Email system documentation (San Francisco Police Department)

Dear Emma Best,
Thank you for registering with the San Francisco Public Records Portal.  Please log in to update any contact or password information and to track the progress of your request.
Login: requests@muckrock.com

If you have never used this system or cannot remember your password you may request a temporary password here: Request Temporary Password (https://SANFRANCISCOPD.mycusthelp.com/webapp/_rs/forgotpassword.aspx)
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.

Dear Emma Best:

Thank you for your interest in public records of the San Francisco Police Department ("SFPD").

The San Francisco Police Department ("SFPD") received your Public Records request, dated June 19, 2018 and given the reference number P005000-061918 for tracking purposes.

Record(s) Requested: To Whom It May Concern:Pursuant to the California Public Records Act, I hereby request the following records:Documentation describing the email system(s) used by your agency, including the procedures and methods for performing searches of the email system.I am a member of the news media and request classification as such. I have previously written about the government and its activities, with some reaching over 100,000 readers. As such, as I have a reasonable expectation of publication and my editorial and writing skills are well established. In addition, I discuss and comment on the files online and make them available through non-profits such as the Internet Archive and MuckRock, disseminating them to a large audience. While my research is not limited to this, a great deal of it, including this, focuses on the activities and attitudes of the government itself. As such, it is not necessary for me to demonstrate the relevance of this particular subject in advance.As my primary purpose is to inform about government activities by reporting on it and making the raw data available, I request that fees be waived.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,Emma Best

Your request is being forwarded to the appropriate department(s) for processing and you will be notified once the request is complete.  The request will be deemed received after the San Francisco Police Department responds back to your request within the next business day through the San Francisco Public Records Center or by email.  Generally, the Department has 10 calendar days to respond to a request to inspect or receive copies of records. In certain circumstances, the Department may extend its time to respond by an additional 14 calendar days.

You can monitor request progress at the link below.  Thank you for using the San Francisco Public Records Center.

San Francisco Police Department To monitor the progress or update this request please log into the
SFPD Public Records Center. (https://sanfranciscopd.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=5000&coid=)

--- Please respond above this line ---

July 06, 2018 Documentation describing the email system(s) used by your agency, including the procedures and methods for performing searches of the email system. We use Microsoft Office 365 as our email system in the police department, which is part of our City & County of San Francisco Email System, managed by Department of Technology. For more details about this system, please refer to https://support.office.com/en-us/article/Get-started-with-Office-365-for-Business-d6466f0d-5d13-464a-adcb-00906ae87029 Our Current Process:
Requestor: 1) - IT receives a request from City Attorney’s office  for Litigation Hold or Sub-Poena for search in  a user(s) email system for specific content with time duration 2) - IT receives a request from Office of Citizens Complaints (OCC) for a search in a user(s) email system for specific content within a specified time duration 3) - IT receives a request from Internal Affairs Division for Officer Conduct issue and requires a search in a user(s) email system for specific content within a specified time duration. IT Role: 1) This specific access to be able to search a user inbox is limited to a Designated Email Administrator in IT who is a sworn member. 2) Search is allowed only from the ‘Requestors’ defined above 3) Email Administrator validates the need from the Requestor and attempts to search to the best of tool’s ability. 4) Results are then forwarded over to the Requestor in preferred media (email, hard copies or thumb drive as a .pst file) 5) The capabilities available as a part of e-Discovery are documented in the attached PDF. https://support.office.com/en-US/article/eDiscovery-FAQ-9d1a29ae-b7b4-4a27-9c8c-84289023dcae Via email requests@muckrock.com
Emma Best
MuckRock News, 411A Highland Ave DEPT MR 56282
Somerville, MA 02144
RE: Public Records Request, dated June 19, 2018, Reference # P005000-061918
Dear Emma Best:
The San Francisco Police Department (SFPD) received your Public Records Act request, dated June 19, 2018, on July 06, 2018.
You requested, " To Whom It May Concern:"
Pursuant to the California Public Records Act, I hereby request the following records:
Documentation describing the email system(s) used by your agency, including the procedures and methods for performing searches of the email system.
I am a member of the news media and request classification as such. I have previously written about the government and its activities, with some reaching over 100,000 readers. As such, as I have a reasonable expectation of publication and my editorial and writing skills are well established. In addition, I discuss and comment on the files online and make them available through non-profits such as the Internet Archive and MuckRock, disseminating them to a large audience. While my research is not limited to this, a great deal of it, including this, focuses on the activities and attitudes of the government itself. As such, it is not necessary for me to demonstrate the relevance of this particular subject in advance.
As my primary purpose is to inform about government activities by reporting on it and making the raw data available, I request that fees be waived.
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,
Emma Best

Responsive records have been identified. These records can be inspected at the following address. Police Department Headquarters, 1245 3rd Street, San Francisco
Monday through Friday, from 8 A.M. until 5 P.M.
If you have any questions, please contact Robert Rueca at 415-837-7199.
Thank you for your attention.
Sincerely,
Sergeant Michael Andraychak
Officer in Charge
Media Relations To monitor the progress or update this request please log into the
SFPD Public Records Center. (https://sanfranciscopd.mycusthelp.com/WEBAPP/_rs/RequestEdit.aspx?rid=5000&coid=)
This is an auto-generated email and has originated from an unmonitored email account. Please DO NOT REPLY.