MONTPELIER – State officials say they may have recovered the missing emails that raised questions last month about the integrity of Vermont’s open-records policies.
Administration officials in December disclosed that a series of email correspondences had been erroneously deleted following a public-records request filed by the state workers union.
The emails, to which the Vermont State Employees Association had won access in a court ruling, related to the layoff of a scientist at the Department of Fish and Wildlife.
Richard Boes, commissioner of the Department of Information and Innovation, said Tuesday that members of his staff have since recovered 3.5 gigabytes of stored memory that may include the requested e-mails.
“I cannot specify what the content of the e-mail messages are … but we have provided access to all recovered e-mails to people at ANR for them to review,” Boes said.
Deb Markowitz, secretary of the Agency of Natural Resources, said her staff is currently combing through the 35,000 individual emails contained in the recovered files to see whether they include the correspondence sought by the VSEA. Doug Gibson, head of communications for the state workers’ union, said no one from his organization had been informed of the developments.
The retrieval of the e-mails could help undo an episode that, in some quarters at least, undermined confidence in the public’s ability to access government documents in a digital age.
Top officials in the Shumlin administration last month blamed protocols put in place under former Gov. James Douglas for the permanent deletion of the email records, which had reportedly been deleted shortly after Gov. Peter Shumlin took office last January.
The destruction of the documents prompted Abigail Winters, associate general counsel of the VSEA, to pen a harshly worded letter to Administration Secretary Jeb Spaulding, in which she said she had been informed that it “is a practice of the state information technology personnel to permanently delete state e-mail accounts of high-ranking government officials shortly after they leave office.”
Winters said she was told of that policy by John Groveman, lead counsel at the Agency of Natural Resources.
“Any advocate of open government shudders to hear that high-ranking government officials have absolutely no accountability to the public with respect to e-mails they send and receive,” Winters wrote.
Spaulding vehemently rejected the charge. The deletion of the emails, he said, occurred just weeks after Shumlin’s inauguration, while many top officials were still acclimating to their executive branch positions.
“It came to my attention in my very first week on the job that it had been practice to delete an exiting employee’s email files, and I put a stop to it immediately,” Secretary of Natural Resources Deb Markowitz said Wednesday.
As it turns out now, the e-mails may not have been deleted permanently at all. Boes said the e-mail records were stored in an archive before the accounts were permanently deleted.
“We have an archiving system that’s separate from our email system, so when an account gets deleted, our current process is to archive that account before deleting it, and that retains the emails,” he said.
Boes is working with Secretary of State Jim Condos to craft a retention policy for state email records, an issue on which state law is currently silent.