Public Record Tracking Software

The Vendor is required to provide public record tracking software to assist with public records requests.
- Requirement:
• Furnish and deliver public records tracking software that is commercially available without significant customizations.
• Software must be in use by other jurisdictions of a similar size and complexity and have been shown to operate effectively.
• The software system must contain a separate section for police requests.
• The software must have the ability to allow the city to collaborate with departments within the system, including the city attorney's office, including the ability to review documents uploaded to the system.
• This system must have the ability to upload large files, including photos and videos.
• The system must have a robust messaging system where template letters are stored for the various type of responses sent by the city.
• The system must follow the protocols of the act, including automatically scheduling the response date from the date received.
- Functional business requirements
• Reference or request number that is unique for each request received
• City can send notes to staff and attorneys within each request.
• Ability to send a request to multiple departments and keep track of responses and documents received from each.
• Messaging area where the city can send templated letters, such as time extensions, clarifications, and fee estimates that will contain the pertinent information the city is requesting.
• The ability for staff who do not use the system to easily be able to send other staff members a message if necessary.
• Public facing section contains links to documents that are available on the city website, this is user friendly and is easy to navigate.
• Ability to add users manually, to send them confirmation of their requests and instructions on how to use and access their request.