Q & A – Office of Hillary Rodham Clinton
Number of Pages:9
Date Created:March 10, 2015
Date Uploaded to the Library:March 13, 2015
Autogenerated text from PDF
OFFICE HILLARY RODHAM CLINTON wanted take this opportunity, given how much information has been circulating, provide the best information have about understandably confusing situation. This document on-the-record Statement from the Office Former Secretary Clinton. Background Like Secretaries State before her, Secretary Clinton used her own email account when engaging with State Department officials. For work, was her practice email them their .gov accounts, with every expectation those emails would captured and preserved immediately the Departments system. When the Department asked former Secretaries last year for help ensuring that their work emails were fact retained, she said yes and provided printed copies all her work-related emails. She has since asked the Department make the emails she provided available the public. She proud the work that she and the public servants the Department did during her four years Secretary State and looks forward people being able see that for themselves. Why did she use her own email account? the Secretary has said publicly, when she got the Department, she wanted the simplicity using one device. She opted use her personal email account matter convenience; enabled her reach people quickly and keep regular touch with her family and friends more easily given her travel schedule. That the only reason she used her own account. Her usage was widely known the over 100 Department and U.S. government colleagues she emailed, her address was visible every email she sent. address requirements keep records her work emails, was her practice email government officials their .gov accounts. That way, they would immediately captured and preserved the Departments system. Was this allowed? Yes. The laws and regulations allowed her use her own email for work. Under the Federal Records Act, records are defined recorded information, regardless its form characteristics, made received Federal agency under Federal law connection with the transaction public business. [44 U.S.C. 3301]. 2009, the National Archives and Record Administration issued guidance reaffirming prior regulation (36 CFR 1234.24) the need preserve work emails. meeting the record-keeping obligations, was Secretary Clinton practice email government officials their .gov accounts, her work emails were immediately captured and preserved. Was she ever provided guidance about her use non- .gov email account? The Department has and did provide guidance regarding the need preserve federal records, which included her work emails. address requirements keep records her work emails, was her practice email government employees their .gov email address. That way, work emails would immediately captured and preserved government record-keeping systems. What did Secretary Clinton provide the Department? December 2014, 30,490 printed copies work-related emails sent and received Secretary Clinton from March 18, 2009 February 2013 were provided the Department. This totaled roughly 55,000 pages. About 90% these emails were already the Department record-keeping system because they were sent received state.gov accounts [Before March 18, 2009, Secretary Clinton continued using the email account she had used during her Senate service. Given her practice from the beginning emailing Department officials their state.gov accounts, her work-related emails during these initial weeks would have been captured and preserved the Departments record-keeping system. She, however, longer had access these emails once she transitioned from this account.] Why did the Select Committee announce that she used multiple email addresses during her tenure? fairness the Committee, this was honest misunderstanding. Secretary Clinton used one email account during her tenure State (with the exception her first weeks office while transitioning from email account she had previously used). March 2013, month after she left the Department, Gawker published the email address she used while Secretary, and she had change the address her account. the time the printed copies were provided the Department last year, because was the same account, the new email address established after she left office appeared the printed copies the sender, and not the address she used Secretary. fact, this address the account did not exist until March 2013. This led understandable confusion that was cleared directly with the Committee after its press conference. Why did the Department ask for assistance? Why did the Department need assistance further meeting its requirements under the Federal Records Act? The Department formally requested the assistance the four previous former Secretaries letter their representatives dated October 28, 2014 help furtherance meeting the Department requirements under the Federal Records Act. The letter stated that September 2013, the National Archives and Records Administration (NARA) issued new guidance clarifying records management responsibilities regarding the use personal email accounts for government business. While this guidance was issued after all four former Secretaries had departed office, the Department decided ensure its records were complete possible and sought copies work emails sent received the Secretaries their own accounts. Why was the Department given printed copies? That the requirement. The instructions regarding electronic mail the Foreign Affairs Manual require that until technology allowing archival capabilities for long-term electronic storage and retrieval E-mail messages available and installed, those messages warranting preservation records (for periods longer than current E-mail systems routinely maintain them) must printed out and filed with related records. FAM 443.3]. Were any work items deleted the course producing the printed copies? No. How many emails were her account? And how many those were provided the Department? Her email account contained total 62,320 sent and received emails from March 2009 February 2013. Based the review process described below, 30,490 these emails were provided the Department, and the remaining 31,830 were private, personal records. How and who decided what should printed and provided the Department? The Federal Records Act puts the obligation the government official determine what and not federal record. The State Department Foreign Affairs Manual outlines guidance designed help employees determine which their e-mail messages must preserved federal records and which may deleted without further authorization because they are not Federal record materials. FAM 443.1(c)]. Following conversations with Department officials and response the Department October 28, 2014 letter former Secretaries requesting assistance meeting the Department record-keeping requirements, Secretary Clinton directed her attorneys assist identifying and preserving all emails that could potentially federal records. This entailed multi-step process provide printed copies the Secretary work-related emails the Department, erring the side including anything that might potentially federal record. the State Department has said, Secretary Clinton was the first respond this letter. search was conducted Secretary Clinton email account for all emails sent and received from 2009 her last day office, February 2013. After this universe was determined, search was conducted for .gov (not just state.gov) any address field email. This produced over 27,500 emails, representing more than 90% the 30,490 printed copies that were provided the Department. help identify any potential non- .gov correspondence that should included, search first and last names more than 100 State Department and other U.S. government officials was performed. This included all Deputy Secretaries, Under Secretaries, Assistant Secretaries, Ambassadors-at-Large, Special Representatives and Envoys, members the Secretary Foreign Policy Advisory Board, and other senior officials the Secretary, including close aides and staff. Next, account for non-obvious non-recognizable email addresses misspellings other idiosyncrasies, the emails were sorted and reviewed both sender and recipient. Lastly, number terms were specifically searched for, including: Benghazi and Libya. These additional three steps yielded just over another 2,900 emails, including emails from former Administration officials and long-time friends that may not deemed the Department federal records. And hundreds these emails actually had already been forwarded onto the state.gov system and captured realtime. With respect materials that the Select Committee has requested, the Department has stated that just under 300 emails related Libya were provided the Department the Select Committee response November 2014 letter, which contained broader request for materials than prior requests from the House Oversight and Government Reform Committee. Given Secretary Clinton practice emailing Department officials their state.gov addresses, the Department already had, and had already provided, the Select Committee with emails from Secretary Clinton August 2014 prior requesting and receiving printed copies her emails. The review process described above confirmed Secretary Clinton practice emailing Department officials their .gov address, with the vast majority the printed copies work-related emails Secretary Clinton provided the Department simply duplicating what was already captured the Department record-keeping system real time. When the emails provided the Department are made available, what example what will see? You will see everything from the work government, emails with State and other Administration colleagues, LinkedIn invites, talk about the weather -essentially what anyone would see their own email account. Did Secretary Clinton use this account communicate with foreign officials? During her time State, she communicated with foreign officials person, through correspondence, and telephone. The review all her emails revealed only one email with foreign (UK) official. you think third party should allowed review what was turned over the Department, well the remainder that was not? The Federal Records Act puts the obligation the government official, not the agency third party, determine what and not federal record. The State Department Foreign Affairs Manual outlines guidance designed help employees determine which their e-mail messages must preserved federal records and which may deleted without further authorization because they are not Federal record materials. FAM 443.1(c)]. Secretary Clinton responded the Department request providing approximately 55,000 pages her work-related emails. She has also taken the unprecedented step asking that those emails made public. doing so, she has sought support the Departments efforts, fulfill her responsibility recordkeeping and provide the chance for the public assess the work she and officials the Department did during her tenure. After her work-related emails were identified and preserved, Secretary Clinton chose not keep her private, personal emails that were not federal records. These were private, personal messages, including emails about her daughter wedding plans, her mother funeral services, and condolence notes, well emails family vacations, yoga routines, and other items one would typically find their own email account, such offers from retailers, spam, etc. Government officials are granted the privacy their personal, non-work related emails, including personal emails .gov accounts. Secretary Clinton exercised her privilege ensure the continued privacy her personal, non-work related emails. Can she release the emails she provided the Department herself? Because the printed copies work-related emails she provided the Department include federal records the Department, the Department needs review these emails before they can made public. She wants them made available soon possible. Was classified material sent received Secretary Clinton this email address? No. separate, closed system was used the Department for the sole purpose handling classified communications which was designed prevent such information from being transmitted anywhere other than within that system, including outside email accounts. How did Secretary Clinton receive and consume classified information? The Secretary office located secure area. Classified information was viewed hard copy the Secretary while the office. While travel, the Department had rigorous protocols for her and traveling staff receive and transmit information all types. Where was the server for her email located? The server for her email was physically located her property, which protected U.S. Secret Service. What level encryption was employed? Who was the service provider, etc? The security and integrity her family electronic communications was taken seriously from the onset when was first set for President Clinton team. While the curiosity the specifics this set understandable, given what people with ill-intentions can with such information this day and age, there are concerns about broadcasting specific technical details about past and current practices. However, suffice say, robust protections were put place and additional upgrades and techniques employed over time they became available, including consulting and employing third party experts. Was the server ever hacked? No, there evidence there was ever breach. Was there ever unauthorized intrusion into her email did anyone else have access it? No. What was done after her email was exposed February 2013 after the hacker known Guccifer hacked Sid Blumenthal account? While this was not breach Secretary Clinton account, because her email address was exposed, steps were taken that time ensure the security and integrity her electronic communications. Was the Department able respond requests related FOIA Congressional requests before they received printed copies her workrelated emails? Yes. the Select Committee has said, the Department provided the Committee with relevant emails already had the state.gov system before the Department requested any printed copies from former Secretaries, and four months before the Department received the printed copies. For example, the well-publicized hack Sid Blumenthal email account, note sent Secretary Clinton September 12, 2012 was posted online. first blush, one might not think this exchange would captured the state.gov system. But fact, Secretary Clinton forwarded the email, that very same day, onto the state.gov system. And the email was produced the Department the Select Committee, and acknowledged the Select Committee, August 2014. This example illustrates: when email from non- .gov sender had some connection work might add the understanding Department officials, was Secretary Clinton practice forward officials their state.gov address; and the Department was able search and produce Secretary Clinton emails when needed long before, and unrelated to, receiving the printed copies they were already captured state.gov accounts. When will the emails released the public? Secretary Clinton has asked the Department make her emails available soon possible. She proud the work that she and the public servants the Department did during her four years Secretary State and looking forward people having the chance see that for themselves.