PRR 13440 Final Production 1 PDF

From:
Sent:
To:
CC:
Subject:
Attachments:
"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

9/14/2015 8:46:23 AM -0800
"Chin, Tracey" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/26AB9B76CC1C4B4F96F57198A4FA2C29>
"Flores-Medina, Arlette" <AFlores-Medina2@oaklandcityattorney.org>; "Scott,
Deidre" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/7859F425F2FF4069ACA9AE46DA678D3D>
RecordTrac: Getting Started!
On-boarding Email - RecordTrac.pdf; City Staff Guide to Public Records Requests
- FINAL_4-1-2014 (1).pdf
Hi Tracey!
Welcome to the public records request team! As you now know youve been chosen
to be a steward over your departments records and should now have access to
RecordTrac. Im including some pertinent information to familiarize yourself with the
process.
For a quick start guide, take this quick tutorial found here:
http://records.oaklandnet.com/tutorial
Attached to this email you will find:

1.
An On-boarding Email for your first time logging into the RecordTrac system.
2.
A City Staff Guide to Public Records Requests
Need some more assistance? Heres some other video tips that Ive
developed that may help you in processing public records requests!
1. Submit requests received offline! You can now use RecordTrac to record public
records requests that are submitted via fax, phone or walk-in on RecordTrac. Click here
for a VIDEO DEMO (~ 1 min)
2. Add/Remove Helpers! Finished working on a request as a helper? You can

Add/Remove helpers from the list as they complete tasks or no longer need to receive
notifications regarding a request.
Click here for a VIDEO DEMO (~ 2 mins)
000001
3. Advanced Search! You may have noticed some advanced search filters have been
added.
Click here for a VIDEO DEMO (~2 mins)
Additionally, if youre want to review how to use our track feature, check out this video on
how to look up a request by its request or tracking number.
Please send me your thoughts, suggests or just say hello at: mgarcia@oaklandnet.com or 510238-2105.
Thank you!
Mai-Ling Garcia
Online Engagement Manager | City of Oakland
1 Frank H. Ogawa Plaza, 9th Floor
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
Keep up with Oakland! Follow us on Twitter and Facebook.
From: Scott, Deidre

Sent: Tuesday, January 13, 2015 2:52 PM
To: Moore, Peggy; Todd, Amber; Flores-Medina, Arlette; Paschal, Marti; Mayberry,
Mary; Huffman, Melissa; Azimi, Shahla; Flores, Novette; Kozak, Rebecca; Chak,
Victoria; Perez, Dana; Mondo, Valerie; McMillon, Gail; Ramie-Adams, Crystal;
Fuller, Amber; Angius, Lauren; Carter, Pat; Sanchez, Susan; Morgan, Tom;
Barazoto, Whitney; Suttle, Kiona; Flynn, Rachel; Riley, Dana; To, Annie; Tom,
Gene; Bedford, Sara; Comelo, Anil; Byrd, Michele; Perkins, Cynthia; Kasaine,
Katano; McPherson, David; Solitei, Osborn; Kahn, Kelley; Darensburg, Shelley;
Roberts, Brenda; Nosakhare, Shereda; Moss, Tomiquia
Cc: Garcia, Mai-Ling; Hamilton, Harry
Subject: PRR Liaison List
All,
000002
Attached please find for your reference the updated Public Records Request liaison
list. The list is also posted on both oaklandnet.com and oak Netnews.
As in the past, I will request updates from Department Directors every two month
for the next quarters update. In the interim, if there are any changes prior, please
advise either Mai-Ling or I. Mai-Ling will make adjustments to RecordTrac, and I to
the list and webpages.
For all you the are new as liaisons and supervisors, Welcome Aboard ! Mai-Ling will
be in touch soon to communicate training.
Regards,
Deidre Scott
City of Oakland
City-wide Records Manager
1 Frank H. Ogawa Plaza
City Hall, Room 101
Oakland, CA 94612
510-238-3624
dscott@oaklandnet.com
000003
From:
Sent:
To:
CC:
Subject:
Attachments:

11/13/2015 3:28:35 PM -0800
"Orgain, Sharon" <CITY OF OAKLAND/CITY ATTORNEY'S
OFFICE/RECIPIENTS/ORGAI9S>
"Flores-Medina, Arlette" <CITY OF OAKLAND/CITY ATTORNEY'S
OFFICE/RECIPIENTS/FLORE9A>; "Scott, Deidre" <CITY OF
OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/7859F425F2FF4069ACA9AE46DA678D3D
>
RecordTrac: Getting Started!
On-boarding Email - RecordTrac.pdf; City Staff Guide to Public Records Requests
- FINAL_4-1-2014 (1).pdf
Hi Sharon!
Welcome to the public records request team! As you now know youve been chosen
to be a steward over your departments records and should now have access to
RecordTrac. Im including some pertinent information to familiarize yourself with the
process.

1.
2.
Need some more assistance? Heres some other video tips that Ive
developed that may help you in processing public records requests!

000004
added.
Thank you!
Mai-Ling Garcia
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
000005
From:
Sent:
To:
CC:
Subject:
Attachments:
"Scott, Deidre" <DScott@oaklandnet.com>

10/8/2015 9:18:42 AM -0800
"DeVries, Joe" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/6C107D7C8DF1490B932AE8FF7CDD607C>;
"Todd, Amber" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/33006D3D7C3B4ACF842195371D1E90F7>;
"Garcia, Mai-Ling" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/A902C0FD15004DF5A29C859055633ED7>
"Boyd, Karen" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/4328C5A445C94EE6B0DBEBBC8FACAD83>
; "Flores-Medina, Arlette" <AFlores-Medina2@oaklandcityattorney.org>
RE: Public Records Request 11990: A request has been assigned to you
City Staff Guide to Public Records Requests - Final_2014.pdf
Joe,
Attached is the PRR guide for staff. However, CPRA and other prevailing laws dictate privacy.
Therefore the departments work with OCA to ensure applicable law is followed based on the
request.
Thank YOU,
Deidre
510-238-3624
From: DeVries, Joe

Sent: Thursday, October 08, 2015 10:02 AM
To: Todd, Amber; Garcia, Mai-Ling; Scott, Deidre
Cc: Boyd, Karen; Flores-Medina, Arlette
Subject: RE: Public Records Request 11990: A request has been assigned to you
Mai-Ling, Amber, and Arly,
We do not have a Privacy Policy for RecordTrac that I am aware of either. The ad hoc committee
I worked with developed policies for the DAC, the FLIR, and that was all. Soon, we are bringing
to council the creation of a permanent Privacy Advisory Committee that may choose to develop
a policy for Recordtrac but that has never been discussed with this group. However, I copied in
Deidre Scott with the Clerk because she may be aware of an existing policy from before my time
looking at this issue.
000006
Thanks,
Joe DeVries
Assistant to the City Administrator
City of Oakland
1 Frank Ogawa Plaza, 11th floor
Oakland, CA 94612
(510) 238-3083
jdevries@oaklandnet.com
From: Todd, Amber

Sent: Thursday, October 08, 2015 9:54 AM
To: Garcia, Mai-Ling; DeVries, Joe
Cc: Boyd, Karen; Flores-Medina, Arlette
Subject: RE: Public Records Request 11990: A request has been assigned to you
I have not seen one.
Thank you,
Amber Todd
City Administrator Analyst
Office of the City Administrator
City of Oakland
(510) 238-6369
atodd@oaklandnet.com
000007
From: Garcia, Mai-Ling

Sent: Wednesday, October 07, 2015 2:01 PM
To: DeVries, Joe
Cc: Todd, Amber; Boyd, Karen; Flores-Medina, Arlette
Subject: FW: Public Records Request 11990: A request has been assigned to you
Hi Joe,
Context: Weve had a request for a privacy policy governing RecordTrac request #11990. I
know we discussed this very recently, but cant recall who is working on it. There was also
recently an anonymous request made related to IP addresses and RecordTrac which seem like
they may be related. See my response here.
Now what? I know we chatted about the privacy policy recently, but cant recall (again! Sorry),
whos working on it. Can you let me know?
Im not aware of any privacy related policies that govern RecordTrac. Ive ccd Arly, Amber and
Karen to just double check to see if theres anything missing here.
Let me know what you think!
Cheers,
Mai-Ling
From: publicrecordsrequest@oaklandnet.com [mailto:publicrecordsrequest@oaklandnet.com]

Sent: Wednesday, October 07, 2015 1:29 PM
To: Garcia, Mai-Ling
Subject: Public Records Request 11990: A request has been assigned to you
You can view the request and take any necessary action at the following webpage:
000008
http://records.oaklandnet.com/city/request/11990
City of Oakland
000009
From:
Sent:
To:
Subject:

4/22/2015 4:53:28 PM -0800
"Flores-Medina, Arlette" <AFlores-Medina2@oaklandcityattorney.org>
RE: follow up question about RecordTrac & dept contacts
From: Flores-Medina, Arlette [mailto:AFlores-Medina@oaklandcityattorney.org]

Sent: Wednesday, April 22, 2015 4:06 PM
To: Cyd Harrell
Cc: Jack Madans; Garcia, Mai-Ling
Subject: RE: follow up question about RecordTrac & dept contacts
Thank you!
Those are exciting news!
To be honest, I dont know what happens, and I am not even sure if anything happens.
I have never found out via RecordTrac when someone is out of the office.
The way I found out is either because a colleague shares it with me, or I send an email to the
person via Outlook and it bounces back.
Please dont hesitate to contact me if you have any other questions.
We will keep in touch.
Arlette (Arly) Flores

Open Government Coordinator
Oakland City Attorney's Office

1 Frank O. Plaza, 6th Floor
Oakland, CA 94612
Phone:
Email:
(510) 238 2965

aflores@oaklandcityattorney.org
000010
Website: http://www.oaklandcityattorney.org
Sign up to receive the City Attorney's Newsletter
From: Cyd Harrell [mailto:cyd@codeforamerica.org]

To: Flores-Medina, Arlette
Subject: follow up question about RecordTrac & dept contacts
Hi again Arly,
hope you're well! We're working on improving the admin interfaces in RecordTrac
and we're trying to get the "assignment of department vs. individual" bit right. I
have a quick question:
as it stands today, when someone is out of the office and their RecordTrac email
bounces back, what actually happens? how do you find out?
If you can describe in an email, terrific, or I'd be happy to hop on the phone hopefully wouldn't take more than 5 minutes.
Many thanks!
Cyd
-Cyd Harrell
Product Director
cyd@codeforamerica.org
This is a confidential attorney-client communication. This email contains confidential attorney-client

privileged information and is for the sole use of the intended recipient(s). Any unauthorized review,
use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the
sender by reply e-mail and destroy all copies of the original message and any attachments.
Please consider the environment before printing this email
000011
[v1.03]
000012
From:
Sent:
To:
CC:
Subject:

4/15/2015 6:13:06 PM -0800
"Alderete, Paige" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/ALDER9P>
"Scott, Deidre" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/SCOTT9D2>; "Flores-Medina, Arlette"
<AFlores-Medina2@oaklandcityattorney.org>
Re: RecordTrac: Getting Started!
Hi Paige!
Got it. Thank you. I've just re-assigned you as the primary point of contact in
RecordTrac. Do you have a backup in mind?
I've cc'd Deidre who maintains the list of liaisons and Arly who is the City's Open
Government Coordinator to let them know.
Cheers,
Mai-Ling
From: Alderete, Paige <PAlderete@oaklandnet.com>

Subject: RE: RecordTrac: Getting Started!
Hi Mai-Ling,
Melissa is no longer with our department. Can you remove her from the system and make me
the primary point of contact for public records requests?
Many thanks!
000013
-Paige
Paige Alderete
Assistant Controller
City of Oakland | Finance Department | Controller's Office
150 Frank H Ogawa Plaza, Ste 6353 | Oakland, CA 94612
Tel: (510) 238-7492 | Fax: (510) 238-3915
Email: palderete@oaklandnet.com
________________________________
Oakland Ranked #5 Place to Visit in the World!
New York Times, January 2012 http://bit.ly/GB3s8f

Sent: Monday, March 02, 2015 11:52 AM
To: Huffman, Melissa
Cc: Alderete, Paige
Subject: FW: RecordTrac: Getting Started!
Hi Melissa!
Ill call you to check in, but to get you started, heres my standard intro email to the system. As
you now know youve been chosen to be a steward over your departments records and should
now have access to RecordTrac. Im including some pertinent information to familiarize yourself
with the process.

1.
2.
Need some more assistance? Heres some other video tips that Ive developed that may
help you in processing public records requests!
000014
added.
Thank you!
Mai-Ling Garcia
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
From: Scott, Deidre

To: Moore, Peggy; Todd, Amber; Flores-Medina, Arlette; Paschal, Marti; Mayberry, Mary; Huffman,
Melissa; Azimi, Shahla; Flores, Novette; Kozak, Rebecca; Chak, Victoria; Perez, Dana; Mondo, Valerie;
McMillon, Gail; Ramie-Adams, Crystal; Fuller, Amber; Angius, Lauren; Carter, Pat; Sanchez, Susan;
Morgan, Tom; Barazoto, Whitney; Suttle, Kiona; Flynn, Rachel; Riley, Dana; To, Annie; Tom, Gene;
Bedford, Sara; Comelo, Anil; Byrd, Michele; Perkins, Cynthia; Kasaine, Katano; McPherson, David; Solitei,
Osborn; Kahn, Kelley; Darensburg, Shelley; Roberts, Brenda; Nosakhare, Shereda; Moss, Tomiquia
All,
Attached please find for your reference the updated Public Records Request liaison list. The list
is also posted on both oaklandnet.com and oak Netnews.
As in the past, I will request updates from Department Directors every two month for the next
quarters update. In the interim, if there are any changes prior, please advise either Mai-Ling or
I. Mai-Ling will make adjustments to RecordTrac, and I to the list and webpages.
For all you the are new as liaisons and supervisors, Welcome Aboard ! Mai-Ling will be in touch
soon to communicate training.
Regards,
000015
Deidre Scott
City of Oakland
City Hall, Room 101
Oakland, CA 94612
510-238-3624
000016
From:
Sent:
To:
Subject:

4/20/2015 11:26:16 PM -0800
"Luby, Oliver" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/LUBY9O>; "Flores-Medina, Arlette" <CITY OF
OAKLAND/CITY ATTORNEY'S OFFICE/RECIPIENTS/FLORE9A>
Re: recordtrac disclosure question
I think the PDF option is ideal for this scenario- but CSV should work as well. I think CSV
is a much easier format to use from the public's perspective.
I don't believe the system accepts PSTs, but an alternative solution would be to create a
Dropbox, GoogleDrive, Box account where you could upload that file type if that's what
was best for you and the requester and just simply share the link.
I know ITD is working on getting us OneDrive- which is Microsoft's shared document

service. Using that would likely be ideal.
Hope that's helpful!
Cheers,
Mai-Ling
From: Luby, Oliver <OLuby@oaklandnet.com>

Sent: Thursday, April 16, 2015 4:58 PM
To: Flores-Medina, Arlette; Garcia, Mai-Ling
Subject: RE: recordtrac disclosure question
Thanks!
I downloaded and then uploaded the calendar as a PDF.
From: Flores-Medina, Arlette
To: Luby, Oliver; Garcia, Mai-Ling
000017
Subject: RE:recordtrac disclosure question
Oliver
I believe RecordTrac does not allow to upload PST files, but I am not 100% certain.
I will defer to Mai Ling, who is the system administrator and expert in RecordTrac to confirm
this.
If you have any questions or need further assistance, feel free to contact me.
Sincerely,

Oakland, CA 94612
Phone: (510) 238 2965
Email:
From: Luby, Oliver

To: Garcia, Mai-Ling; Flores-Medina, Arlette
Subject: recordtrac disclosure question
Hi Ma-Ling and Arlette,

I just reviewed the Recordtrac guide. Doesnt look like .PST (Outlook) files can be
uploaded. Is that correct?
Im of course thinking about the recent request for CM calendars that is due today.
Looks like other offices have printed individual calendar pages and then scanned them.
I guess that (or creating a folder within Outlook and then converting it to a PDF) is my
only option at this time for providing the response via Recordtrac, yes?
Oliver Luby
000018
Policy Manager
Office of District 1 City Council Member Dan Kalb
City of Oakland
1 Frank H. Ogawa Plaza, Suite 226 Oakland, CA 94612
(o) 510-238-7001 (d) 510-238-7013 (e) oluby@oaklandnet.com
Click this link to subscribe to Council Member Kalb's newsletter.


[v1.03]
000019
From:
Sent:
To:
CC:
Subject:

4/16/2015 1:04:22 PM -0800
CENTER/RECIPIENTS/SCOTT9D2>; "Flores-Medina, Arlette" <CITY
OF OAKLAND/CITY ATTORNEY'S
OFFICE/RECIPIENTS/FLORE9A>; "Medalla, Rogelio" <CITY OF
OAKLAND/CITY CENTER/RECIPIENTS/MEDAL9R>
RE: RecordTrac: Getting Started!
Cool! Rogelio is now back up! Cheers!
From: Alderete, Paige [mailto:PAlderete@oaklandnet.com]

Cc: Scott, Deidre; Flores-Medina, Arlette; Medalla, Rogelio
Hi Mai-Ling,
Thank you for updating the list. For now, the back-up should be Rogelio Medalla, however, this will change when we fill our administrative position.
Thanks!
000020
-Paige
Paige Alderete
Tel: (510) 238-7492 | Fax: (510) 238-3915
________________________________

To: Alderete, Paige
Cc: Scott, Deidre; Flores-Medina, Arlette
Subject: Re: RecordTrac: Getting Started!
Hi Paige!
Got it. Thank you. I've just re-assigned you as the primary point of contact in RecordTrac. Do you have a backup in mind?
I've cc'd Deidre who maintains the list of liaisons and Arly who is the City's Open Government Coordinator to let them know.
Cheers,
Mai-Ling
000021

Hi Mai-Ling,
Melissa is no longer with our department. Can you remove her from the system and make me the primary point of contact for public records requests?
Many thanks!
-Paige
Paige Alderete
Tel: (510) 238-7492 | Fax: (510) 238-3915
________________________________

Cc: Alderete, Paige
000022
Hi Melissa!
Ill call you to check in, but to get you started, heres my standard intro email to the system. As you now know youve been chosen to be a steward over your departments
records and should now have access to RecordTrac. Im including some pertinent information to familiarize yourself with the process.
For a quick start guide, take this quick tutorial found here: http://records.oaklandnet.com/tutorial
1.
2.
Need some more assistance? Heres some other video tips that Ive developed that may help you in processing public records requests!
1. Submit requests received offline! You can now use RecordTrac to record public records requests that are submitted via fax, phone or walk-in on RecordTrac.
Click here for a VIDEO DEMO (~ 1 min)
2. Add/Remove Helpers! Finished working on a request as a helper? You can Add/Remove helpers from the list as they complete tasks or no longer need to
receive notifications regarding a request.
3. Advanced Search! You may have noticed some advanced search filters have been added.
Additionally, if youre want to review how to use our track feature, check out this video on how to look up a request by its request or tracking number.
Please send me your thoughts, suggests or just say hello at: mgarcia@oaklandnet.com or 510-238-2105.
000023
Thank you!
Mai-Ling Garcia
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
From: Scott, Deidre

To: Moore, Peggy; Todd, Amber; Flores-Medina, Arlette; Paschal, Marti; Mayberry, Mary; Huffman, Melissa; Azimi, Shahla; Flores, Novette; Kozak, Rebecca; Chak, Victoria; Perez, Dana;
Mondo, Valerie; McMillon, Gail; Ramie-Adams, Crystal; Fuller, Amber; Angius, Lauren; Carter, Pat; Sanchez, Susan; Morgan, Tom; Barazoto, Whitney; Suttle, Kiona; Flynn, Rachel; Riley,
Dana; To, Annie; Tom, Gene; Bedford, Sara; Comelo, Anil; Byrd, Michele; Perkins, Cynthia; Kasaine, Katano; McPherson, David; Solitei, Osborn; Kahn, Kelley; Darensburg, Shelley; Roberts,
Brenda; Nosakhare, Shereda; Moss, Tomiquia
All,
Attached please find for your reference the updated Public Records Request liaison list. The list is also posted on both oaklandnet.com and oak Netnews.
As in the past, I will request updates from Department Directors every two month for the next quarters update. In the interim, if there are any changes prior, please advise
either Mai-Ling or I. Mai-Ling will make adjustments to RecordTrac, and I to the list and webpages.
For all you the are new as liaisons and supervisors, Welcome Aboard ! Mai-Ling will be in touch soon to communicate training.
Regards,
000024
Deidre Scott
City of Oakland
City Hall, Room 101
Oakland, CA 94612
510-238-3624
000025
From:
Sent:
To:
CC:
Subject:

11/16/2015 10:16:57 AM -0800
"Kozak, Rebecca" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/AB403CBA863B4E249BAACF1D2276758C
>
OFFICE/RECIPIENTS/FLORE9A>; "Scott, Deidre" <CITY OF
OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/7859F425F2FF4069ACA9AE46DA678D3D>;
"Chin, Tracey" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/26AB9B76CC1C4B4F96F57198A4FA2C29>
Re: Public Records Request 12602: The request has been closed
Hi Rebecca,
Here's a couple of clarifying points:
1. RecordTrac will direct records to you as the "primary" point of contact for records
request when a requester selects the Fire Department when submitting their request.
Captain Chin will receive notifications when a request is about to become overdue or is
overdue.
2. Records may be directed to you or Captain Chin at any time manually by anyone in
the City that is a user on RecordTrac. That is not something I can constrain in the
system.
3. Any records that are currently assigned to Captain Chin need to be manually
reassigned to you if you need them moved.
Let me know if you have any questions. Thanks!
Cheers,
000026
Mai-Ling
From: Kozak, Rebecca

Sent: Friday, November 13, 2015 4:21 PM
Cc: Flores-Medina, Arlette
Subject: FW: Public Records Request 12602: The request has been closed
Please help me out. Some public records requests are going to Captain Chin. This is one of
them. Please change it so that they all come to me. Thank you,
Rebecca Kozak
Executive Assistant
Oakland Fire Department
(510) 238-4080
From: publicrecordsrequest@oaklandnet.com [mailto:publicrecordsrequest@oaklandnet.com]

To: Chin, Tracey; Kozak, Rebecca
Subject: Public Records Request 12602: The request has been closed
You can view the request and take any necessary action at the following webpage:
http://records.oaklandnet.com/city/request/12602
City of Oakland
000027
From:
Sent:
To:
CC:
Subject:

4/24/2015 1:53:39 PM -0800
"Dalke, Judith" <CITY OF OAKLAND/CITY CENTER/RECIPIENTS/DALKE9J>
"Metzger, Spruce" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/METZG9S>; "Flores-Medina, Arlette" <CITY OF
OAKLAND/CITY ATTORNEY'S OFFICE/RECIPIENTS/FLORE9A>; "Chak,
Victoria" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/D2A668675E6F4A2EAAA0D1659B26A49F>
RE: FYI FW: Recordtrac system access
Hi Judith and Spruce,
Ill be forwarding you some additional information, but you are already set up in the
RecordTrac system. Ill send you some information forthcoming if youve never
accessed the system.
While you are users in the system, I do not have you assigned to oversee a
particular department. Are you the public records request liaison for a particular
department? What are the designated roles of you and Spruce in this process?
Typically, a department head will designate public records request liaison and a
backup. I typically learn about the changes in these roles through Arlette or the
Clerks office.
Nonetheless, you can still access the system. However, having a role in the system
will impact how you receive requests. I believe youre with Human Resources so Im
ccing Victoria Chak who I understand to be the liaison for that department.
Let me know and thank you for your patience! Im parked at my desk until 4pm in
case you have any questions.
Cheers,
Mai-Ling
000028
From: Dalke, Judith [mailto:JDalke@oaklandnet.com]

Sent: Wednesday, April 22, 2015 9:08 AM
Cc: Metzger, Spruce
Subject: FW: FYI FW: Recordtrac system access
Hi Mai-Ling,
Any ideas when Spruce and I will have a RecordTrac account set up?
Thank you,
Judy Dalke
City of Oakland - Employee Relations
150 Frank H. Ogawa Plaza, 2nd Floor
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax
jdalke@oaklandnet.com
This e-mail message is for the sole use of the intended recipient(s) and may contain confidential and
priviledged information. Any unauthorized review, use, disclosure or distribution is prohibited. If you are
not the intended recipient, please contact the sender by reply e-mail and destroy all copies of the original
message and any attachments. Do not share this e-mail with anyone.
From: Dalke, Judith

Sent: Tuesday, April 14, 2015 4:08 PM
To: Mayne, Renee
Subject: FYI FW: Recordtrac system access
Judy Dalke
238-4480
000029

To: Garcia, Mai-Ling; Dalke, Judith; Metzger, Spruce
Subject: RE:Recordtrac system access
Hi Judith
I am forwarding your email to RecordTrac system administrator, Mai Ling Garcia.
She will be able to set you up with an account and password, in case you dont have
one and/or solve any technical issues you may encounter.
Feel free to contact me if you have any other questions or concerns.
Sincerely,


Oakland, CA 94612
Phone:
Email:
(510) 238 2965

000030
From: Dalke, Judith

To: Metzger, Spruce; Flores-Medina, Arlette
Subject: Recordtrac system access
Importance: High
Hi Arlette,
Both Spruce Metzger and myself are unable to access this system. Can you help us?
Thank you,
Judy Dalke
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax
From: Metzger, Spruce

To: Dalke, Judith
Subject: RE: 4/10 schedule
HI Judy,
I do not seem to have the proper login info to get into the Recordtrac system that
000031
this link takes me.

-Spruce
Spruce Metzger
Sr. Employee & Labor Relations Analyst
City of Oakland
Employee Relations Department
150 Frank Ogawa Plaza, 2nd Floor
(510) 238-6759
Cell: 316-0423
smetzger@oaklandnet.com
I am currently involved in contract bargaining with the various

unions that represent the employees of Oakland. During
bargaining, my time in my office will be extremely limited. If
you have an urgent matter that needs my immediate attention,
please contact me on the cell phone # listed above. I may not
be able to answer the phone, but I will be checking my
messages every chance I get. -Spruce
From: Dalke, Judith

To: Flores-Medina, Arlette; Metzger, Spruce
Cc: Mayne, Renee; Chak, Victoria
Subject: 4/10 schedule
Good Afternoon Arlette,
This should go to Spruce Metzger, he is working on that issue.
Let me know if you have questions.
000032
Thank you,
Judy Dalke
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax


[v1.03]
000033
From:
Sent:
To:
Subject:

4/15/2015 7:30:24 PM -0800
"Flores-Medina, Arlette" <AFlores-Medina2@oaklandcityattorney.org>; "Chak,
Victoria" <CITY OF OAKLAND/EXTERNAL
Re: PRR 8751
A couple of quick questions:
1. Victoria- good catch. I looked up your profile and it looks like you have two. In order to figure this out, can you give me a few PRR
numbers to compare? I looked at 8751- and I only see your name in the notes and it has vchak@oaklandnet.com. If you have a few other
examples- that would be great. I'm actually going to be out most of the next couple of days- so email would be preferred. Otherwise we can
talk Monday.
2. In terms of notifying liaisons, here's a couple of ways I'd like to propose communicating routing:
We could have a monthly PRR call. Optional, but it would be good just to have a 20-30 minute check-in about issues like these that
crop up.
We could add to the liaison document a list of documents that each department has and have each liaison update the document (i.e.
on a shared drive or shared document).
Let me know what you think.
Cheers,
Mai-Ling
From: Flores-Medina, Arlette <AFlores-Medina@oaklandcityattorney.org>

To: Chak, Victoria; Garcia, Mai-Ling
Subject: RE: PRR 8751
Victoria
Any liaison can re-route requests to you.
It might be a good idea to send an email to all liaisons with these basic guidelines.
Arly
From: Chak, Victoria [mailto:VChak@oaklandnet.com]
000034
Hi, Mai-Ling and Arly:

I found the issue with why I am not getting a bunch of PRRs that are assigned to me. Ive gone through entire archive of Open/Due Soon/Past Due PRRs
and found that all the ones I am not getting are labeled: Victoria Chak | Sewer System Maintenance. This tells me that PRRs are being routed to my old
deactivated email account vchak2@oaklandnet.com and not my correct email account vchak@oaklandnet.com. Is there a way to make sure no one
routes to my deactivated account? I think that should take care of that problem.
There are PRRs that I never saw dating back to early February, which I will attempt to respond to over the next week or two.
Thanks.
p.s. I still would like to offer some basic guidelines on which Dept gets which type of HR-like PRRs. Should I be touching base with you Arly, on
something like that? Please let me know.
Victoria
To: Chak, Victoria
Hi Victoria,
Just tried to give you a ring. On the left hand search box:
Check point of contact
Leave helper unchecked.
Try this and it should work. If not, I just left you a vm, so give me a ring back.
Thanks!
Cheers,
Mai-Ling
From: Chak, Victoria
Hi, Mai-Ling: it looks like I am still not getting PRRs assigned to me. Below are screenshots of how Ive been checking my bucket. As you can see
PRR8751 is not listed under either pull, even when I am the only POC listed on the PRR.
Arly and Mai-Ling: Additionally, I need some assistance with ensuring the PRRs are routed to the correct Dept/Office when they arrive in the system. So
far, it appears I am routinely the default point of contact for many PRRs that are meant for either ER or Payroll. I can provide some guidelines to route
000035
these PRRs more efficiently right out of the gate. Thanks much.
My bucket with just Helper checked:
My bucket with both Point of Contact and Helper checked:
000036

Sent: Tuesday, April 14, 2015 10:35 AM
To: Chak, Victoria
Subject: PRR 8751
Victoria
PRR 8751 is overdue for a response.
It is asking for the contracts of 1021 and Local 21.
Are you still having problems with RecordTrac?
If you are, make sure to report this to Mai Ling and your supervisors.
Take care,
Arly
This is a confidential attorney-client communication. This email contains confidential attorney-client privileged information and is for the sole use of the intended
recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-
000037
mail and destroy all copies of the original message and any attachments.

[v1.03]
000038
From:
Sent:
To:
Subject:

4/15/2015 8:54:33 PM -0800
Re: PRR 8901
Hi Arly,
If you log into Recordtrac, follow these steps:
1. Click on the logo in the upper left hand corner

2. Click on "track" on the right hand side of the screen
3. Enter the record number.
You should have the same access I do. I noticed that Nai uploaded the faxed request.
The requester left an email address on this form.
Let me know if that helps!
Cheers,
Mai-Ling

Subject: PRR 8901
Mai Ling
Could you please confirm the email address submitted for PRR 8901?
Thanks
Arly
000039


[v1.03]
000040
From:
Sent:
To:
CC:
Subject:
"Barazoto, Whitney" <WBarazoto@oaklandnet.com>

11/13/2015 1:16:33 PM -0800
"Luby, Oliver" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/6A7BB69868C84C5984ABB1372EB2CC7E>;
"Garcia, Mai-Ling" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/A902C0FD15004DF5A29C859055633ED7>
OFFICE/RECIPIENTS/FLORE9A>; Richa Agarwal <richa.agarwal85@gmail.com>
RE: Recordtrac department selection
I concur with the need for our PEC to be listed as a separate department,
particularly given our new independence per the 2014 Charter Amendment.
From: Luby, Oliver

Cc: Barazoto, Whitney; Flores-Medina, Arlette; Richa Agarwal
Subject: Recordtrac department selection
Hi Mai-Ling and all,
I noticed something interesting about the design of Recordtrac that I

thought you might be interested in. Under Select a Department,
various Departments are missing, including:
-Finance (the Revenue division is listed and there is a selection option

for the Office of the Controller & Treasury, but other Finance Dept.
divisions (such as Risk Management) are excluded);
-Housing & Community Development;
-Economic & Workforce Development (one of its divisions, Office of
Neighborhood Investment, is listed, but that redevelopment successor
has been renamed as the Project Implementation division and various
other divisions are excluded)
-Public Ethics Commission.
In addition, a new department, Race & Equity, was recently created

and will be operating in the near future. Furthermore, the Port
technically is part of the City and falls under the Sunshine Ordinance
000041
but apparently cannot be contacted via Recordtrac.
Oliver Luby
Policy Manager
City of Oakland
000042
From:
Sent:
To:
Subject:

3/30/2015 9:21:02 PM -0800
"Nosakhare, Shereda" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/NOSAK9SF>; "Flores-Medina, Arlette" <CITY
OF OAKLAND/CITY ATTORNEY'S OFFICE/RECIPIENTS/FLORE9A>
Re: public records request
Shereda,
I just wanted to follow up- did your team make any decisions around updating the contacts in the Mayor's office?
Also- I know Peggy's out this week- would you like me to change the Point of Contact?
Let me know. Happy to come in and get your staff started with public records.
Cheers,
Mai-Ling
From: Nosakhare, Shereda
Sent: Monday, March 23, 2015 12:50 PM
Subject: RE: public records request
Hi Mai- Ling
When I log into record trac I dont see any requests assigned to me. Aside from not receiving the notices when I log in the last
assignment I have is from December 2014. Please advise.
Best
Shereda
Shereda F. Nosakhare
Deputy Chief of Staff | Office of the Mayor
1 Frank. H. Ogawa Plaza, 3rd Floor, Oakland CA 94612
Office: 510.238.3141 | Direct: 510.238.7439 |
Email: snosakhare@oaklandnet.com|http://www2.oaklandnet.com/Government/o/Mayor/index.htm
000043

Cc: Nosakhare, Shereda
Hi Arly and Shereda,

Its not clear to me if this is an issue with RecordTrac or our email system. I checked RecordTrac- it looks like Shereda is set up
correctly and I dont see any blocks to her email address.
Shereda- have you had any other email issues? I know folks in the City who are migrating to 365 are having a ton of issues sending
and receiving email. Let me know and Ill see what I can do to help.
Cheers,
Mai-Ling

Subject: FW:public records request
Hi Mai Ling
See below email from Shereda, who is having some issues with RecordTrac.
Let me know if I can provide any assistance.
Arly
Subject: public records request
Hi Arley,
Im not getting the record trac notifications and when I login I do not see any that need to be updated. Please advise.
000044
Best,
Shereda
Office: 510.238.3141 | Direct: 510.238.7439 |
This is a confidential attorney-client communication. This email contains confidential attorney-client privileged information and is for the
sole use of the intended recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended
recipient, please contact the sender by reply e-mail and destroy all copies of the original message and any attachments.

[v1.03]
000045
From:
Sent:
To:
Subject:

4/22/2015 4:53:38 PM -0800
Richa starts May 4th!

To: Cyd Harrell
Thank you!


Oakland, CA 94612
Phone:
(510) 238 2965
000046
Email:

Hi again Arly,
Many thanks!
Cyd
-Cyd Harrell
Product Director

000047

[v1.03]
000048
From:
Sent:
To:
CC:
Subject:

4/27/2015 11:49:35 AM -0800
OFFICE/RECIPIENTS/FLORE9A>; "Hamilton, Harry" <CITY OF
OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/9DDF0A4FD1064B06B6D66132B41216CD>
richa.agarwal85@gmail.com; Cyd Harrell (cyd@codeforamerica.org)
RE: Spam attack in RecordTrac
Oy ve.
Well have to work on preventing this in the future our planning session couldnt be any
more timely.
To answer your question directly: No, there is not a mechanism to close multiple
requests, but we can submit the suggestion through GitHub. Well go through that at our
meeting- as an aside.) Im looping in Richa and Cyd Harrell from CFA as an FYI- (though
shes out of town).
Let me know if I can be of further assistance.
Thanks!

Sent: Monday, April 27, 2015 12:24 PM
To: Garcia, Mai-Ling; Hamilton, Harry
Subject: Spam attack in RecordTrac
FYI
Weve got a spam attach via RecordTrac. There are about 100 bogus requests. Is there a
way to close them with an automated motion?
I cant remember how this was handle last time.
Here is just a sample of how they look like:
000049
Please advise.


Oakland, CA 94612
Phone:
(510) 238 2965
000050
Email:

privileged information and is for the sole use of the intended recipient(s). Any unauthorized review, use,
disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by
reply e-mail and destroy all copies of the original message and any attachments.

[v1.03]
000051
From:
Sent:
To:
CC:
Subject:

4/14/2015 11:33:45 AM -0800
"Chak, Victoria" <CITY OF OAKLAND/EXTERNAL
OFFICE/RECIPIENTS/FLORE9A>
RE: PRR 8751
Hi Victoria,

Thanks!
Cheers,
Mai-Ling

Hi, Mai-Ling: it looks like I am still not getting PRRs assigned to me. Below are screenshots of how Ive been checking my bucket. As
you can see PRR8751 is not listed under either pull, even when I am the only POC listed on the PRR.
Arly and Mai-Ling: Additionally, I need some assistance with ensuring the PRRs are routed to the correct Dept/Office when they arrive
in the system. So far, it appears I am routinely the default point of contact for many PRRs that are meant for either ER or Payroll. I
000052
can provide some guidelines to route these PRRs more efficiently right out of the gate. Thanks much.
000053

To: Chak, Victoria
Subject: PRR 8751
Victoria

000054
Take care,
Arly
recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message and any attachments.

[v1.03]
000055
From:
Sent:
To:
Subject:

4/23/2015 10:47:15 AM -0800
Re: follow up question about RecordTrac & dept contacts
Sorry- I've been inundated. Can we schedule a call for tomorrow? I know I have some
outstanding RecordTrac Issues to resolve!

Sent: Thursday, April 23, 2015 9:12 AM
Yeeiiii
Thats awesome!
From: Garcia, Mai-Ling [mailto:MGarcia@oaklandnet.com]

To: Cyd Harrell
Thank you!

000056
Oakland, CA 94612
Phone: (510) 238 2965
Email:

Hi again Arly,
hope you're well! We're working on improving the admin interfaces in RecordTrac and
we're trying to get the "assignment of department vs. individual" bit right. I have a quick
question:
as it stands today, when someone is out of the office and their RecordTrac email bounces
back, what actually happens? how do you find out?
If you can describe in an email, terrific, or I'd be happy to hop on the phone - hopefully
wouldn't take more than 5 minutes.
Many thanks!
Cyd
-Cyd Harrell
Product Director


[v1.03]
000057
From:
Sent:
To:
Subject:

5/3/2015 9:28:03 PM -0800
OFFICE/RECIPIENTS/FLORE9A>; "Poon, Ivan" <CITY OF
OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/8760EBCB458A4D638BCF761AFB8EFCF8>
Re: Ticket #45885 follow up
Hi Arly and Ivan- just wanted to follow up- did this get resolved?
To: Poon, Ivan
Cc: Garcia, Mai-Ling
Subject: RE: Ticket #45885 follow up
Hi Ivan
I believe this ticket was from last year.
There is an issue with the export function in RecordTrac, and the message below was from the
contractor who was providing support.
At that time, I was told to forward the issue to ITD.
Currently, I believe Mai Ling is coordinating any technical support related to RecordTrac.
Mai Ling, is that right, or is ITD handling matters related to RecordTrac?
From: Poon, Ivan [mailto:IPoon@oaklandnet.com]

Subject: Ticket #45885 follow up
Arlette,
This is the ticket assigned to me. I am not sure what I can do for you. Let me know. Thank you.
Ivan Poon
Microcomputer Systems Specialist II
City of Oakland - Information Technology Department
www.oaklandnet.com
510.238.2128 (Tel)
510.908.1407 (Cell)
510.238.2281 (Fax)
Currently export is set to the full data set, which is why it's taking longer (there are more
records). Picking a date range would be a new feature, and our contract with the city expires
next week, so I'm not sure we could get that built by then.
000058
We are, however, always adding new features to NextRequest. I'd talked to Mai-Ling about
demoing that for you. Perhaps we can set something up for early Februray?
000059
From:
Sent:
To:
Subject:

4/23/2015 10:47:15 AM -0800
Re: follow up question about RecordTrac & dept contacts
Sorry- I've been inundated. Can we schedule a call for tomorrow? I know I have some
outstanding RecordTrac Issues to resolve!

Yeeiiii
Thats awesome!

To: Cyd Harrell
Thank you!

Oakland, CA 94612
000060
Phone: (510) 238 2965

Email:

Hi again Arly,
hope you're well! We're working on improving the admin interfaces in RecordTrac and
we're trying to get the "assignment of department vs. individual" bit right. I have a quick
question:
as it stands today, when someone is out of the office and their RecordTrac email bounces
back, what actually happens? how do you find out?
If you can describe in an email, terrific, or I'd be happy to hop on the phone - hopefully
wouldn't take more than 5 minutes.
Many thanks!
Cyd
-Cyd Harrell
Product Director


[v1.03]
000061
From:
Sent:
To:

4/22/2015 4:53:28 PM -0800
Subject:

To: Cyd Harrell
Thank you!


Oakland, CA 94612
Phone:
(510) 238 2965
000062
Email:

Hi again Arly,
Many thanks!
Cyd
-Cyd Harrell
Product Director

000063

[v1.03]
000064
From:
Sent:
To:
Subject:

4/27/2015 3:06:24 PM -0800
Re: Spam attack in RecordTrac
Tomorrow! Just sent you the cal update!

Subject: RE: Spam attack in RecordTrac
Are we still meeting today, or was it possible to move to tomorrow as proposed?
To: Flores-Medina, Arlette; Hamilton, Harry
Cc: richa.agarwal85@gmail.com; Cyd Harrell (cyd@codeforamerica.org)
Oy ve.
Well have to work on preventing this in the future our planning session couldnt be any more
timely.
To answer your question directly: No, there is not a mechanism to close multiple requests, but we
can submit the suggestion through GitHub. Well go through that at our meeting- as an aside.) Im
looping in Richa and Cyd Harrell from CFA as an FYI- (though shes out of town).
Thanks!

FYI
Weve got a spam attach via RecordTrac. There are about 100 bogus requests. Is there a way to close
them with an automated motion?
000065
Please advise.

Oakland, CA 94612
Phone: (510) 238 2965
Email:
000066


[v1.03]
000067
From:
Sent:
To:
Subject:

4/20/2015 11:26:16 PM -0800
"Luby, Oliver" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/LUBY9O>; "Flores-Medina, Arlette" <AFloresMedina2@oaklandcityattorney.org>
Re: recordtrac disclosure question
I think the PDF option is ideal for this scenario- but CSV should work as well. I think CSV
is a much easier format to use from the public's perspective.
I don't believe the system accepts PSTs, but an alternative solution would be to create a
Dropbox, GoogleDrive, Box account where you could upload that file type if that's what
was best for you and the requester and just simply share the link.
I know ITD is working on getting us OneDrive- which is Microsoft's shared document

service. Using that would likely be ideal.
Hope that's helpful!
Cheers,
Mai-Ling
From: Luby, Oliver <OLuby@oaklandnet.com>

To: Flores-Medina, Arlette; Garcia, Mai-Ling
Subject: RE: recordtrac disclosure question
Thanks!
I downloaded and then uploaded the calendar as a PDF.
To: Luby, Oliver; Garcia, Mai-Ling
000068
Subject: RE:recordtrac disclosure question
Oliver
I believe RecordTrac does not allow to upload PST files, but I am not 100% certain.
I will defer to Mai Ling, who is the system administrator and expert in RecordTrac to confirm
this.
If you have any questions or need further assistance, feel free to contact me.
Sincerely,

Oakland, CA 94612
Phone: (510) 238 2965
Email:
From: Luby, Oliver

Subject: recordtrac disclosure question
Hi Ma-Ling and Arlette,

I just reviewed the Recordtrac guide. Doesnt look like .PST (Outlook) files can be
uploaded. Is that correct?
Im of course thinking about the recent request for CM calendars that is due today.
Looks like other offices have printed individual calendar pages and then scanned them.
I guess that (or creating a folder within Outlook and then converting it to a PDF) is my
only option at this time for providing the response via Recordtrac, yes?
Oliver Luby
000069
Policy Manager
City of Oakland


[v1.03]
000070
From:
Sent:
To:
Subject:

4/20/2015 11:29:33 PM -0800
Re: PRR 8901
Arly- I may have sent you an email a while back, but the system will tell you if an email
address was not included.
The system is not designed to give you access to the requester's email. In this situation, I
would just ask Nai.
Hope that helps!

Thank you Mai Ling.
I am aware that there is an email address in the form that Nai entered.
I need confirmation that this same address was actually entered into RecordTrac (some liaisons
used to enter their own email address), and that the requester is receiving automatic
notifications.
I followed the steps below, and this information is not visible.
Thanks again.
Arly

Subject: Re: PRR 8901
Hi Arly,
000071

Cheers,
Mai-Ling

Subject: PRR 8901
Mai Ling
Thanks
Arly

000072

[v1.03]
000073
From:
Sent:
To:
Subject:

4/20/2015 11:29:33 PM -0800
Re: PRR 8901
Arly- I may have sent you an email a while back, but the system will tell you if an email
address was not included.
The system is not designed to give you access to the requester's email. In this situation, I
would just ask Nai.
Hope that helps!

Thank you Mai Ling.
I am aware that there is an email address in the form that Nai entered.
I need confirmation that this same address was actually entered into RecordTrac (some liaisons
used to enter their own email address), and that the requester is receiving automatic
notifications.
I followed the steps below, and this information is not visible.
Thanks again.
Arly

Subject: Re: PRR 8901
Hi Arly,
000074

Cheers,
Mai-Ling

Subject: PRR 8901
Mai Ling
Thanks
Arly

000075
[v1.03]
000076
From:
Sent:
To:

4/22/2015 4:53:38 PM -0800
Subject:

To: Cyd Harrell
Thank you!


Oakland, CA 94612
Phone:
(510) 238 2965
000077
Email:

Hi again Arly,
Many thanks!
Cyd
-Cyd Harrell
Product Director

000078

[v1.03]
000079
From:
Sent:
To:
CC:
Subject:

4/15/2015 6:13:06 PM -0800
CENTER/RECIPIENTS/SCOTT9D2>; "Flores-Medina, Arlette" <CITY
OF OAKLAND/CITY ATTORNEY'S OFFICE/RECIPIENTS/FLORE9A>
Re: RecordTrac: Getting Started!
Hi Paige!
Got it. Thank you. I've just re-assigned you as the primary point of contact in
RecordTrac. Do you have a backup in mind?
I've cc'd Deidre who maintains the list of liaisons and Arly who is the City's Open
Government Coordinator to let them know.
Cheers,
Mai-Ling

Hi Mai-Ling,
Melissa is no longer with our department. Can you remove her from the system and make me
the primary point of contact for public records requests?
Many thanks!
000080
-Paige
Paige Alderete
Tel: (510) 238-7492 | Fax: (510) 238-3915
________________________________

Cc: Alderete, Paige
Hi Melissa!
Ill call you to check in, but to get you started, heres my standard intro email to the system. As
you now know youve been chosen to be a steward over your departments records and should
now have access to RecordTrac. Im including some pertinent information to familiarize yourself
with the process.

1.
2.
Need some more assistance? Heres some other video tips that Ive developed that may
help you in processing public records requests!
000081
added.
Thank you!
Mai-Ling Garcia
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
From: Scott, Deidre

To: Moore, Peggy; Todd, Amber; Flores-Medina, Arlette; Paschal, Marti; Mayberry, Mary; Huffman,
Melissa; Azimi, Shahla; Flores, Novette; Kozak, Rebecca; Chak, Victoria; Perez, Dana; Mondo, Valerie;
McMillon, Gail; Ramie-Adams, Crystal; Fuller, Amber; Angius, Lauren; Carter, Pat; Sanchez, Susan;
Morgan, Tom; Barazoto, Whitney; Suttle, Kiona; Flynn, Rachel; Riley, Dana; To, Annie; Tom, Gene;
Bedford, Sara; Comelo, Anil; Byrd, Michele; Perkins, Cynthia; Kasaine, Katano; McPherson, David; Solitei,
Osborn; Kahn, Kelley; Darensburg, Shelley; Roberts, Brenda; Nosakhare, Shereda; Moss, Tomiquia
All,
Attached please find for your reference the updated Public Records Request liaison list. The list
is also posted on both oaklandnet.com and oak Netnews.
As in the past, I will request updates from Department Directors every two month for the next
quarters update. In the interim, if there are any changes prior, please advise either Mai-Ling or
I. Mai-Ling will make adjustments to RecordTrac, and I to the list and webpages.
For all you the are new as liaisons and supervisors, Welcome Aboard ! Mai-Ling will be in touch
soon to communicate training.
Regards,
000082
Deidre Scott
City of Oakland
City Hall, Room 101
Oakland, CA 94612
510-238-3624
000083
From:
Sent:
To:
CC:
Subject:

4/14/2015 11:33:45 AM -0800
"Chak, Victoria" <CITY OF OAKLAND/EXTERNAL
RE: PRR 8751
Hi Victoria,

Thanks!
Cheers,
Mai-Ling

Hi, Mai-Ling: it looks like I am still not getting PRRs assigned to me. Below are screenshots of how Ive been checking my bucket. As
you can see PRR8751 is not listed under either pull, even when I am the only POC listed on the PRR.
Arly and Mai-Ling: Additionally, I need some assistance with ensuring the PRRs are routed to the correct Dept/Office when they arrive
in the system. So far, it appears I am routinely the default point of contact for many PRRs that are meant for either ER or Payroll. I
can provide some guidelines to route these PRRs more efficiently right out of the gate. Thanks much.
000084
000085

To: Chak, Victoria
Subject: PRR 8751
Victoria

000086
Take care,
Arly
recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply email and destroy all copies of the original message and any attachments.

[v1.03]
000087
From:
Sent:
To:
Subject:

4/15/2015 7:30:24 PM -0800
OFFICE/RECIPIENTS/FLORE9A>; "Chak, Victoria" <CITY OF
OAKLAND/EXTERNAL
Re: PRR 8751
A couple of quick questions:
1. Victoria- good catch. I looked up your profile and it looks like you have two. In order to figure this out, can you give me a few PRR
numbers to compare? I looked at 8751- and I only see your name in the notes and it has vchak@oaklandnet.com. If you have a few other
examples- that would be great. I'm actually going to be out most of the next couple of days- so email would be preferred. Otherwise we can
talk Monday.
2. In terms of notifying liaisons, here's a couple of ways I'd like to propose communicating routing:
We could have a monthly PRR call. Optional, but it would be good just to have a 20-30 minute check-in about issues like these that
crop up.
We could add to the liaison document a list of documents that each department has and have each liaison update the document (i.e.
on a shared drive or shared document).
Let me know what you think.
Cheers,
Mai-Ling

To: Chak, Victoria; Garcia, Mai-Ling
Victoria
Any liaison can re-route requests to you.
It might be a good idea to send an email to all liaisons with these basic guidelines.
Arly
From: Chak, Victoria [mailto:VChak@oaklandnet.com]
000088
Hi, Mai-Ling and Arly:

I found the issue with why I am not getting a bunch of PRRs that are assigned to me. Ive gone through entire archive of Open/Due Soon/Past Due PRRs
and found that all the ones I am not getting are labeled: Victoria Chak | Sewer System Maintenance. This tells me that PRRs are being routed to my old
deactivated email account vchak2@oaklandnet.com and not my correct email account vchak@oaklandnet.com. Is there a way to make sure no one
routes to my deactivated account? I think that should take care of that problem.
There are PRRs that I never saw dating back to early February, which I will attempt to respond to over the next week or two.
Thanks.
p.s. I still would like to offer some basic guidelines on which Dept gets which type of HR-like PRRs. Should I be touching base with you Arly, on
something like that? Please let me know.
Victoria
To: Chak, Victoria
Hi Victoria,
Thanks!
Cheers,
Mai-Ling
Hi, Mai-Ling: it looks like I am still not getting PRRs assigned to me. Below are screenshots of how Ive been checking my bucket. As you can see
PRR8751 is not listed under either pull, even when I am the only POC listed on the PRR.
Arly and Mai-Ling: Additionally, I need some assistance with ensuring the PRRs are routed to the correct Dept/Office when they arrive in the system. So
000089
far, it appears I am routinely the default point of contact for many PRRs that are meant for either ER or Payroll. I can provide some guidelines to route
these PRRs more efficiently right out of the gate. Thanks much.
000090

To: Chak, Victoria
Subject: PRR 8751
Victoria
Take care,
Arly
recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended recipient, please contact the sender by reply e-
000091
mail and destroy all copies of the original message and any attachments.

[v1.03]
000092
From:
Sent:
To:
Subject:

4/15/2015 8:54:33 PM -0800
Re: PRR 8901
Hi Arly,

Cheers,
Mai-Ling

Subject: PRR 8901
Mai Ling
Thanks
000093
Arly


[v1.03]
000094
From:
Sent:
To:
Subject:

3/30/2015 9:21:02 PM -0800
"Nosakhare, Shereda" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/NOSAK9SF>; "Flores-Medina, Arlette"
<AFlores-Medina2@oaklandcityattorney.org>
Re: public records request
Shereda,
I just wanted to follow up- did your team make any decisions around updating the contacts in the Mayor's office?
Also- I know Peggy's out this week- would you like me to change the Point of Contact?
Let me know. Happy to come in and get your staff started with public records.
Cheers,
Mai-Ling
Sent: Monday, March 23, 2015 12:50 PM
Hi Mai- Ling
When I log into record trac I dont see any requests assigned to me. Aside from not receiving the notices when I log in the last
assignment I have is from December 2014. Please advise.
Best
Shereda
Office: 510.238.3141 | Direct: 510.238.7439 |
000095

Hi Arly and Shereda,

Its not clear to me if this is an issue with RecordTrac or our email system. I checked RecordTrac- it looks like Shereda is set up
correctly and I dont see any blocks to her email address.
Shereda- have you had any other email issues? I know folks in the City who are migrating to 365 are having a ton of issues sending
and receiving email. Let me know and Ill see what I can do to help.
Cheers,
Mai-Ling

Subject: FW:public records request
Hi Mai Ling
See below email from Shereda, who is having some issues with RecordTrac.
Let me know if I can provide any assistance.
Arly
Subject: public records request
Hi Arley,
Im not getting the record trac notifications and when I login I do not see any that need to be updated. Please advise.
000096
Best,
Shereda
Office: 510.238.3141 | Direct: 510.238.7439 |
This is a confidential attorney-client communication. This email contains confidential attorney-client privileged information and is for the
sole use of the intended recipient(s). Any unauthorized review, use, disclosure or distribution is prohibited. If you are not the intended
recipient, please contact the sender by reply e-mail and destroy all copies of the original message and any attachments.

[v1.03]
000097
From:
Sent:
To:
Subject:

4/27/2015 3:06:24 PM -0800
Re: Spam attack in RecordTrac
Tomorrow! Just sent you the cal update!

Are we still meeting today, or was it possible to move to tomorrow as proposed?
To: Flores-Medina, Arlette; Hamilton, Harry
Cc: richa.agarwal85@gmail.com; Cyd Harrell (cyd@codeforamerica.org)
Oy ve.
Well have to work on preventing this in the future our planning session couldnt be any more
timely.
To answer your question directly: No, there is not a mechanism to close multiple requests, but we
can submit the suggestion through GitHub. Well go through that at our meeting- as an aside.) Im
looping in Richa and Cyd Harrell from CFA as an FYI- (though shes out of town).
Thanks!

FYI
Weve got a spam attach via RecordTrac. There are about 100 bogus requests. Is there a way to close
them with an automated motion?
000098
Please advise.

Oakland, CA 94612
Phone: (510) 238 2965
Email:
000099


[v1.03]
000100
From:
Sent:
To:
CC:
Subject:

4/16/2015 1:04:22 PM -0800
CENTER/RECIPIENTS/SCOTT9D2>; "Flores-Medina, Arlette"
<AFlores-Medina2@oaklandcityattorney.org>; "Medalla, Rogelio"
<CITY OF OAKLAND/CITY CENTER/RECIPIENTS/MEDAL9R>
RE: RecordTrac: Getting Started!
Cool! Rogelio is now back up! Cheers!
From: Alderete, Paige [mailto:PAlderete@oaklandnet.com]

Cc: Scott, Deidre; Flores-Medina, Arlette; Medalla, Rogelio
Hi Mai-Ling,
Thank you for updating the list. For now, the back-up should be Rogelio Medalla, however, this will change when we fill our administrative position.
Thanks!
000101
-Paige
Paige Alderete
Tel: (510) 238-7492 | Fax: (510) 238-3915
________________________________

To: Alderete, Paige
Cc: Scott, Deidre; Flores-Medina, Arlette
Subject: Re: RecordTrac: Getting Started!
Hi Paige!
Got it. Thank you. I've just re-assigned you as the primary point of contact in RecordTrac. Do you have a backup in mind?
I've cc'd Deidre who maintains the list of liaisons and Arly who is the City's Open Government Coordinator to let them know.
Cheers,
Mai-Ling
000102

Hi Mai-Ling,
Melissa is no longer with our department. Can you remove her from the system and make me the primary point of contact for public records requests?
Many thanks!
-Paige
Paige Alderete
Tel: (510) 238-7492 | Fax: (510) 238-3915
________________________________

Cc: Alderete, Paige
000103
Hi Melissa!
Ill call you to check in, but to get you started, heres my standard intro email to the system. As you now know youve been chosen to be a steward over your departments
records and should now have access to RecordTrac. Im including some pertinent information to familiarize yourself with the process.
For a quick start guide, take this quick tutorial found here: http://records.oaklandnet.com/tutorial
1.
2.
Need some more assistance? Heres some other video tips that Ive developed that may help you in processing public records requests!
1. Submit requests received offline! You can now use RecordTrac to record public records requests that are submitted via fax, phone or walk-in on RecordTrac.
Click here for a VIDEO DEMO (~ 1 min)
2. Add/Remove Helpers! Finished working on a request as a helper? You can Add/Remove helpers from the list as they complete tasks or no longer need to
receive notifications regarding a request.
3. Advanced Search! You may have noticed some advanced search filters have been added.
Additionally, if youre want to review how to use our track feature, check out this video on how to look up a request by its request or tracking number.
Please send me your thoughts, suggests or just say hello at: mgarcia@oaklandnet.com or 510-238-2105.
Thank you!
000104
Mai-Ling Garcia
Oakland, CA 94612
510-238-2105 (phone) |510-238-6341 (fax)
From: Scott, Deidre

To: Moore, Peggy; Todd, Amber; Flores-Medina, Arlette; Paschal, Marti; Mayberry, Mary; Huffman, Melissa; Azimi, Shahla; Flores, Novette; Kozak, Rebecca; Chak, Victoria; Perez, Dana;
Mondo, Valerie; McMillon, Gail; Ramie-Adams, Crystal; Fuller, Amber; Angius, Lauren; Carter, Pat; Sanchez, Susan; Morgan, Tom; Barazoto, Whitney; Suttle, Kiona; Flynn, Rachel; Riley,
Dana; To, Annie; Tom, Gene; Bedford, Sara; Comelo, Anil; Byrd, Michele; Perkins, Cynthia; Kasaine, Katano; McPherson, David; Solitei, Osborn; Kahn, Kelley; Darensburg, Shelley; Roberts,
Brenda; Nosakhare, Shereda; Moss, Tomiquia
All,
Attached please find for your reference the updated Public Records Request liaison list. The list is also posted on both oaklandnet.com and oak Netnews.
As in the past, I will request updates from Department Directors every two month for the next quarters update. In the interim, if there are any changes prior, please advise
either Mai-Ling or I. Mai-Ling will make adjustments to RecordTrac, and I to the list and webpages.
For all you the are new as liaisons and supervisors, Welcome Aboard ! Mai-Ling will be in touch soon to communicate training.
Regards,
Deidre Scott
000105
City of Oakland
City Hall, Room 101
Oakland, CA 94612
510-238-3624
000106
From:
Sent:
To:
CC:
Subject:

4/24/2015 1:53:39 PM -0800
"Dalke, Judith" <CITY OF OAKLAND/CITY CENTER/RECIPIENTS/DALKE9J>
"Metzger, Spruce" <CITY OF OAKLAND/CITY
CENTER/RECIPIENTS/METZG9S>; "Flores-Medina, Arlette" <AFloresMedina2@oaklandcityattorney.org>; "Chak, Victoria" <CITY OF
OAKLAND/EXTERNAL
RE: FYI FW: Recordtrac system access
Hi Judith and Spruce,
Ill be forwarding you some additional information, but you are already set up in the
RecordTrac system. Ill send you some information forthcoming if youve never
accessed the system.
While you are users in the system, I do not have you assigned to oversee a
particular department. Are you the public records request liaison for a particular
department? What are the designated roles of you and Spruce in this process?
Typically, a department head will designate public records request liaison and a
backup. I typically learn about the changes in these roles through Arlette or the
Clerks office.
Nonetheless, you can still access the system. However, having a role in the system
will impact how you receive requests. I believe youre with Human Resources so Im
ccing Victoria Chak who I understand to be the liaison for that department.
Let me know and thank you for your patience! Im parked at my desk until 4pm in
case you have any questions.
Cheers,
Mai-Ling
000107
From: Dalke, Judith [mailto:JDalke@oaklandnet.com]

Sent: Wednesday, April 22, 2015 9:08 AM
Cc: Metzger, Spruce
Subject: FW: FYI FW: Recordtrac system access
Hi Mai-Ling,
Any ideas when Spruce and I will have a RecordTrac account set up?
Thank you,
Judy Dalke
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax
From: Dalke, Judith

To: Mayne, Renee
Subject: FYI FW: Recordtrac system access
Judy Dalke
238-4480
000108

To: Garcia, Mai-Ling; Dalke, Judith; Metzger, Spruce
Subject: RE:Recordtrac system access
Hi Judith
I am forwarding your email to RecordTrac system administrator, Mai Ling Garcia.
She will be able to set you up with an account and password, in case you dont have
one and/or solve any technical issues you may encounter.
Feel free to contact me if you have any other questions or concerns.
Sincerely,


Oakland, CA 94612
Phone:
Email:
(510) 238 2965

000109
From: Dalke, Judith

To: Metzger, Spruce; Flores-Medina, Arlette
Subject: Recordtrac system access
Importance: High
Hi Arlette,
Both Spruce Metzger and myself are unable to access this system. Can you help us?
Thank you,
Judy Dalke
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax
From: Metzger, Spruce

To: Dalke, Judith
Subject: RE: 4/10 schedule
HI Judy,
I do not seem to have the proper login info to get into the Recordtrac system that
000110
this link takes me.

-Spruce
Spruce Metzger
Sr. Employee & Labor Relations Analyst
City of Oakland
Employee Relations Department
150 Frank Ogawa Plaza, 2nd Floor
(510) 238-6759
Cell: 316-0423
smetzger@oaklandnet.com
I am currently involved in contract bargaining with the various

unions that represent the employees of Oakland. During
bargaining, my time in my office will be extremely limited. If
you have an urgent matter that needs my immediate attention,
please contact me on the cell phone # listed above. I may not
be able to answer the phone, but I will be checking my
messages every chance I get. -Spruce
From: Dalke, Judith

To: Flores-Medina, Arlette; Metzger, Spruce
Cc: Mayne, Renee; Chak, Victoria
Subject: 4/10 schedule
Good Afternoon Arlette,
This should go to Spruce Metzger, he is working on that issue.
Let me know if you have questions.
000111
Thank you,
Judy Dalke
Oakland, CA 94612
(510)238-4480 phone
(510)238-4482 fax


[v1.03]
000112
From:
Sent:
To:
CC:
Subject:

5/8/2015 4:09:07 PM -0800
"Vicentina, Cathy" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/53EB2D6726604BB585DD0957A6BF6B08>
RE: PLEASE RESPOND (PRR 8825)
Hi Cathy- whats the document name? Will you be replacing it with a redacted document? I
dont see an email address in the request. Let us know.
Thanks!
Cheers,
Mai-Ling
From: Vicentina, Cathy

Sent: Friday, May 08, 2015 5:03 PM
Subject: FW: PLEASE RESPOND (PRR 8825)
Hi Mai-Ling,
Arly and I do not have access to remove email (added record on 5/8/15) on RecordTrac.
Requesters do not want their names and email addresses on RecordTrac.
Can you help? It is PRR # 8825.
Thanks and regards,

Cathy Vicentina
Administrative Assistant to Mike Neary, Assistant Director
OPW-Bureau of Engineering & Construction
000113
City of Oakland | Public Works Department | APWA Accredited Agency

250 Frank Ogawa Plaza Suite 4320 | Oakland, CA 94612
(510) 238-7119 | (510) 238-6412 Fax
cvicentina@oaklandnet.com
From: Harold Borkowski [mailto:harold.borkowski@att.net]

Sent: Friday, May 08, 2015 3:38 PM
To: Flores-Medina, Arlette; Vicentina, Cathy
Subject: PLEASE RESPOND (PRR 8825)
Ms. Flores and Ms. Vicentina,
I have not received a response to my email concerning publishing an email on RecordTrac sent to both of
you privately. That email contains our email address and our names. It is my understanding that all
contact information is private. Please withdraw the email from RecordTrac. Thank you.
Janice Grau
000114
From:
Sent:
To:
CC:
Subject:

4/27/2015 11:49:35 AM -0800
"Flores-Medina, Arlette" <AFlores-Medina2@oaklandcityattorney.org>; "Hamilton,
Harry" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/9DDF0A4FD1064B06B6D66132B41216CD>
richa.agarwal85@gmail.com; Cyd Harrell (cyd@codeforamerica.org)
RE: Spam attack in RecordTrac
Oy ve.
Well have to work on preventing this in the future our planning session couldnt be any
more timely.
To answer your question directly: No, there is not a mechanism to close multiple
requests, but we can submit the suggestion through GitHub. Well go through that at our
meeting- as an aside.) Im looping in Richa and Cyd Harrell from CFA as an FYI- (though
shes out of town).
Thanks!

FYI
Weve got a spam attach via RecordTrac. There are about 100 bogus requests. Is there a
way to close them with an automated motion?
000115
Please advise.


Oakland, CA 94612
Phone:
(510) 238 2965
000116
Email:


[v1.03]
000117
From:
Sent:
To:
Subject:

4/20/2015 2:42:16 PM -0800
"Boyd, Karen" <CITY OF OAKLAND/EXTERNAL
(FYDIBOHF25SPDLT)/RECIPIENTS/4328C5A445C94EE6B0DBEBBC8
FACAD83>; "Katz, Alex" <CITY OF OAKLAND/CITY ATTORNEY'S
OFFICE/RECIPIENTS/KATZ9A>
RE: meet re: RecordTrac and PRR
Can we meet in Karens office tomorrow?

-----Original Appointment----From: Boyd, Karen [mailto:KBoyd@oaklandnet.com] On Behalf Of Boyd, Karen
To: Boyd, Karen; Garcia, Mai-Ling; Katz, Alex
Subject: meet re: RecordTrac and PRR
When: Tuesday, April 21, 2015 10:00 AM-11:00 AM (UTC-08:00) Pacific Time (US & Canada).
Where:
Your meeting was found to be out of date and has been automatically updated.
Updated meeting details:
Meeting Recurrence
________________________________
Sent by Microsoft Exchange Server 2013
000118

PRR 13440 Final Production 1 PDF

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From:

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

Attached to this email you will find:

A City Staff Guide to Public Records Requests

2. Add/Remove Helpers! Finished working on a request as a helper? You can

Keep up with Oakland! Follow us on Twitter and Facebook.

From: Scott, Deidre

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

Attached to this email you will find:

A City Staff Guide to Public Records Requests

2. Add/Remove Helpers! Finished working on a request as a helper? You can

Keep up with Oakland! Follow us on Twitter and Facebook.

"Scott, Deidre" <DScott@oaklandnet.com>

From: DeVries, Joe

Mai-Ling, Amber, and Arly,

From: Todd, Amber

I have not seen one.

From: Garcia, Mai-Ling

Let me know what you think!

From: publicrecordsrequest@oaklandnet.com [mailto:publicrecordsrequest@oaklandnet.com]

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

From: Flores-Medina, Arlette [mailto:AFlores-Medina@oaklandcityattorney.org]

Arlette (Arly) Flores

Oakland City Attorney's Office

(510) 238 2965

Sign up to receive the City Attorney's Newsletter

From: Cyd Harrell [mailto:cyd@codeforamerica.org]

This is a confidential attorney-client communication. This email contains confidential attorney-client

Please consider the environment before printing this email

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

From: Alderete, Paige <PAlderete@oaklandnet.com>

From: Garcia, Mai-Ling

Attached to this email you will find:

From: Scott, Deidre

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

I know ITD is working on getting us OneDrive- which is Microsoft's shared document

Hope that's helpful!

From: Luby, Oliver <OLuby@oaklandnet.com>

Subject: RE:recordtrac disclosure question

Arlette (Arly) Flores

Sign up to receive the City Attorney's Newsletter

From: Luby, Oliver

Hi Ma-Ling and Arlette,

This is a confidential attorney-client communication. This email contains confidential attorney-client

Please consider the environment before printing this email

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

Cool! Rogelio is now back up! Cheers!

From: Alderete, Paige [mailto:PAlderete@oaklandnet.com]

From: Garcia, Mai-Ling

From: Alderete, Paige <PAlderete@oaklandnet.com>

From: Garcia, Mai-Ling

A City Staff Guide to Public Records Requests

Keep up with Oakland! Follow us on Twitter and Facebook.

From: Scott, Deidre

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

Here's a couple of clarifying points:

Let me know if you have any questions. Thanks!

From: Kozak, Rebecca

From: publicrecordsrequest@oaklandnet.com [mailto:publicrecordsrequest@oaklandnet.com]

"Garcia, Mai-Ling" <MGarcia@oaklandnet.com>

Hi Judith and Spruce,

From: Dalke, Judith [mailto:JDalke@oaklandnet.com]

From: Dalke, Judith