Public Records Request Management Solution

The Vendor is required to provide to procure and implement a Public Records Request Management Software solution designed to streamline the intake, tracking, processing, redaction, and fulfillment of public records requests in accordance with all applicable laws (including FOIA, CPRA, and relevant state public records acts).
- The solution must enhance organizational transparency, reduce administrative workload, strengthen compliance, and deliver a modern, intuitive user experience for both the public and City staff.
- The solution must be fully developed, production-ready, and currently deployed by other public safety agencies. Proposals that rely primarily on custom software development, future feature builds, or proof-of-concept solutions will not be considered responsive.
- Provide a commercially available, off-the-shelf platform designed specifically to support public safety operations.
- Objectives
•    Centralize and automate the public records request workflow
•    Ensure compliance with statutory deadlines and retention requirements
•    Provide a public-facing portal for request submission and tracking
•    Enable secure redaction of sensitive information
•    Improve reporting, analytics, and transparency
•    Reduce manual workload and email-based processing
•    Support cross-department collaboration
- Public Request Portal
•    Online portal accessible via agency website
•    Mobile-friendly design
•    Ability for requesters to submit, track, and communicate about requests
•    Optional anonymous submissions (if legally permitted)
•    Automated confirmation emails
- Request Intake & Workflow Automation
•    Automatic routing to appropriate departments
•    Customizable workflows and approval chains
•    Deadline tracking with alerts and escalation
•    Internal messaging and collaboration tools
•    Ability to assign tasks to staff
- Document Management
•    Upload, store, and organize documents related to each request
•    Version control
•    Secure cloud storage with encryption
•    Metadata tagging and search
•    Law Enforcement Request Categories
•    Ability to categorize requests by record type, such as:
o    Incident reports
o    Arrest reports
o    CAD call logs
o    Crime statistics
- Redaction Tools
•    Built in redaction for text, images, PDFs, and email files
•    Pattern recognition (e.g., SSNs, phone numbers, addresses)
•    Audit logs of redactions
•    Legal Exemptions & Redaction Support
•    System should support configurable redaction templates
•    Ability to apply legal exemption codes (e.g., CPRA exemptions)
•    Support for common law enforcement redactions such as:
o    Juvenile records
o    Victim information
o    Personal identifying information
o    Investigative exemptions
- Communication Tools
•    In platform messaging with requesters
•    Email integration
•    Automated status updates
•    Templates for common responses
•    Internal affairs or complaint records
•    Requests should be automatically routed to the appropriate division (e.g., Records,
•    Investigations, Professional Standards).
•    Large File Handling
•    Ability to securely manage large multimedia files, including:
o    CCTV footage
o    Audio recordings
- Integration Requirements
•    Email systems (Outlook, Gmail, etc.)
•    Agency website CMS
•    Records retention systems
•    Single Sign-On (SSO) via SAML or OAuth
•    API availability for future integrations
•    Records retention integration
•    Ability to align with agency records retention schedules
•    Support for automated retention policies
•    Ability to manage archiving and purging request records