Why would government want to delete, destroy e-mails? E-mails should be preserved permanently. They show the public the behind the scenes communications between elected officials who have taken an oath, and high ranking appointed officials who are supposed to represent the public’s best interest.
Below is just one example of 4 top SMC Officials communicating their support of Human Trafficked Sex Slaves being used for their personal pleasure, and their distain for the media. All 5 Supervisors shared the same idea. These e-mails are 11 years old and still current when you add what is happening to Jody L. Williams today in SMC by Steve Wagstaffe, and John Warren.
SMC E-mail Policy November 7, 2018
J. E-mail Retention
Email messages are temporary communications and the email system (with the exception of archived email subfolders as set forth below) is not intended to be used as a means of records storage. To the extent that email messages which are generated or received through the County’ s computer systems constitute business records to be retained pursuant to the County’ s (or a department’s) records retention policy, such email messages shall be retained as set forth below. Email messages that do not otherwise serve a business purpose (including, but not limited to, draft communications, administrative communications, etc.) shall be routinely discarded. For that reason, each workforce member who uses the County email system has the same responsibility for their email messages as they do for any document they obtain in the course of their official duties and must decide which communications should be retained for business o legal reasons and which should be discarded. If a workforce member has any questions regarding if an email should be retained as a business record, he or she should seek guidance from his/her supervisor and/or department head who may consult with legal counsel as necessary.
Email messages in a// default folders of a user’s mailbox will be automatically deleted after ninety (90) days. Automatically deleted emails will be accessible in emergency situations for a period of thirty (30) days after they are deleted from the user’s mailbox.
Email messages that constitute records to be retained for business or legal reasons may be saved in excess of ninety (90) days in any of the following ways: (1) saved in Rich Text Format (RTF) or Portable Document Format (PDF) and then transferred to electronic filing systems or other media for long-term storage in accordance with the department’s regular filing and storage procedures; (2) affirmatively “dragged and dropped” or “cut and pasted” into email subfolders created by the user (the user must select the particular retention period that applies to any created subfolders (i.e. one year, two years, ten years, indefinitely, etc.)); or (3) printed in hard copy and filed or stored as appropriate. Any email subfolders created by the user within Microsoft Exchange will, along with the user’s in- box including any migrated mail, count toward the user’s 100GB mailbox space limitation as outlined in Section E of this policy.
Workforce members should seek guidance from their department heads to determine the specific time requirements applicable to records and electronic correspondence generated, received and/or maintained by their department in accordance with their department’s records retention policy. Workforce members are strongly encouraged to review the email content of subfolders on a regular basis and to delete any content for which retention is not required.
Regardless of countywide or departmental records retention requirements, email and other electronic correspondence pertaining to a threatened or actual legal action must be retained until the litigation is concluded. It is the responsibility of the department involved, or County Counsel, to notify ISO in writing, of the need for the hold on electronic communications.
The use or creation of local personal archive files (such as Outlook.pst files) is strictly prohibited and may not be configured on County equipment.
On Jan 26, 2019, at 10:50 AM, Michael Stogner <firstname.lastname@example.org> wrote:
Mike,It looks like November 7, 2018 is when this 90 day old e-mails are to be deleted Policy was created by ISD, Who came up with this if Not You?
ADMINISTRATIVE MEMORANDUM COUNTY OF SAN MATEO
SUBJECT: E-Mail Policy
RESPONSIBLE DEPARTMENT: Information Services Department (ISD)
DATE: November 7, 2018
J. E-mail RetentionEmail messages in a// default folders of a user’s mailbox will be automatically deleted after ninety (90) days. Automatically deleted emails will be accessible in emergency situations for a period of thirty (30) days after they are deleted from the user’s mailbox.As you and most County Officials and staff know I am a Private Victim’s Advocate and have worked on behalf of several San Mateo County Sheriff Deputies and employees. Just to mention a few, Female Deputy who reported Rape Video on County Computers being viewed and shared with upper management of the Sheriff’s Office. Sheriff Deputy Juan P. Lopez being abused by San Mateo County Counsel John Beiers, David Silberman and others including Carlos G. Bolanos,Steve Wagstaffe, John Warren, Sheriff Deputy Heinz Puschendorf who has not been unable to get to his emails. Jody L. Williams of Las Vegas connected to Operation Dollhouse recently criminally charge in SMC. Measure A,K,W e-mails. Zain Jaffer criminal 8 felony case dismissed for lack of evidence, (sure) I can think of 60,000,000 reasons this case was dismissed. Yanira Serrano-Garcia murdered by Sheriff Deputy, Errol Chan Murdered by Swat, Chinedu V. Okobi Murdered by 5 SMCSO Deputies. SMCSO Lt. Kristina Bell DV Call to 911, James McGee 17.5 hour standoff two Swat teams after 911 call for DV no DV charges. Ramsey Saad R.I.P.That is a short list. Please consider this a formal request to save all emails regarding any of the people and subjects mentioned above.This subject should be discussed with the public before ANY e-mails are deleted. What is the cost to keep them?I hope you will stop this today.Michael G. StognerOn Friday, January 25, 2019, 6:12:20 PM PST, Michael Callagy <MCallagy@smcgov.org> wrote:
Michael, I’m still researching this as I want to be clear when this policy started. The policy, as I understand it, has been around a long time. It is a matter of now enforcing it. Im trying to determine how far back the policy goes. We don’t have unlimited storage for emails so there has to be controls in place. Employees are encouraged to save their emails and put them in files. It is an easy process. I will get you the history soon. Have a nice weekend. MikeSent from my iPhone
On Jan 25, 2019, at 4:30 AM, Michael Stogner <email@example.com> wrote:Good morning Michael,What is the status on the County wide policy to delete e-mails after they are 90 days old starting Feb 1, 2019?By your response it looks like it was not your policy, Who’s policy is it?Thank YouMichael G. StognerSan Mateo County News.com
Dear Mr. Stogner,
Your correspondence of January 11 to Carole Groom was forwarded to our office for response. I also understand that you recently sent a follow-up e-mail today to Supervisor Groom. This e-mail will respond to both of your e-mails.
The County’s e-mail policy is set forth in the attached Administrative Memo F-2, which was developed (and is revised from time to time) by the County’s Information Services Department, subject to approval by the County Manager. The provisions concerning the deletion of e-mail were adopted in April 2015 around the time that the County switched from Groupwise to Outlook for its e-mail.
The County’s e-mail policy is distinct from the County and department-specific records retention policies that are approved by the Board of Supervisors. With respect to what appear to be your concerns, although the e-mail policy reiterates that the County’s e-mail system is not intended to be a means of records storage, it recognizes that some e-mail messages that are generated or received through the County’s computer systems constitute records that must be retained pursuant to the County’s or a department’s records retention policy (or due to threatened or actual litigation), and it details how those e-mail messages are to be retained. The e-mail policy does not impact each department’s responsibility to retain records in accordance with state law. As explained in the policy, all e-mails that are determined to be records to be retained for business or legal reasons are to be saved. There are a number of ways to retain such e-mails, as detailed in the policy, but we expect that in most cases, a user will simply place the e-mail in an e-mail subfolder. A user can create e-mail subfolders and set a 1-year, 2-year, 10-year retention or mark the folder(s) to be kept permanently. In addition, a mailbox that is being held for litigation will not be subjected to any automatic deletion until after the litigation is resolved.
Deputy County Counsel
San Mateo County Counsel’s Office
400 County Center, 6th Floor
Redwood City, CA 94063
Dear Kristina,Thank You for your response on behalf of Board of Supervisor President Carole Groom, I’m still not sure why she couldn’t have just answered my questions directly. I now have more questions regarding the policy to delete e-mails after 90 days. How many of San Mateo County employees have received the memo and how did they get it and when did they get it. How many managers have taken a training course on how to preserve e-mails? How many employees have taken a training course in this policy? What method was used to notify and prepare the employees for this policy?It might be best for everyone involved to hit the stop/pause button on this policy.Michael G. StognerSan Mateo County News.com