Email retention policies (Sutter County District Attorney)

Dear Chad Loder:
Thank you for your interest in the public records of Sutter County. Your request has been received and is being processed in accordance with the California Public Records Act. Your request was received in this office on 2/22/2023 and given the reference number P000062-022223 for tracking purposes.
Records Requested: 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.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition.
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023
7. 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.
8. 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.
9. 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.

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

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Your request will be forwarded to the relevant County department(s) to locate the information you seek and to determine the volume and any costs associated with satisfying your request. You will be contacted about the availability and/or provided with copies of the records in question. PLEASE NOTE: The State Public Records Act does not require a governmental body to create new information, to do legal research, or to answer questions.

Thank you for using the Public Records Center. You can monitor the progress of your request at the link below.
Sincerely,
Public Records Coordinator
Sutter County California

--- Please respond above this line ---
RE: Public Records Act Request P000062-022223 submitted on February 22, 2023.
Dear Chad Loder:
The County of Sutter received a Public Records Act Request from you on February 22, 2023, for documents pursuant to the California Public Records Act.
Documents Requested:  “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.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition.
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023
7. 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.
8. 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.
9. 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.

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

Upload documents directly: https://www.muckrock.com/
The County is extending the 10-day response time for an additional 14 days to March 20, 2023 in order prepare the initial response. This extension is needed to complete the following; To search for and collect the requested records from field facilities or other establishments separate from the office processing the request;
Nothing in this letter should be construed as a representation that the County has all of the records requested, or that such records (if they exist) are subject to public disclosure.
Thank you for using the Public Records Center
Sincerely,
Emily Larsen Public Records Coordinator County Counsel Sutter County California

--- Please respond above this line ---
RE: Public Records Act Request P000062-022223 submitted on February 22, 2023.
Dear Chad Loder:
The County of Sutter has received a Public Records Act Request from you on February 22, 2023, for documents pursuant to the California Public Records Act. The County has reviewed its files and has located responsive records to your request. Please log in to the Public Records Center at the following link to retrieve the appropriate responsive documents. Public Records Request - P000062-022223 Additionally, the County has the following written responses to your requested information: 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. - No responsive records. There is no such policy in place for emails.
2. The District Attorney's office current policies and guidelines related to records management, retention, and disposition. - See attached resolution and schedule, which the Sutter County Board of Supervisors adopted on June 12, 2018.
3. The current, complete Master Records Schedule for the District Attorney's office, or equivalent master index of records. - See attached resolution and schedule, which the Sutter County Board of Supervisors adopted on June 12, 2018.
4. The most recent version of California State form STD. 70 (Records Inventory Worksheet) for the District Attorney's office - No responsive records identified.
5. The current Department Retention File plan for the District Attorney's office, or equivalent documents - See attached resolution and schedule, which the Sutter County Board of Supervisors adopted on June 12, 2018.
6. All in-house requests to delete or destroy records for the dates Sep 1, 2022 through Feb 17, 2023 - No responsive records identified.
7. 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. - No responsive records identified. Staff can search their own email boxes using standard user-side Microsoft Outlook tools. Staff may also request, via IT ticket, a search of the Microsoft Exchange Server back-end using standard Microsoft tools included with the Exchange Server.
8. 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. - See response to #7.
9. 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. - Redaction is done manually by staff in the DA’s office or County Counsel.
If you have any questions, or wish to discuss this further, please contact me.
Sincerely,

Taylor Kayatta
Public Records Coordinator
County Counsel
530-822-4121
Sutter County California