Streamlining public records request response

(This is the fifth and final blog in a five-part series on streamlining public records request response.)

By Rick Clark

When starting the journey in changing your processes around managing these requests, it can be like a hiker staring up a mountain from the base, but it does not have to be that difficult. Many eDiscovery platforms have standardized processes in data management and review for decades and there are eDiscovery providers, like CloudNine, who have created an easy path to success with not only the technology, but advice is streamlining processes with public requests.

Here are some questions to ask a technology company you are looking to work with to help solve FOIA and request management issues.

• How can this product help me solve workload issues when fulfilling Public Records Requests?
• How does the system help with the public requestors’ experience?
• How does the platform offer customizable workflows to adapt to our agency’s specific needs and processes?
• Can the system create a centralized repository of all requests, and track and report on metrics such as response times, request volumes, and outcomes?
• Does the platform offer features for securely redacting sensitive information from documents?
• What measures does the platform have in place to ensure data security and protect against unauthorized access?
• Does the company offer any additional services or resources to help agencies improve their FOIA and request management processes?
• How does the platform handle large volumes of data or complex requests?
• Can the system generate audit trails or logs to track changes and ensure accountability in the request management process?
• How does the pricing structure work, and what are the costs associated with implementing and maintaining the platform?
• What kind of training and support does the company provide to help our team effectively use the platform?

These questions can help you evaluate the suitability of a platform for your agency’s needs and ensure that it can help you achieve your goals in managing FOIA and request management processes as a baseline.

Our “Ultimate Guide to Managing Public Records Response” takes a deep dive into why asking some of these questions is important and give further context to the technology, people, and processes in managing FOIA and public records requests. Download it today.

Find out more about how CloudNine can help you to streamline public records request response with our cloud-based eDiscovery solution and set time to meet with us.

About the Author

Rick Clark is VP, Strategic Partnerships at CloudNine and has 20+ years of experience in forensics and eDiscovery. Focused on innovation and education, he co-founded ESI Analyst, now CloudNine Analyst, as well as Wave Software and the Master’s Conference.

(This is the fourth blog in a five-part series on streamlining public records request response.)

By Rick Clark

Managing Freedom of Information Act (FOIA) or similar public records requests in State or Local government agencies is a complex process that requires meticulous attention to detail and adherence to strict timelines. While having the right technology and skilled personnel is crucial, efficient processes are equally important to ensure compliance with transparency laws and provide timely responses to requests.

The first step in the FOIA request management process is the receipt of the request. Requests can be submitted through various channels, such as mail, email, or online portals, depending on the agency’s procedures. Once a request is received, it is reviewed to determine the scope and nature of the information being requested. The request is then assigned to the appropriate department or individual for processing.

The next step is the search and retrieval of the requested documents. This involves conducting a thorough search of the agency’s records, including physical files, electronic databases, emails, and other relevant sources of information. Once the documents are retrieved, they are reviewed to determine if any information is exempt from disclosure under FOIA. Exemptions may include classified information, personal privacy information, or other sensitive material.

If any exempt information is found, it is redacted from the documents before they are released to the requester. Once the documents have been reviewed and any necessary redactions have been made, they are approved for release by the designated authority within the agency. The agency then notifies the requester of the decision on their FOIA request and provides them with a copy of the requested documents, if applicable.

FOIA requires agencies to respond to requests within a certain time limit, typically 10 to 20 days. If more time is needed to process the request, the agency must notify the requester and provide an estimated completion date. The agency must also maintain records of all FOIA requests received, including the request itself, any correspondence with the requester, and copies of the documents provided in response to the request.

In the fifth and final blog of this series, you will learn how to evaluate technologies to speed public records request response.

Read the blogs #1-3 of the series here on reducing the time and cost of records requests response here.

Find out more about how CloudNine can help you to streamline public records request response with our cloud-based eDiscovery solution and set time to meet with us.

About the Author

Rick Clark is VP, Strategic Partnerships at CloudNine and has 20+ years of experience in forensics and eDiscovery. Focused on innovation and education, he co-founded ESI Analyst, now CloudNine Analyst, as well as Wave Software and the Master’s Conference.

This is the third blog post in a series on streamlining public records request response.

By Rick Clark

When it comes to managing FOIA (Freedom of Information Act) and similar public records requests, resourcing your team effectively is crucial. Even with a small team, you can achieve a lot by appointing an expert internally and implementing a few key strategies. Begin by identifying which departments receive the most FOIA requests. Assign a lead within each department to work closely with the FOIA Clerk or the person responsible for managing FOIA requests within your organization. For example, in a city with 100,000 residents, your FOIA team might include a clerk, the administrative staff for the Public Works Department, the Building Department, and any other relevant departments. The clerk should be the central point of contact for FOIA requests, but the leads in each department should be responsible for ensuring their department meets deadlines and provides the necessary information to the clerk in a timely manner.

Collaborate as a team to create a plan for sharing and retaining documents. By proactively publishing information that the community is interested in, you can reduce the number of FOIA requests over time. This not only saves time but also increases transparency and engagement with the community. Establishing clear goals can help drive improvements in your FOIA process. Consider goals such as reducing delivery times for responses, minimizing the internal time spent on each request, and increasing the overall efficiency of your team. Regularly review these goals and adjust your strategies as needed to achieve them.

Make the most of available technology to streamline your FOIA process. Ensure your team is fully trained in using any software or tools that can help reduce the time spent fulfilling requests. This might include data/document management systems, request tracking software, or other tools designed to improve efficiency and organization.

As data volumes and variety grow, it will be important to augment people and processes to accommodate the growing requests or press your software provider to enhance the platforms for more efficient data management.

By implementing these strategies and appointing an internal expert to lead your FOIA team, you can effectively manage public records requests even with limited resources.

Read our first blog post in this series, “Growing Challenges with Public Records Requests.”

To find out more about how CloudNine can help you to streamline public records request response with our cloud-based eDiscovery solution and set time to meet with us.

About the Author

Rick Clark is VP, Strategic Partnerships at CloudNine and has 20+ years of experience in forensics and eDiscovery. Focused on innovation and education, he co-founded ESI Analyst, now CloudNine Analyst, as well as Wave Software and the Master’s Conference.

This is the second blog post in a series on streamlining public records request response.

By Rick Clark

In the two separate worlds of legal processes and Freedom of Information Act (FOIA)/public records requests, eDiscovery technology and standard workflows have emerged as powerful ways to streamline operations and ensure compliance. Particularly, the handling of FOIA requests and public records requests showcases the potential similarities between these processes and eDiscovery workflows.

One key similarity lies in the meticulous management of data, starting from governance levels and progressing through collection, processing, review, and export stages. Both FOIA requests and eDiscovery workflows require focused information retrieval, often involving large volumes of data. While FOIA requests aim to access government records, eDiscovery deals with electronic information for legal proceedings, both necessitating efficient data organization and retrieval mechanisms.

Legal and regulatory compliance is another shared aspect. FOIA and public records requests are legally mandated, mirroring the legal frameworks that govern eDiscovery processes. Ensuring easy data organization and adherence to legal and regulatory frameworks is critical in both contexts. Search and review processes are central to both FOIA requests and eDiscovery workflows. Leveraging search tools and methodologies, both processes sift through vast amounts of data to identify relevant information. eDiscovery software platforms excel in simplifying this process, allowing for quick identification, tagging, and export of pertinent data, enhancing efficiency in handling requests.

Redaction of sensitive information is also common to both FOIA and eDiscovery. Tools and techniques are employed to protect sensitive details, including personal identifiable information (PII) before disclosure. Modern data challenges, including the use of multiple communication platforms like Microsoft Teams and Slack, further highlight the need for adaptable and comprehensive data management solutions.

Efficient workflow management is crucial for both FOIA requests and eDiscovery. Complex workflows require seamless coordination among stakeholders to meet legal deadlines and ensure accurate responses. Transparency and collaboration among legal teams, IT professionals, and subject matter experts are vital for success.

While differences exist between FOIA requests and eDiscovery, advancements in eDiscovery software have made it adaptable to public requests. Providers offering secure cloud solutions, easy data uploads, case setup with team access, hybrid workflows, advanced search capabilities, and collaboration tools are aligning their offerings with the needs of modern data and document management systems. As organizations navigate the complexities of data requests and investigations, choosing the right technology partner is essential to ensuring efficient, compliant, and transparent processes.

In our next blog out next week, you will learn more about resourcing teams to fulfill public records requests when resources are lean.

To find out more about how CloudNine can help you to streamline public records request response with our cloud-based eDiscovery solution and set a time to meet with us.

Read our first blog post in this series, “Growing Challenges with Public Records Requests”.

About the Authors

Rick Clark is VP, Strategic Partnerships at CloudNine and has 20+ years of experience in forensics and eDiscovery. Focused on innovation and education, he co-founded ESI Analyst, now CloudNine Analyst, as well as Wave Software and the Master’s Conference.

By Rick Clark

The number of public records requests filed each year is on the rise, presenting a significant challenge for government agencies. One of the core obstacles faced by these agencies is the tight timing constraints imposed by laws governing these requests. Failure to meet these deadlines can result in severe consequences. To effectively manage these requests, agencies must augment their processes with people, processes, and technology. Some of the additional challenges include:

Volume of Requests: The high volume of requests can overwhelm agencies with limited resources. This includes staffing and technology, making it difficult to process requests efficiently.: The high volume of requests can overwhelm agencies with limited resources. This includes staffing and technology, making it difficult to process requests efficiently.

Resource Constraints: Limited budgets further compound the issue, hindering the ability of agencies to respond effectively to public requests.

Complexity of Data: Some requests involve extensive research and the retrieval of various data types, especially with new applications for communicating, making fulfillment time-consuming and resource-intensive.

Sensitive Information: Balancing transparency with privacy and national security concerns can be challenging. Agencies must redact or withhold certain information to comply with laws.

Lack of Standardization: Inconsistent record-keeping practices across agencies can lead to difficulties in locating and retrieving requested information.

Legal Compliance: Ensuring compliance with various public records laws requires agencies to navigate complex requirements, with failure leading to legal consequences.

Timeliness: Meeting deadlines for responding to requests is crucial to avoid legal repercussions and maintain public trust.

Public Relations and Accountability: Agencies risk negative public perception if they are perceived as unresponsive or withholding information.

Training and Awareness: Insufficient training and awareness among staff can contribute to inefficiencies in processing requests.

Technology Challenges: Outdated information management systems may impede the efficient retrieval and dissemination of records.

Technology Adoption: Some agencies struggle to adopt modern technologies for managing requests, hindering the process.

Litigation Risks: Disputes over the release or withholding of information can lead to litigation, adding complexity and risk.

In our new blog series out this week, you will learn that addressing these challenges requires improved technology, training for staff, standardized procedures, and a commitment to transparency. Collaborative efforts between government levels and stakeholders can also enhance responses to requests. By addressing these challenges, agencies can effectively manage the growing number of public records requests and while meeting customer service expectations.

Find out more about how CloudNine can help you to streamline public records request response with our cloud-based eDiscovery solution and set time to meet with us here.

About the Authors

Rick Clark is VP, Strategic Partnerships at CloudNine and has 20+ years of experience in forensics and eDiscovery. Focused on innovation and education, he co-founded ESI Analyst, now CloudNine Analyst, as well as Wave Software and the Master’s Conference.