Six Questions to Ask Your Public Records Request Management Software Provider

Public records request management software streamlines records request processes for local government staff and the communities they serve. In today’s digital age, employing records request software has become essential to meet resident’s expectations for modernization and ease the burden on clerks and records managers as public records requests become more numerous and increasingly complicated.

The right solution for your agency’s public records can make the process of complying with public records request laws more efficient and manageable. It also helps you empower residents with timely information. But with a variety of software providers to choose from, how can you tell if you’re using the best solution for your municipality?

To help you decide which product is right for your office, we’ve outlined six questions to consider when evaluating your records request software.

1. Are you able to receive public record requests through a modern portal and accept online payments?

For a truly seamless experience, the management process for public records requests should be modernized from start to finish. Having manual processes, or a separate, manual process for payment, increases costs, creates fractured workflows, and raises the likelihood of mistakes.

Your online portal should be easy for requesters to access, with an intuitive and straightforward submission system. In addition to accepting online payments, it should improve your entire payment system by sending and tracking invoices and calculating staff billable hours automatically.

2. Does your public records request management software automatically detect sensitive information that could present a risk to your government agency if released?

Not all records management software will detect and redact private information such as phone numbers, social security numbers, and email addresses. Relying on staff to comb through documents manually leaves room for human error and risks sensitive information being leaked from your agency. Automatic redaction provides peace of mind with an extra layer of protection against an info breach.

3. Can you easily track record requests, communications, and document production for proof of compliance?

In the event of an accountability audit, having easy access to all your records is crucial. Your records management system should help you stay organized and maintain a clear audit trail. If public records are in disarray, hindering access to freely available information, your office may be held accountable for failing to protect public resources and could face consequences for non-compliance.

4. Is your public records software easy to use and purpose-built for FOIA requests?

While there are a number of public records management systems on the market, software that isn’t built specifically for FOIA requests may not be the most effective solution for your team.

For best results, look for software designed to effectively manage the public records of cities, towns, local government agencies, and educational institutions. These products will take your specific needs into account, leading to a better customer experience from experts who understand what you’re looking for and added insurance that you have everything you need to remain compliant.

5. Does your public records management software offer batch redaction, even across hundreds of documents or emails?

During the busiest times of the year, such as election season, you need request management software that can handle a significant surge of activity without compromising its capabilities. Make sure your office’s request management solution is capable of batch redaction for a large volume of requests to avoid any issues with protecting sensitive information.

6. Does your public records request process increase transparency with your community?

At the end of the day, the entire public request process needs to give your residents what they’re looking for: information easily accessed and delivered. If your software is able to simplify and streamline the process of granting requests, your community will be more informed, engaged, and empowered.

Conclusion

Choosing a public records request management software provider for your municipality is a big decision. The right software can streamline processes, enhance transparency, and improve public trust in government. By considering the questions outlined in this article, municipalities can make informed decisions that align with their communities’ unique needs and priorities. As technology advances, embracing reliable software is a proactive step toward modernizing and optimizing the civic experience.

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