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12/05/97 11:36 12541 687 5414 CITY MGR'S OFF. 4/1002/002 <br /> EUGENE <br /> City Manager's Mies <br /> City of Eugene <br /> 777 Pearl Street, Room 105 <br /> Eugene, Oregon 97401 -2793 <br /> (541) 682-5010 <br /> (541) 882 -5414 Fax <br /> December 5, 1997 (541) 682 -5045 TTY <br /> Mr, Jonathan M. Raney <br /> 2120 Summit Avenue <br /> Eugene, OR 97403 <br /> Dear Mr. Raney: <br /> I am writing to acknowledge receipt of. your November 26, 1997 public records request for all documents <br /> pertaining to the management of Hendricks Park. <br /> City staff are in the process of developing a cost estimate for completing this query. Oregon Public Records Law <br /> authorizes a public body to establish fees reasonably calculated to reimburse it for its actual cost in making such <br /> documents available. The statute expressly permits a public body to include in its fees costs for compiling the <br /> records. ORS 192.440 (3). <br /> Clarification is needed concerning one item in your letter before the estimate can be completed. You specifically <br /> mention an interest in electronic mail. It is relatively easy for staff associated with the operation and <br /> maintenance of Hendricks Park to search their individual work stations for e-mail messages that respond to your <br /> request. It is much more difficult to search through the City of Eugene's e-mail back -up tapes. <br /> The cost to search back -up tapes is quite high. Within the last 18 months, the City of Eugene received a public <br /> records request that included viewing data from back -up tapes for approximately two dozen City staff. The <br /> estimate to search the tapes was in excess of $20,000 due to the number of hours necessary to recover the data. <br /> The party later narrowed its request to e-mail that existed on individual machines. <br /> One other problem with searching back -up tapes is the fact that the City of Eugene only saves e-mail on back -up <br /> tapes for a period of 28 days. After that time, the tape is reused. Given the limited amount of information you <br /> can retrieve, you may not find it cost effective to search back -up tapes. <br /> Please contact me at the address above and let me know if you wish to narrow your public records request to <br /> electronic mail that exists on the work stations of individual employees. Once that point is clarified, staff will <br /> complete its cost estimate. The City of Eugene requires that public records fees be paid in advance of the records <br /> being compiled. <br /> Please contact me at 682 -5823 if you have any questions. <br /> Sincerely, <br /> Philip Weiler <br /> Public Information Analyst <br /> • <br />