Clinton Email Controversy Needs Its Own Cable Channel, For Now, a Timeline

Posted: 1:42 am EDT
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“[T]he system we used was set up for President Clinton’s office. And it had numerous safeguards. It was on property guarded by the Secret Service. And there were no security breaches.”
Hillary Clinton, March 10, 2015

It’s hard trying to keep track of the highs and lows of the Clinton email debacle. Since this is not going away anytime soon, or going away quietly, we thought we’d build a timeline, to keep the details we find relevant for our reference. Feel free to scroll.  We’ve written previously —  in this whole email mess at the State Department —  it must be said that this might not have happened if not enabled by senior bureaucrats in the agency. We do not believe for a moment that senior officials were not aware about the email practices of then Secretary Clinton or the record retention requirement. But hey, if the practice was done for four years over the protests and dissent of officials at “M”, “A”, the Legal Adviser or the CIO, we’d like to see that email trail. We will update the timeline, as needed.

2008

November 21, 2008: NY Times says Hillary Clinton accepts US Secretary of State position

December 1, 2008: President-Elect Barack Obama announces Hillary Clinton as Secretary of State (video)

2009

January 13, 2009:  Internet records show that the domain ‘clintonemail.com’ was created and had Network Solutions LLC as registrar. http://www.whois.com/whois/clintonemail.com

January 13, 2009:  Senate Confirmation Hearing for Secretary of State Nominee Hillary Clinton

January 15, 2009: Senate Foreign Relations Committee votes 16–1 to approve Clinton.

January 21, 2009:  Clinton is confirmed by the U.S. Senate as President Obama’s secretary of state by a roll call vote of 94–2.

January 21, 2009Clinton takes the oath of office of Secretary of State administered by Associate Judge Kathryn Oberly with Bill Clinton in attendance.  She resigned from the Senate the same day. (Hillary Clinton, the 67th Secretary of State)

July 31, 2009: State/OIG issues Review of the Information Security Program for Sensitive Compartmented Information Systems at the Department of State (CLASSIFIED) aud-it-09-21.pdf

November 2, 1009: NARA Notes on State Department State Messaging and Archive Retrieval Toolset (SMART) system rollout. Per IPS, people are “using the record email function” but huge issues with memos. Appears that the Executive Secretariat (S/ES) will be establishing its own recordkeeping system as the follow on to STARS. (view in pdf).

2010

January 21, 2010: Clinton give remarks on Internet Freedom, launches 21st Century Statecraft.

April 19, 2010:  Computer World reports that Network Solutions LLC is hacked, injected with malicious JavaScript and the affected sites redirecting unsuspecting users to a Ukrainian attack server.

December 22, 2010NARA Bulletin 2011-03 | December 22, 2010 – Guidance Concerning the use of E-mail Archiving Applications to Store E-mail

2011

June 28, 2011:  State Department releases cable on Securing Personal Email Accounts (Via FoxNews)

October 19, 2011“Classified” Information Contained in We Meant Well – It’s a Slam Dunk, Baby!

2012

March 12, 2012State Department Chief Freedom of Information Act Officer Annual Report | March 12, 2012

August 10, 2012: State OIG issues review of US Embassy Kenya, dings Ambassador Scott Gration, among other things, for use of commercial email (see State/OIG Releases Ambassador Scott Gration’s Embassy Report Card – And Look, No Redactions!)

August 24, 2012: OMB/NARA issues Managing Government Records Directive, OMB M-12-18 (pdf)

September 11, 2012: Ambassador Chris Stevens and three others killed in Benghazi, Libya

September 2012: State/OIG Inspection of the Bureau of Administration, Global Information Services, Office of Information Programs and Services Report Number ISP-I-12-54

October 2, 2012After a Year of Serious Roars and Growls, State Dept Officially Retires FSO-Non Grata Peter Van Buren (despite allegation that “two pages of the book manuscript we have seen contain unauthorized disclosures of classified information.”)

November 20, 2012State Dept FOIA Requests: Agency Ranks Second in Highest Backlog and Here’s Why

December 11, 2012: NARA Chief Records Officer Paul M. Wester Jr. Email to NARA’s Margaret Hawkins and Lisa Clavelli on how they “should delicately go about learning more” about the transition plans for Secretary Clinton’s departure from State. Concerns that “there are or maybe plans afoot to taking her records from State to Little Rock.” Invokes the specter of the Henry Kissinger experience vis-a-vis Hillary Clinton (view email in pdf)

December 19, 2012: Accountability Review Board (ARB) Singles Out DS/NEA Bureaus But Cites No Breach of Duty

2013

February 1, 2013:  Clinton leaves the State Department (Photo of the Day: 67 Says Goodbye to Foggy Bottom)

Early 2013:  After HRC left government service in early 2013, the Clintons decided to upgrade the system, hiring Platte River as the new manager of a privately managed e-mail network. The old server was removed from the Clinton home by Platte River and stored in a third party data center.[…] “The information had been migrated over to a different server for purposes of transition,” from the old system to one run by Platte River, said Barbara J. Wells, a Denver lawyer who represents Platte River Networks Inc., recalling the transfer that occurred in June 2013. (Via WaPo)

March 5, 2013: State Department publishes Foreign Affairs Manual updates on 12 FAM 540 Sensitive But Unclassified Information (SBU) View pdf file here.

March 20, 2013: Clinton’s private email address, hdr22@clintonemail.com, is made public by Romanian hacker named ‘Guccifer’  (real name is Marcel Lazăr Lehel) after hacking into Clinton adviser Sidney Blumenthal’s AOL email account. (via Gawker; emails published in full here via RT).

May 28, 2013:  House Oversight and Government Reform Committee Chairman Darrell Issa (R-Calif.) announced the issuance of a subpoena for  “documents and communications referring or relating to the Benghazi from ten current and former State Department officials. See House Oversight Committee Subpoenas Benghazi-Related Documents To/From Ten State Dept Officials.

June 2013  Hillary’s team shifts control of the email network to an outside IT contractor in Denver called Platte River Networks, and sends the original server hardware to a data center facility in New Jersey, where it is erased. (Via Daily MailVia WaPo)

June 27, 2013After 1,989 Day-Vacancy — President Obama Nominates Steve Linick as State Dept Inspector General

August 1, 2013: House Oversight Committee issues two subpoenas, 1) State Department documents that had been covered but not produced after earlier requests, and 2) documents related to the Benghazi Accountability Review Board.

August 19, 2013The Other Benghazi Four: Lengthy Administrative Circus Ended Today; Another Circus Heats Up

August 29, 2013: NARA Bulletin 2013-02 |  All Agencies, Guidance on a New Approach to Managing Email Records

September 9, 2013: NARA Bulletin 2013-03 | Guidance for agency employees on the management of Federal records, including email accounts, and the protection of Federal records from unauthorized removal

September 30, 2013Senate Confirms Steve Linick; State Dept Finally Gets an Inspector General After 2,066 Days

2014

January 16, 2014: State/OIG issues Management Alert – OIG Findings of Significant, Recurring Weaknesses in Dept of State Info System Security Program 220066.pdf

May 8, 2014: The House of Representatives adopted H. Res. 567, Providing for the Establishment of the Select Committee on the Events Surrounding the 2012 Terrorist Attack in Benghazi, Libya. Rep. Trey Gowdy, R-S.C., is named chairman.

August 5, 2014: State Department updates 12 FAM 530 STORING AND SAFEGUARDING CLASSIFIED MATERIAL.  Officers are reminded that Department-issued materials not codified in the Foreign Affairs Manual or its supplemental Foreign Affairs Handbook series generally have no regulatory validity (see 2 FAM 1115.2)

August 11, 2014: The State Department sends its first group of documents to the new Select Benghazi committee, a partial response to a previous subpoena. The production contains a few — less than 10 — emails either to or from Clinton. Committee staffers notice immediately that the emails are from a previously unseen address, hdr22@clintonemail.com. Meanwhile, the committee presses State to meet its legal obligation to fully respond to the pair of subpoenas originally issued in August 2013. (Via Washington Examiner)

August 28, 2014: State Department U/S for Management sends memo to department principals on Senior Officials’ Records Management Responsibilities (view memo pdf). See State Department issued instructions for Preserving Email of Departing Senior Officials (view memo p.13 pdf)

September 15, 2014: Former State Dept DAS Raymond Maxwell Alleges Benghazi Document Scrub Pre-ARB Investigation

September 15, 2014: NARA Bulletin 2014-06 | All Agencies, Guidance on Managing Email

September 16, 2014:  State Department Denies Raymond Maxwell’s Document Scrub Allegations. Peeeeriod!!!!

September 19, 2014:  State Dept on Former DAS Raymond Maxwell’s Allegations: Crazy. Conspiracy Theory. What Else?

September 30, 2014: State/OIG Audit of the Information Security Program for Sensitive Compartmented Information Systems at the Department of State for FY 2014 (CLASSIFIED) aud-it-14-36.pdf

October 10, 2014:  William Fischer, the Department of State agency records officer, sends message to NARA with a draft email policy to update State’s Foreign Affairs Manual (5 FAM 447). Requests for limited distribution within NARA to those “with equities in this issue.” (View email in pdf)

October 30, 2014: Memo to the Field (All Diplomatic and Consular Posts) from Under Secretary for Management, Patrick F. Kennedy re: State Department Records Responsibilities and Policy, October 30, 2014

November 4, 2014:  Jason Leopold submits a FOIA request for “any and all records that were prepared, received, transmitted, collected and/or maintained by the Department of State (DOS) mentioning or referring to or prepared by Secretary of State Hillary Clinton or any member of the Office of the Secretary (S) from January 21, 2009 to February 1, 2013.”  (source here- pdf).

November 07, 2014: State/OIG posts online Audit of Department of State Information Security Program | aud-it-15-17.pdf

November 12, 2014: Letter to Hilary Clinton’s representative, Cheryl Mills re: the Federal Records Act of 1950, November 12, 2014; to Colin Powell, to Condoleezza Rice; to Madeleine Albright;

November 2014: The Benghazi committee asks the State Department for a larger batch of Clinton’s emails and receives about 300 that relate to the Libya saga, amounting to 850 printed pages  (Source: Washington Examiner)

December 5, 2014:  Clinton’s aide Cheryl Mills says that in response to a request from the State Department, they have handed over (about 55,000 pages) her work-related emails (comprising 30,490 messages); Response to Under Secretary of State for Management, Patrick F. Kennedy from Hilary Clinton’s representative, Cheryl Mills re: the Federal Records Act of 1950, December 5, 2014

December 29, 2014: Updates to Foreign Affairs Manual 5 FAM 440 Electronic Records, Facsimile Records, and Electronic Mail Records published with the following notation:  “In October, 2014, the Department issued an interim directive superseding some text in this section. This subchapter will be revised to reflect the new guidance – Refer to Department Notice 2014_10_115 for more information.” (View pdf, department notice available here.)

2015

January 25, 2015: Leopold v. State Department (view lawsuit here- pdf).

February 13, 2015 The State Department sends the Benghazi committee another 850 pages of Clinton’s emails, including some from two different accounts on the private ‘clintonemail.com’ server  (Source: Washington Examiner)

February 27, 2015  State Department staffers tell Benghazi committee aides that Clinton had used her private address exclusively during her tenure at the agency, and that they don’t have any of her emails other than those she provided voluntarily. (Source: Washington Examiner)

February 27, 2015:  Mike Schmidt, reporter with The New York Times contacts NARA General Counsel requesting off the record chat on regulations for government employees who use their personal email addresses to conduct government business. Gary Stern tells his boss “I am happy to talk to him about what the law is (there are no regulations at this time).” (View email here)

March 2, 2015: NYTimes broke the news that Hillary Clinton exclusively used a personal email account to conduct government business as secretary of state.

March 2, 2015: NARA Legal Counsel talks to State Department Deputy Legal Advisor on the use of personal email accounts (View email from NARA Records Officer Wester to State/DAS Margaret P. Grafeld)

March 3, 2015: NARA puts together ‘Talking Points’ on Clinton emails. (View pdf). Talking Points available here.

March 3, 2015: NARA Acting IG asks NARA: “[W]ho is the NARA liaison with the State department for records management? Were we aware the gov email system was not being used by Ms Clinton. If we were not aware why not. What checks and balances do we have in place to ensure the gov email systems are being used. (View email)

March 4, 2015:  Clinton tweeted, “I want the public to see my email. I asked State to release them. They said they will review them for release as soon as possible.”

March 6, 2015: Marie Harf, a State Department spokeswoman, said the Foreign Affairs Manual was a department document and didn’t carry the force of law. She also said a memo to diplomatic staff around the word bearing Mrs. Clinton’s name and discouraging the use of personal emails was “colloquial guidance,” not a mandate. (Via Wall Street Journal)

March 10, 2015: Clinton holds a presscon at the UN, admits that she deleted more than 30,000 emails that she says were personal in nature, says she turned over everything work-related to the State Department, while insisting that “I did not email any classified material to anyone on my email.” (Ex-Chief Information-Disclosure Guru on Hillary’s Email Defense and the Folks Asleep at the SwitchFormer Secretary Clinton talks about her state.gov private emails)

March 10, 2015:  “I don’t have the FAM in front of me. I can certainly check and see if there were certain policies, if there were regulations. The FAM is not a regulation; it’s recommendations,” said Jennifer Psaki, State Department Spokesman during the Daily Press Briefing.  NewsFlash: “The FAM is not a regulation; it’s recommendations.” Hurry, DECLINE button over there!

March 11, 2015: The Associated Press sues the State Department to force the release of Clinton’s emails and other documents that the agency has failed to turn over following a Freedom Of Information Act request. The legal action comes after repeated requests filed under the U.S. Freedom of Information Act have gone unfulfilled. They include one request the AP says it made five years ago and others pending since the summer of 2013.

March 12, 2015: Senators Burr, Corker, Johnson sends a letter to State/OIG to coordinate “with the Inspector General for the Intelligence Community, and any other appropriate Federal entities, conduct a thorough audit related to electronic communications by State Department employees, including former senior officials, that were principally carried out on non-government-owned, or non-government-protected, information networks.” (View letter here via freebeacon.com).

March 25, 2015: Letter from Secretary of State, John Kerry to State Department IG, Steve Linick re: review of records management, preservation, and transparency practices, March 25, 2015

April 12, 2015: The former secretary of state announced her second presidential campaign in a video released online. (Video)

May 18, 2015: Leopold v. State Department – Court Declaration of State Depart FOIA official John F. Hackett (view in pdf)

May 21, 2015:  The Department releases a set of 296 of Clinton documents which previously had been provided in February 2015 to the House Select Committee on Benghazi. May Release via foia.state.gov. This is the first batch of Clinton’s emails made public by the State Department; roughly 850 pages, captures concerns over Libya (Via NYTimes).

May 27, 2015:  U.S. District Court Judge Rudolph Contreras set particular targets for the State Department to meet each month as it wades through the roughly 30,000 emails totaling about 55,000 pages. (The percentages set for each disclosure can be viewed in the judge’s written order, posted here.) Scheduled every 30 days, setting monthly targets for State so the work is completed by January 29, 2016 (Via Politico).

May 29, 2015: State Department updates its Foreign Affairs Manual 5 FAM 480 CLASSIFYING AND DECLASSIFYING NATIONAL SECURITY INFORMATION—EXECUTIVE ORDER 13526

June 2015: State Department releases more emails. June Release via foia.state.gov

June 25, 2015: State Department updates 12 FAM 530 STORING AND SAFEGUARDING CLASSIFIED MATERIAL

June-July 2015:  | Potential Issues Identified by the Office of the Inspector General of the Intelligence Community Concerning the Department of State’s Process for the Review of Former Secretary Clinton’s Emails under the Freedom of Information Act (pdf)

July 23, 2015: Charles McCullough, the inspector general for the U.S. intelligence community tells members of Congress in a letter that a limited sampling of 40 Clinton emails turned up four that “should have been marked and handled at the SECRET level.” (View memo here via Politico)

July 24, 2015: Andrea Williams, a spokeswoman for the inspector general for the Intelligence Community, told NPR’s Carrie Johnson that at least four emails that were sent through Clinton’s private email network “were classified when they were sent and are classified now.” 

July 25, 2015:  “I am confident that I never sent nor received any information that was classified at the time it was sent and received,” Clinton told reporters in Winterset, Iowa, after news emerged this week that a federal watchdog had asked the FBI to review whether potentially classified material in her e-mails had been jeopardized during a State Department review of the messages ahead of public release. (Via Bloomberg).

July 27, 2015: Select Committee on Benghazi Chairman Trey Gowdy announced the State Department’s pledged to produce 5,000 new pages of documents to the Committee. As a result of the forthcoming production, the Chairman accepted Mr. Finer’s request to postpone the compliance hearing. (see State Dept to Release 5,000 Pages to Benghazi Panel, No Hearing With Kerry Top Aide For Now)

July 27, 2015: The State Department issues enhanced guidance for speaking, writing, teaching and media engagement for its employees, retirees, externs, interns and others. The clearance requirement covers  testimony provided in Congress even in an employee’s private capacity.  See State Dept Releases New 3 FAM 4170 aka: The “Stop The Next Peter Van Buren” Regulation

July 31, 2015: The second installment of emails from Hillary Clinton’s private server, released Friday by the State Department, includes 41 messages that reviewers determined contained classified material. (Via Daily Mail).

July 2015: State Department releases more emails. July Release via foia.state.gov

August 7, 2015: According to Nick Merrill, a Clinton press secretary, “She did not send nor receive any emails that were marked classified at the time.” (Observer.com)

August 10, 2015: Clinton makes court declaration under penalty of perjury per request from U.S. District Court Judge Emmet Sullivan. (Via Politico“While I do not know what information may be ‘responsive’ for purposes of this law suit, I have directed that all my emails on clintonemail.com in my custody, that were or potentially were federal records be provided to the Department of State, and on information and belief, this has been done,” wrote Clinton (view declaration here).

August 11, 2015: McCullough updates his statement to Congress on classified materials on personal electronic storage devices,  saying that Clinton emails reviewed contains information classified up to TOP SECRET//SI/TK//NOFORM. (See pdf file here)

August 12, 2015: Server was transferred to the FBI by Platte River Networks, a Denver firm hired by Clinton (via Associated Press)

August 13, 2015:  Gawker Media has previously requested the release of emails belonging to Philippe Reines, the loyal Hillary Clinton aide and former deputy assistant secretary of state. The department claimed that “no records responsive to your request were located.”  On August 13, lawyers for the U.S. Attorney General submitted a court-ordered status report to the U.S. District Court of the District of Columbia in which it disclosed that State employees had discovered “5.5 gigabytes of data containing 81,159 emails of varying length” that were sent or received by Reines during his government tenure. Of those emails, the attorneys added, “an estimated 17,855” were likely responsive to Gawker’s request (See status report for the court via Gawker).

August 17, 2015: Screeners of the 30,000 Hillary Clinton e-mail messages ordered released by a federal judge in May have flagged 305 of those documents for further review by U.S. intelligence agencies, government lawyers said in court papers. (via Bloomberg)

August 17, 2015: Clinton told reporter Clay Masters with Iowa Public Radio what she thinks will come of her controversial decision to exclusively use private email while secretary of state. “I think this will all sort itself out,” Clinton said. “And in a way, it’s kind of an interesting insight into how the government operates. Because if I had not asked for my emails all to be made public, none of this would have been in the public arena. But I want people to know what we did, I’m proud of the four years I was secretary of state.” (Via Politifact)

August 19, 2015: An email from a top Clinton adviser containing classified military intelligence information, and one from a top aide containing classified information about the Benghazi terror attack, were reportedly the documents that kick-started the FBI investigation into the mishandling of classified information. See the two of the Benghazi-related emails on the server (Via Fox News)

August 20, 2015: U.S. District Judge Emmet Sullivan orders the State Department to work with the FBI to determine if any of Hillary Clinton’s emails on her server during her tenure as secretary of state could be recovered. The State Department has 30 days to comply with Sullivan’s order. (Via Fox News) At a hearing for a Freedom of Information Act lawsuit against the State Department, Judge Sullivan of Federal District Court for the District of Columbia, said that “we wouldn’t be here today if the employee had followed government policy.” (Via NYTimes)

August 21, 2015: Dozens of Clinton emails were classified from the start, U.S. rules suggest (Via Reuters)

August 21, 2015: Clinton attorney David Kendall writes a letter to U/S for Management Patrick Kennedy and explains how, contrary to a Judge Emmet D. Sullivan’s s comment this week, her use of personal email was permitted under the NARA, FRA and FAM guidelines in place at the time she served. (letter here via ScribD)

August 21, 2015:  The lawyer for Huma Abedin, a longtime confidante of Hillary Rodham Clinton, wrote a letter to the State Department disputing concerns that Senator Charles E. Grassley raised about a possible conflict of interest involving her. (read the letter via NYTimes)

August 24, 2015: State Dept. Spokesman John Kirby Tells CNN:  “At The Time, When She Was Secretary Of State, There Was No Prohibition To Her Use Of A Private Email”

 

Sigh … to be continued

October 22, 2015: Clinton is scheduled to appear before the Select Committee on Benghazi.

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P.S. For obvious reasons, the slugfeast ring for this post is disabled.

Former Secretary Clinton talks about her state.gov private emails

Posted: 01:11 am  EDT
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Excerpt from the transcript of Hillary Clinton’s remarks on the email controversy swirling about via Time’s @ZekeJMiller:

There are four things I want the public to know.

First, when I got to work as secretary of state, I opted for convenience to use my personal email account, which was allowed by the State Department, because I thought it would be easier to carry just one device for my work and for my personal emails instead of two.

Looking back, it would’ve been better if I’d simply used a second email account and carried a second phone, but at the time, this didn’t seem like an issue.

Second, the vast majority of my work emails went to government employees at their government addresses, which meant they were captured and preserved immediately on the system at the State Department.

Third, after I left office, the State Department asked former secretaries of state for our assistance in providing copies of work- related emails from our personal accounts. I responded right away and provided all my emails that could possibly be work-related, which totalled roughly 55,000 printed pages, even though I knew that the State Department already had the vast majority of them. We went through a thorough process to identify all of my work- related emails and deliver them to the State Department. At the end, I chose not to keep my private personal emails — emails about planning Chelsea’s wedding or my mother’s funeral arrangements, condolence notes to friends as well as yoga routines, family vacations, the other things you typically find in inboxes.

No one wants their personal emails made public, and I think most people understand that and respect that privacy.

Fourth, I took the unprecedented step of asking that the State Department make all my work-related emails public for everyone to see.

I am very proud of the work that I and my colleagues and our public servants at the department did during my four years as secretary of state, and I look forward to people being able to see that for themselves.

Again, looking back, it would’ve been better for me to use two separate phones and two email accounts. I thought using one device would be simpler, and obviously, it hasn’t worked out that way.

 

The Clinton folks have also released a Q&A on her email use:

 

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So if we tell over 70,000 employees that they should secure their email accounts and “avoid conducting official Department business from your personal email accounts,” then we go off and use our own private non-government email, what leadership message are we sending out to the troops?  Follow what I say not what I do?

.

The secretary of state is the highest classifying authority at the State Department. Since she did not have a state.gov account, does this mean, she never sent/receive any classified material via email in the entirety of her tenure at the State Department? If so, was there a specific person who routinely checked classified email and cable traffic intended for the secretary of state?

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The podium heads insist that there is no restriction in use of private emails. Never mind that this is exclusive use of private emails. If a junior diplomat or IT specialist sets-up his/her own email server to conduct government business at the home backyard shed in Northern Virginia, do you think Diplomatic Security would not be after him or her? Would he/she even gets tenured by the Tenuring Board despite systems management practices contrary to published guidelines?  If the answer is “yes,” we’d really like to know how this works. For ordinary people.

And then there’s this — if there were a hundred people at State that the then secretary of state regularly sent emails to, was there not a single one who said, “wait a minute’ this might not be such a great idea?

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Bottomline despite this brouhaha? Her personal email server will remain private. She has full control over what the public get to see. End of story. Or maybe not.

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Oops, what’s this? Oh, dear.

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Daily Press Briefing Needs IT and FOIA Specialists on HRC Emails, Plus HAK Files Go to Court

Posted: 1:25 am EDT
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Clip via PostTV

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Argghhhh! Whaaat?

Email System

The State Department has multiple automated information systems. All employees, including locally employed staff and contractors (apparently with the exception of Secretary Clinton and who knows how many others), have state.gov email addresses for use in their unclassified workstations.  But not everyone has classified access and in some places, you have to go to a controlled location just to read your classified email.  Here is a quick description from publicly available documents:

    • OpenNet is the Department’s internal network (intranet), which provides access to Department-specific Web pages, email, and other resources.
    • ClassNet is the Department’s worldwide national security information computer network and may carry information classified at or below the Secret level.
    • SMART-SBU or just “SMART” replaces existing Department of State unclassified email and cable systems with a Microsoft Outlook-based system.
    • SMART-C is the Classified State Messaging and Archive Retrieval Toolset

 

No one “scans” emails for classified material?

The real question seems to be — well, if all her email communication was conducted through a private email  server —  how can we be sure that no classified and sensitive information were transmitted using her private email account?  We can’t, how can we?

However, for ordinary employees with badges and logins, an Information System Security Officer (ISSO) has “read access to the employee’s mailbox to ensure that no messages contain classification levels higher than that allowed on the authorized information system” (see 12 FAM 640-pdf). Which seems to indicate that ISSOs as a matter of course, “scan” State Department electronic mailboxes and files to ensure that there are no material there beyond “Sensitive But Unclassified” in the unclass system, for example.


Moving on to fumigation

Anyways — remember the WikiLeaks fallout? At that time, federal employees and contractors who believe they may have inadvertently accessed or downloaded classified or sensitive information on computers that access the web via non-classified government systems, or without prior authorization, were told to contact their information security offices for assistance.

If the unthinkable does happen, their unclassified computers required the equivalent of um… let’s say, digital “fumigation.” But who does that for private email servers?

The office that handles FOIA requests is the Office of Information Programs and Services (A/GIS/IPS/RL) under the Bureau of Administration. The Department also has its own chief information officer. Can we please have the State Department’s IT and FOIA experts talk about this from the podium?  Please, please, please, pretty please, this is getting more painful to watch every day.

 

[grabpress_video guid=”7ebdc05049ec1cf964f05708abe166946e545cb4″]

 

In related news — when you see reports that US embassies have been cited multiple times by State/OIG for use of  “personal email folders,” we suggest you take a deep breath.  That’s not/not the same as the use of personal private emails like Yahoo or Gmail. What those OIG reports are probably referring to are the personal storage folders, also known as  .pst files in Microsoft Outlook on the employees’ hard disk drives. Why would you want to save your emails in the personal folders of your computer?

Because a .pst file is kept on your computer, it is not subject to mailbox size limits on the mail server. By moving items to a .pst file on your computer, you can free up storage space in the mailbox on your mail server.

 

Just because you have classification authority, must you?

Below is an excerpt from the State Department Classification Guide | January 2005, Edition 1 (pdf via the Federation of American Scientists)

High Level Correspondence. This includes letters, diplomatic notes or memoranda or other reports of telephone or face-to-face conversations involving foreign chiefs of state or government, cabinet-level officials or comparable level figures, e.g., leaders of opposition parties. It should be presumed that this type of information should be classified at least CONFIDENTIAL, though the actual level of classification will depend upon the sensitivity of the contained information and classification normally assigned by the U.S. to this category of information. Information from senior officials shall normally be assigned a classification duration of at least ten years. Some subjects, such as cooperation on matters affecting third countries, or negotiation of secret agreements, would merit original classification for up to 25 years.

One thing to remember here, and it’s an important one — the secretary of state is the highest classification authority at the State Department.

CFR 2005 Title 22 Volume I Section 9-10:

(a) In the Department of State authority for original classification of information as ‘‘Top Secret’’ may be exercised only by the Secretary of State and those officials delegated this authority in writing, by position or by name, by the Secretary or the DAS/ CDC, as the senior official, on the basis of their frequent need to exercise such authority.

But why would the USG’s classification guide or classification authority even apply to an email server that apparently is not owned nor physically possessed or maintained by the State Department?


No one is coming out of this smelling like roses

The 67th secretary of state exclusively used private email during her entire tenure at the State Department. She left the State Department on February 1, 2013.  The official word is that in October 2014 — to improve record-keeping or something — the State Department “reached out to all of the former secretaries of state to ask them to provide any records they had,” Secretary Clinton reportedly sent back “55,000 pages of documents to the State Department very shortly” after the letter was sent to her. “She was the only former Secretary of State who sent documents back in to this request,” said Ms. Harf.  This storyline is not even walking quite straight anymore according to the NYT’s follow-up report of March 5.

What appears clear is that the USG cannot possibly know the answer to the endless questions surrounding these emails since it does not have possession of the private email server used in the conduct of official business. But somebody must know how this set-up came to be in 2009.  What originated this, what security, if any  were put in placed?

As if we don’t have enough  disturbing news … have you seen this?

 

But 56th took his files with him!

In related news,  the National Security Archive  filed suit against the State Department this week under the Freedom of Information Act to force the release of the last 700 transcripts of former Secretary of State Henry Kissinger’s telephone calls (telcons). The Archive’s appeal of State’s withholding dates back to 2007.

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The 56th secretary of state had reportedly removed the telcons, along with his memcons and office files, from the State Department when he left office at the end of 1976. According to the FOIA-released declassification guide for the State Department “information that still requires protection beyond 25 years should be classified for only as long as considered necessary to protect the national security.”

But … but …it’s been almost 40 years, heeeellloo!

Where are we again? Oh, utterly distressed by this whole thing.

 

 

Related post:

Don’t read WL from your workstation, if read elsewhere make sure you wash your eyes or you go blind….

 

Related items:

It could be very long time before Hillary Clinton’s State Department e-mails see the light of day (WaPo)

12 FAM 640  DOMESTIC AND OVERSEAS AUTOMATED INFORMATION SYSTEMS CONNECTIVITY (pdf)

Leaked Guccifer emails did say “confidential” but the purported sender of those emails was no longer in USG service and presumably, no longer had any classification authority.

 

Attn: Delivery Man Schlepping Boxes With 55,000 Emails to Foggy Bottom, You’re Wanted at the Podium! (Corrected)

Posted: 12:04 am EST
Corrected title: 12:37 am EST
[twitter-follow screen_name=’Diplopundit’ ]

Hurrrrrrry!

The exchange below, courtesy of state.gov:

QUESTION: Okay. Can you say whether you will wait until the review of all 55,000 pages is done before you release any, or will you look at one and say, “Okay, this one is okay,” and then turn it over?

MS. PSAKI: I would not anticipate we release page by page, but I don’t have any prediction for how the process will run at this point in terms of the public release.

QUESTION: And did you ever get the answer – and I – you may have, I don’t know; and I apologize because I wasn’t here – whether these were handed – were given to you by her office electronically or in paper?

MS. PSAKI: In paper.

QUESTION: So they pulled up a backloader or something into the – (laughter) – I mean, what did they come in with, a truck full of – 55,000 pages is a lot, so —

MS. PSAKI: That is a lot, yes.

QUESTION: So I’m just curious, were they boxed up? Were they – are they just all jumbled together? Are they in order of date or by topic?

MS. PSAKI: There were several boxes back —

QUESTION: Several?

MS. PSAKI: Yes.

QUESTION: 55,000 pages, several boxes? (Laughter.)

MS. PSAKI: That is quite a few boxes, which speaks to – it did cover – these do cover the span of her time at the State Department. In terms of what the boxes look like or the order, I don’t have that level of detail.

QUESTION: Okay. But I mean, you believe – and you’re taking them at their word that they separated out all of the emails from her private account that are business related, and that that 55,000 pages is the universe but – and you think that they’ve been cooperative. So that would imply that you don’t think that they just dumped them in all in a box willy-nilly – or boxes – and gave them to you.

I mean, how exactly is this review going about? Is it chronological? Are you just picking up a box – or whoever’s doing it – just picking up one box here and going through this? I’m just wondering if there’s any order or system to —

MS. PSAKI: I certainly understand your questions. Because this is just underway – obviously, this is new as of last week, as you just outlined in your question – I don’t have anything at this point to outline in terms of the order of the process. If there’s more details, I’m sure we can share those.

QUESTION: I believe the question came up last week about whether IRM, your Information Resources Management people, or DS had taken a look at the arrangements that she had at her home in Chappaqua and determined that they were okay and not – that they met standards for not being compromised.

MS. PSAKI: It did come up last week. I don’t have any update on that at this point.

 #

So wait — Hillary Clinton never got a state.gov email? What does the FAM say?

Posted: 01:05 EST
[twitter-follow screen_name=’Diplopundit’ ]

 

Via NYT—  from Michael S. Schmidt

Hillary Rodham Clinton exclusively used a personal email account to conduct government business as secretary of state, State Department officials said, and may have violated federal requirements that officials’ correspondence be retained as part of the agency’s record.

Mrs. Clinton did not have a government email address during her four-year tenure at the State Department. Her aides took no actions to have her personal emails preserved on department servers at the time, as required by the Federal Records Act.

It was only two months ago, in response to a new State Department effort to comply with federal record-keeping practices, that Mrs. Clinton’s advisers reviewed tens of thousands of pages of her personal emails and decided which ones to turn over to the State Department. All told, 55,000 pages of emails were given to the department. Mrs. Clinton stepped down from the secretary’s post in early 2013.

Continue reading, Hillary Clinton Used Personal Email at State Dept., Possibly Breaking Rules

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And then this:

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Oops, what’s that?

 

Holy moly sugar and macaroni!

Hey, what happens to State employees who ditch their state.gov emails for hotmail or gmail to conduct government business?

Let’s see —

5 FAM 443.1 Principles Governing E-Mail Communications:
(TL:IM-19; 10-30-1995) 

a. All Government employees and contractors are required by law to make and  preserve records containing adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the agency (Federal Records Act, or “FRA,” 44 U.S.C. 3101 et seq). In addition, Federal regulations govern the life cycle of these records: they must be properly stored and preserved, available for retrieval, and subject to appropriate approved disposition schedules.

5 FAM 443.2 Which E-Mail Messages are Records
(TL:IM-19; 10-30-1995) 

a. E-mail messages are records when they meet the definition of records in the Federal Records Act. The definition states that documentary materials are Federal records when they:

  • —are made or received by an agency under Federal law or in connection with public business; and
  • —are preserved or are appropriate for preservation as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government, or because of the informational value of the data in them.

[snip]

c. Under FRA regulations (36 CFR 1222.38), principal categories of materials, including E-mail, that are to be preserved are:

  • —records that document the formulation and execution of basic policies and decisions and the taking of necessary actions;
  • —records that document important meetings;
  • —records that facilitate action by agency officials and their successors in office;
  • —records that make possible a proper scrutiny by the Congress or other duly authorized agencies of the Government; and
  • —records that protect the financial, legal, and other rights of the Government and of persons directly affected by the Government’s actions.

According to 5 FAM 440, e-mail messages that may constitute Federal records include: (1) E-mail providing key substantive comments on a draft action memorandum, if the E-mail message adds to a proper understanding of the formulation or execution of Department action; (2) E-mail providing documentation of significant Department decisions and commitments reached orally (person to person, by telecommunications, or in conference) and not otherwise documented in Department files;  (3) E-mail conveying information of value on important Department activities, e.g. data on significant programs specially compiled by posts in response to a Department solicitation, if the E-mail message adds to a proper understanding of Department operations and responsibilities.

What else?

The FAM also says that the Department’s Records Management Office (OIS/RA/RD) conducts periodic reviews of the records management practices both at headquarters and at overseas posts. “These reviews ensure proper records creation, maintenance, and disposition by the Department. These periodic reviews now will include monitoring of the implementation of the Department’s E-mail policy.”

Okay, OIS/RA/RD, you’re about to get your 15 minutes of fame.

 

Related item:

5 FAM 440  ELECTRONIC RECORDS, FACSIMILE RECORDS, AND ELECTRONIC MAIL RECORDS 
(CT:IM-158; 12-29-2014) (Office of Origin: A/GIS/IPS)

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