Six Questions to Ask Prospective Codification Partners

Your code of ordinances is vital. It is the agreed-upon rules, regulations, and guidelines that your community members agree to live by (and that’s not our opinion — that’s what the lawyers say). You wouldn’t trust just anyone to fix your car, build your house, or set a broken bone, and you shouldn’t trust just any organization to document, organize, and update the laws and policies governing your community.

If you’re looking to outsource your codification, re-codification, supplementation, and re-supplementation work (and you should be because it’s a time-consuming and tedious process on top of all your other responsibilities), then take time to vet thoroughly every vendor you are considering for the job.

At CivicPlus, our Codification team joined us from Municode, an organization that has been trusted for municipal codification, re-codification, supplementation, and re-supplementation, as well as legal code editing and proofreading for over 70 years (almost double the age of the average government employee). During this time, we’ve learned what matters most to clerks and city administrators in a codification partner, and we’re prepared to share the list. The questions below reflect the six most crucial questions you should ask prospective codification partners. As a bonus, we’re providing what we know are the correct answers. Consider it a cheat code to find a partner who cares about the quality and safety of your community as much as you do.

1. What are my pricing and service options?

The codification and supplementation volume of a community of a village of 500 is understandably different from the needs of a county of one million. Consider it a red flag if any vendors try to impose an expensive codification package on you that doesn’t account for your unique needs for updates and republishing. One of the most critical flexibility options we understand clerks need is a self-publishing option. No one should tell you that you can’t publish your code if you want to, and no one should force you to manage all the updates on your own.

2. Will residents be able to find our code of ordinances easily online?

What good is a digital code of ordinances if it’s not easy for residents to find? Not only should your code be optimized for search engines, but it should also be easily integrated into your municipal website because when residents can find your laws, regulations, and codes, they are more willing to abide by them.

A user-friendly, intuitive, and searchable online platform ensures that residents can easily navigate and understand the ordinances that govern their community. A well-designed platform fosters transparency, encouraging residents to stay informed and engaged in local governance.

3. How long will it take me to post new or amended ordinances?

Every clerk’s to-do list is constrained by mortal space and time. Anything that takes more than two clicks, any system that is slow to load, and any work that has to be duplicated is not worth a clerk’s time.

Look for a codification service and technology provider that allows you to automatically post new or amended ordinances to the public within minutes of the legislation passing. This ensures that residents are promptly informed of changes, promoting transparency and accountability, and you have more time for other critical initiatives.

4. What integrations exist between your online code hosting platform and other software systems?

A quality codification service provider should offer integration capabilities with your website at a minimum, but ideally, agendas, meeting recordings, GIS technology, and your code enforcement and permitting solutions. When a resident can easily learn how and when a code changed, such moments build trust and appreciation for lawmakers. Similarly, for code enforcement field workers and businesses, every opportunity to self-service code research that doesn’t require a phone call to your office is a win-win in the game of community operational efficiency.

5. Can I view our entire code history from your online code hosting software?

The history of your code is just as vital as its current state. Choose a codification service provider that enables your staff and residents to view the entire history of your code. This feature ensures that past ordinances and amendments are easily accessible, providing context and aiding legal research.

6. What is your codification accuracy rate?

We saved what might be the most important question for last. You can’t risk a missed comma when it comes to legal documentation. If you’re outsourcing a process as critical as codification and supplementation, it has to be to a team that can meet your quality standards. P.S.: At CivicPlus, our codification accuracy rate is 99.99 percent. Yep, our people are that amazing.

Conclusion

Choosing a codification service provider is a significant decision for local government clerks. The right provider can streamline processes, enhance transparency, and improve overall governance. By considering the questions outlined in this guide, clerks can make informed decisions that align with their municipalities’ unique needs and priorities. As technology advances, embracing a reliable codification service provider is a proactive step toward modernizing and optimizing local governance.

Click here for more information about CivicPlus’ Codification service and Online Code Hosting technology.