .pst file as requested, with redactions, coupled with contemporaneous exemption logs as required by RCW RCW 42.56.210.
This request does not require specialized programming, the .pst file format is in regular use by your agency for regular day-today business operations. The process of export to .pst for this data requires less than a half dozen mouse clicks. As such, no customized service charge is applicable. If your agency claims the need for a customized service charge, provide a detailed explanation of the service charge, including why it applies, a description of the specific expertise required, and a reasonable estimate of the cost of the charge (WAC 44-14-05004.)
FEES FOR REDACTION ARE NOT APPLICABLE
RCW 42.56. 120 (2)(e). An agency cannot charge a "redaction fee" for the staff time necessary to prepare the records for inspection, for the copying required to redact records before they are inspected, or an archive fee for getting the records from off-site.
DATE RANGE
The date range for this request is January 1, 2020 to September 27, 2024.
USE OF PORTAL NOT MANDATORY
Washington State Law is clear that the use of 3rd party “portals” (Such as GOVQA) for a public records request is optional for the requestor. Respectfully I decline. Please provide all records electronically via direct email attachment to this email address.
Please do not register this requestor for, nor direct this requestor to the use of any 3rd party commercial portal including but not limited to FOIAOnline, GovQA, NextRequest, FOIAExpress, JustFOIA FOIADirect, WebForm, or any other online service other than a direct NO PASSWORD REQUIRED, NO REGISTRATION REQUIRED, internet cloud-based download link, or electronic email.
Do not send any portion of this public records request to any 3rd party for-profit corporation such as GOVQA, a Grannicus Corporation or NEXT-REQUEST.
Do not register this request with any for profit portal or 3rd party organization such as GOVQA, a Grannicus Corporation, or NEXT-REQUEST.
PUBLIC RECORDS REQUESTS SUBMITTED VIA EMAIL
RCW 42.56.080 - Identifiable records—Facilities for copying—Availability of public records.
"...Agencies shall honor requests received in person during an agency's normal office hours, or by mail or email, for identifiable public records unless exempted by provisions of this chapter. No official format is required for making a records request; however, agencies may recommend that requestors submit requests using an agency provided form or web page."
This public records request is being made via email. This public records request will be honored and fulfilled by your agency via email as requested or relief will be sought per statute.
NATIVE ELECTRONIC FORMAT
Please provide all identified public records in their NATIVE electronic format, in this request the MICROSOFT .pst file format. Please provide all electronic records in the fewest number of individual files as per native format or use free .zip or digital compression in each installment for the fewest number of total records and the most economical calculation of any applicable public records fees.
FEES
In the event that there are fees, please inform us of the total charges in advance of fulfilling the request in strict compliance with all provisions of the Washington State Public Records Act.
EXEMPTION LOGS
Please ensure all redactions or exemptions claimed by your agency in the production of responsive records are accompanied by a complete and detailed exemption log noting the valid legal reason for each exemption at each redaction location in the record produced, as well as the specific number of pages if any that your agency redacts or withholds in their entirety. Each redaction should be noted by footnote or by a clear reference to the specific justification for that redaction, and only the minimal exempt portion of any record may be withheld.
COMMERCIAL PURPOSE DECLARATION
The Washington State Public Records Act prohibits the disclosure of “lists of individuals” for a commercial purpose (RCW 42.56.070(8)). I declare this public records request is not being made for any commercial purpose whatsoever. Also, this public records request is not being made for a "list of individuals." This declaration satisfies all requirements of RCW 42.56 regarding prohibitions on lists and commercial purposes. No additional commercial purpose declaration will be completed for this public records request.
PRESERVATION OF PUBLIC RECORDS *** ANTICIPATE LITIGATION ***
WAC 44-14-03005 RETENTION OF PUBLIC RECORDS
The lawful destruction of public records is governed by retention schedules. The unlawful destruction of public records can be a crime. RCW 40.16.010 and 40.16.020. An agency is prohibited from destroying a public record, even if it is about to be lawfully destroyed under a retention schedule, if a public records request has been made for that record. RCW 42.56.100. Additional retention requirements might apply if the records may be relevant to actual or anticipated litigation. The agency is required to retain the record until the record request has been resolved.
Note: An agency can be found to violate the Public Records Act and be subject to the attorneys' fees and penalty provision if it prematurely destroys a requested record after a request is made. See Yacobellis v. City of Bellingham, 55 Wn. App. 706, 780 P.2d 272 (1989). However, it is not a violation of the Public Records Act if a record is destroyed prior to an agency's receipt of a public records request for that record. Bldg. Indus. Ass'n of Wash. v. McCarthy, 152 Wn. App. 720, 218 P.3d 196 (2009); West v. Dep't of
Nat. Res., 163 Wn. App. 238, 258 P.3d 78 (2011). The Public Records Act (chapter 42.56 RCW) and the records retention statutes (chapter 40.14 RCW) are two different laws.
COMMUNICATION VIA EMAIL
Please send all requests for clarification, status updates, and production of responsive electronic documents via direct email reply.
The requested documents will be made available to the general public.
Thank you in advance for your anticipated cooperation in this matter. We look forward to receiving your response to this request within 5 business days, as the statute requires.
Good Luck.
From: Kennewick School District
To whom it may concern,
This is a formal response to your public records request.
As you may know, RCW 42.56.080 and RCW 42.56.550 require a requestor to request an "identifiable record." The act does not allow a requestor nor require an agency to search through agency files for records which cannot be reasonably identified or described to the agency. WAC 44-14-04022(2). There are over 1 million records associated with these accounts for the stated time period. Thus, the request is not for an identifiable record.
KSD seeks to provide the fullest assistance to requestors. In order to provide the records that you are seeking, KSD requests that you please clarify your records request. Examples of ways to clarify your request may include providing KSD with a keyword to search for requested emails, specific or narrowed dates, and recipients or senders of emails. KSD will be able to respond to your request upon receiving clarification. Please clarify your request within 30 days or it will be considered abandoned and administratively closed.
Thank you,
Bronson Brown
Records Officer
Kennewick School District
From: eDiscovery Manager
October 03, 2024
VIA EMAIL: publicrecords@ksd.org
Please refer to the original request. This request is for the identified .pst file for each @ksd.org account requested. Your Agency uses MICROSOFT EXCHANGE SERVER to send, receive, and store emails for the @ksd.org domain:
A ksd-org.mail.protection.outlook.com 52.101.9.11 Microsoft Corporation (AS8075)
A ksd-org.mail.protection.outlook.com 52.101.9.12 Microsoft Corporation (AS8075)
A ksd-org.mail.protection.outlook.com 52.101.11.17 Microsoft Corporation (AS8075)
A ksd-org.mail.protection.outlook.com 52.101.194.19 Microsoft Corporation (AS8075)
Provide copies of the (6) .pst files requested as per the original request:
1. I Request for a complete electronic copy of the entire MICROSOFT .pst format data archive for each of the following specific email address(es)/email box(s) for the time period January 1, 2020 to September 17, 2024:
bronson.brown@ksd.org
tracie.pierce@ksd.org
vic.roberts@ksd.org
thomas.brillhart@ksd.org
ron.cone@ksd.org
robyn.chastain@ksd.org
Please ensure each DATA ARCHIVE is produced electronically as a single separate .pst file format data file. This request is for the identified public records to be exported from the KENNEWICK SCHOOL DISTRICT email data servers, in accordance with the public database export provisions incorporated within the public records act RCW 42.56. This public records request is *NOT* for individual email files or records.
REQUEST FOR "Reasonably translatable" electronic records - WAC 44-14-05002(2)(b)
This data export request is for the simple database export of six (6) “@ksd.org” datasets from the commercially available format your agency employs to the freely available commercial format Microsoft .pst. This request is for "Reasonably translatable" electronic records - WAC 44-14-05002(2)(b). Your agency stores these electronic records in a generally commercially available format. This request is for a database EXPORT FUNCTION of the (5) datasets identified in this request to the NATIVE .pst file format. No translation into another format is necessary as the .pst file format is the generally commercially available format of the record I am requesting. WAC 44-14-05002(2)(c)(ii).
Further, if your agency has a need to redact these records and claim various exemptions, any redaction process in no way obstructs your agency from providing the final .pst file as requested, with redactions, coupled with contemporaneous exemption logs as required by RCW RCW 42.56.210.
This request does not require specialized programming, the .pst file format is in regular use by your agency for regular day-today business operations. The process of export to .pst for this data requires less than a half dozen mouse clicks. As such, no customized service charge is applicable. If your agency claims the need for a customized service charge, provide a detailed explanation of the service charge, including why it applies, a description of the specific expertise required, and a reasonable estimate of the cost of the charge (WAC 44-14-05004.)
You are encouraged to consult with Kennewick School District technology operations personnel for assistance.
Please provide a Reasonable estimate of time for production of these identified and requested public records.
WAC 44-06-085
Response to Public Records Act requests.
2(b) Reasonable estimate of time or costs. The office will provide an estimate of the time required to respond to the request, and may provide an estimate of copying costs pursuant to a specific request seeking an estimate of cost. If the requestor believes the amount of time or estimated costs stated are not reasonable, the requestor may petition the public records officer for a formal review under WAC 44-06-120.
PRESERVATION OF PUBLIC RECORDS *** ANTICIPATE LITIGATION **
Thank you.
From: Muckrock Staff
To Whom It May Concern:
I wanted to follow up on the following Washington Public Records Act request, copied below, and originally submitted on Sept. 27, 2024. 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: eDiscovery Manager
10-27-2024
via email to: PublicRecords@ksd.org
Hello,
Please consider this Public Records Request [RCW 42.56] WITHDRAWN and COMPLETED today, 10-27-2024.
Please CLOSE this Public Records Request without further production of responsive records or documents.
Thank you.