Why It’s Time for Local Governments to Ditch Spreadsheets

It’s not hard to see why spreadsheets serve as a go-to tool within local government offices. They are inexpensive, easy to use, and flexible enough to support a range of tasks, from tracking public records requests to managing deadlines and keeping internal lists.

Over time, however, many spreadsheets take on roles they were never designed for. As the number of users and the importance of their tasks grow, spreadsheets can go from productivity booster to liability. Inconsistent version control, undetected errors, and unclear audit trails can all leave teams wasting time on reactive fixes.

This blog explores where and why spreadsheets fall short and how local governments can benefit from implementing solutions better suited to their daily work.

Why Spreadsheets Aren’t Suited to Local Government Work

Spreadsheets are designed to maximize individual productivity, not for managing shared compliance-sensitive processes. As their role expands, several common issues tend to surface.

Version Control Issues and Conflicting Copies

Spreadsheets distributed by email or saved in multiple locations can quickly lead to confusion over which file is the authoritative version. Without formal version control, staff may work from outdated or inconsistent data.

Common and Hard-to-Detect Errors

Spreadsheets are prone to errors, even when files are maintained by experienced users. Small formula mistakes, overwritten cells, or incorrect sorting can alter results without obvious warning signals. When spreadsheets support key operational tasks, these errors can affect reporting accuracy or response timelines before anyone realizes there is a problem.

Limited Audit Trails and Accountability

Spreadsheets may not provide a complete, reliable record of who made changes, when they occurred, and why. While some platforms offer basic version history, they were not intended to meet audit readiness standards. Oversight bodies like the U.S. Government Accountability Office emphasize the importance of reliable audit trails and documented decision-making for government operations, particularly when responding to reviews, audits, or public records requests.

Security and Retention Challenges

Spreadsheets frequently live outside controlled systems, stored on local machines or shared folders. Managing access to sensitive information becomes difficult as staff roles change. At the same time, spreadsheets may not include the standardized metadata needed to support long-term records retention and archival requirements outlined by state law. State records authorities, such as the California Secretary of State, advise that digital records be stored in systems that support consistent structure, access controls, and documented change history. Spreadsheets may struggle to meet these requirements.

How Purpose-Built Records Request Systems Support Spreadsheet Governance

Purpose-built records request systems standardize intake, processing, and fulfillment so every request, deadline, and response is tracked consistently. They give clear visibility into who accessed or changed records, make redaction and release decisions auditable, and prevent information from being scattered across multiple spreadsheets.

Centralized Tracking and a Single Source of Truth

Instead of multiple copies, purpose-built systems maintain one authoritative record. Staff can confirm status and accuracy without comparing files or checking timestamps.

Audit Trails and Change History

Changes are logged automatically, including who made them and when. This supports transparency and simplifies responses to audits, reviews, or public records requests.

Role-Based Access and Security

Permissions can be assigned based on job function, limiting who can view or edit sensitive information. This reduces the risk of accidental exposure or unauthorized changes.

Structured Workflows and Notifications

Statuses, routing, and reminders are built into the system, reducing the need for manual tracking and follow-up emails.

Search, Reporting, and Integration

Purpose-built tools support searching across records, generating reports, and connecting related information such as website content, social posts, meeting materials, forms, or codified ordinances. For agencies looking to reduce manual work further, integrated solutions and add-ons can help automate parts of the public records request workflow.

Where Spreadsheets May Still Make Sense

Spreadsheets remain useful for personal planning, quick calculations, or short-term lists that do not require collaboration, audit trails, or long-term retention. Challenges arise when spreadsheets are used to manage shared, compliance-sensitive work.

These Local Governments Have Moved Past Spreadsheets

The experiences of these municipalities and special districts highlight how relying on spreadsheets and other manual tools for shared, high-volume work can introduce unnecessary work and how implementing CivicPlus^® NextRequest can transform operations.

Aurora Police Department, Colorado

The Aurora Police Department manages a high volume of public records requests (about 1,700 per month). After implementing NextRequest, Aurora reported that its average turnaround time for standard requests dropped from about 175 days to just 5.7 days, a 97% reduction. This dramatic improvement has boosted both public trust and internal efficiency.

“Before NextRequest, we were ordering up to 100 boxes of paper every year. Right now, we are averaging about 50.”

– Katie Miller, Discovery and Public Records Supervisor

Manteca, California

Before centralizing its public records process, the City of Manteca relied on an Excel spreadsheet and email to track requests across departments. That approach made it difficult to coordinate responses, keep status information current, and confirm nothing was missed as requests moved between teams.

“Our process was entirely manual… We were using an Excel sheet to document the requests that we were receiving. From there we would email the appropriate department to track down those records, and then have to wait for their response. It was a pretty time-consuming process.”

– Marco Martinez, Assistant City Clerk

Minot Police Department, North Dakota

For years, Minot relied on spreadsheets and manual processes, which made it challenging to ensure every request was accounted for. Moving to a centralized system reduced the risk of being misplaced or overlooked.

“This software allows us to do our jobs so much better and makes us feel secure that we are providing the best service we can to other agencies and the public.”

– Alison Hirschfield, Senior Records and Administrative Specialist

Judson Independent School District, San Antonio, Texas

Before centralizing its public records request process, Judson ISD relied on manual tools to track requests and monitor progress. Keeping track of request statuses across spreadsheets and emails made it difficult to know what had been completed, what was still pending, and where follow-up was needed.

“NextRequest has saved me time, paper, and worry about staying up to date with the status of each request.”

– Steve Linscomb, Director of Communications

Practical Steps for Moving Beyond Spreadsheets

Moving away from spreadsheets does not require an overhaul all at once. Local governments can transition through a phased approach to avoid overwhelming staff or budgets.

1. Identify where spreadsheets act as systems of record

Start by identifying spreadsheets that are more than personal files. Look for spreadsheets that multiple people rely on, that are updated frequently, or that are used to track deadlines, requests, or compliance-related activity. These are often the spreadsheets that create the most confusion and risk.

2. Inventory and document spreadsheet use

Create a simple inventory that captures what each spreadsheet is used for, who owns it, how often it is updated, and who depends on the information. This step can surface hidden dependencies and help teams understand the scope of spreadsheet reliance before making changes.

3. Prioritize high-impact processes

You may not need to replace every spreadsheet. Focus first on processes where errors, missed updates, or version confusion have real consequences, such as public records requests, permit tracking, or deadline-driven reporting. These workflows benefit most from centralized tracking and auditability.

4. Define requirements before selecting tools

Before evaluating software, agree on what requirements your agency needs in a solution to maintain compliance with public records laws. Common requirements include audit trails, role-based access, routing or workflow management, search, and reporting. Defining these upfront helps avoid choosing tools that simply recreate spreadsheets’ limitations in a new format. Asking these questions upfront can help you thoroughly evaluate solutions and make a strategic choice.

5. Pilot one process and compare outcomes

Select a single workflow and run it through a centralized system for a defined period. During the pilot, compare the new process to the spreadsheet-based approach by looking at time spent on updates, the number of follow-ups required, and the clarity of request statuses.

6. Plan migration and retention deliberately

Decide what historical spreadsheet data needs to be migrated and what should be archived according to retention schedules. Avoid the temptation to copy everything without a review. Clear decisions at this stage prevent clutter and future confusion.

7. Train staff and formalize ownership

Assign clear ownership for the new system and provide training tailored to staff roles. Document how the process should work moving forward, including who updates records, who reviews them, and how exceptions will be handled. This step helps prevent teams from returning to spreadsheets out of habit.

See How NextRequest Supports This Transition

NextRequest enables improved public records request management through centralized tracking, automated routing, audit logs, role-based workflows, and collaborative review tools. Requests are managed in one system from submission through completion rather than tracked across scattered spreadsheets.

Learn more by watching the solution in action with a self-guided demo.