Are Centralized Records Requests the Right Solution?

cartoon characters reviewing pros cons list

Counties play an essential role in our nation’s democracy. County government services are responsible for conducting elections, collecting taxes, providing health and social services, and countless more services to their citizens and community.

Imagine the critical records across any public sector agency subject to open records laws — those are public records. Records are the lifeblood of county operations — it is their duty to ensure openness and transparency at every level of government.

Many departments across the county are responsible for proper records management practices to comply with state laws on public records, like the Freedom of Information Act (FOIA) and the Open Meetings Act (OMA).

No one county has the same operating model or approach to managing the fulfillment of public records requests as another. But let’s explore the pros and cons of a centralized model.

Reputation Management

Centralization will lead to a faster and more transparent process for your citizen's experience.

A siloed approach to records management across your agency and departments can crease resistance to change.

A configurable technology with seamless user experience provides flexibility to honor each departments workflow.  

Reporting and Oversight

No lost requests means tracking is simplified with one central process.

All departments must adopt the new process.

The right technology partner provides live implementation and ongoing training and support. At JustFOIA, our customers get a live, helpful, and friendly person from 8 am to 8 pm EST. We are your partner in driving adoption with monthly live training, quarterly product updates, and an immense library of on-demand content. 

Citizen Experience

Meet citizen expectations by providing a one-stop service.

Requesters need communication about the new process.

Exceed expectations by providing a seamless, transparent, digital citizen experience. JustFOIAs Public Portal, records requests form, and automated alerts offer requesters real-time, transparent, and timely communication. 

Security and Permissions

Easy to secure and optimize a repeatable process.
User permissions limit all access as needed.

Drive adoption of new security protocols.
Staff responsibilities may change permissions and access to records.

Our team is committed to maintaining a secure platform by providing rigorous threat monitoring, next-gen firewall protection, and industry certifications like CJIS Compliance Readiness and SOC2. JustFOIA is on the same cloud platform that the Department of Defense and other government agencies trust – Microsoft Azure Government Cloud. Robust permissions make role-based and granular permission controls a snap.

Benefits for All

In closing, no one-sized model will work for every county. A systemized approach powered by easy-to-use technology will drive benefits for all:

Our Customers Say

To go from paper copies to JustFOIA was a tremendous leap in productivity. Initially, we met with each department and showed them how to use JustFOIA. After that, there wasn't much heavy lifting from an IT standpoint.
JustFOIA for K-12 Education
Misty Perry, Information Records Administrator, Ada County Highway District

Are you looking to improve how your agency or department manages records requests? Then, watch this personalized product tour to see how JustFOIA stacks up against your priorities.