Public Records Request Management Platform

The vendor is required to provide public records request management system to streamline and manage public records requests. 
- Request intake management
•    The system will provide a public-facing website where requesters may submit their requests.
•    The system will provide a public-facing website where requesters may submit their requests.
•    The system must provide requesters with the option to designate the division(s) or office(s) to which their request is directed and may offices if necessary.
•    The system must automatically generate a request number that is assigned to each request and send an acknowledgement to the requester indicating that the request was received with the request number
•    Solution must include a centralized portal that routes request to the appropriate department division or office automatically when the division is selected
•    The system will notify the division public records coordinator when a new request is received.
•    Public records coordinators and public records administrator must have the ability to a request, as well as assign multiple divisions to a request.
- Collaboration and workflow management:
•    The system should include a dashboard the allows users to efficiently and effectively manage requests received.  
•    This includes the ability to categorize requests, assign requests to specific users, provide alerts when assignments are made and when documents are available for review.
•    The dashboard will allow users to customize their view and to filter and search requests.
•    Public records coordinators and public records administrator must be able to mark a request as routine or non-routine, and other DNR created categories.
•    The public records administrator will assign an attorney to review non-routine requests
•    The system will allow users to filter by division, type of request (i.e., routine and non-routine), assigned attorney, requestor, or open or closed
•    The system must include search functionality that allows users to conduct full text searches of requests.
•    The system should allow for multi-user collaboration on document redactions and reviews, allowing multiple staff members to comment, suggest changes, and finalize redactions in a centralized platform
•    Audio and video editing: the system must include the ability for users to clip and redact audio and video files.
•    Workflow integration: the system should allow documents to be easily organized, processed, and zipped together for release, facilitating the efficient management of large batches of records.
•    The system will take records marked for release and send a link to the requester so they may download their responsive records.
•    Rolling release: the system should also allow for rolling releases of responsive records that are marked for release.
- Dedicated customer support and implementation
•    Customer onboarding: the vendor must offer comprehensive onboarding services, including account configuration to meet the specific needs of the department ensuring compliance with state requirements.
•    Ongoing support: the vendor should provide ongoing customer support, with a dedicated team of experts available to assist with troubleshooting, updates, and system improvements the respond within 24 business hours to any support request.

- Contract Period/Term: 4 years
- Questions/Inquires Deadline: November 12, 2025