Public Records Request Management System

The Vendor is required to provide public records request (PRA) management system that supports compliance with the act, improves operational efficiency, enhances transparency, and streamlines records request processing.
- Technical specifications
1. Public records request management:
• Solution that provides an efficient and transparent process for receiving, managing, reviewing, tracking, and responding to public records act requests from initial submission through final fulfillment.
• Reduce manual administrative effort by supporting configurable workflows and business processes while maintaining flexibility to accommodate the city's evolving operational needs.
• Their solution supports request intake, department assignment, configurable workflows, statutory response deadlines and extensions, internal review and approval processes, requester communications, public-facing request portals, audit logs, workflow activity tracking, and overall lifecycle management.
• The extent to which these functions can be configured and maintained by authorized city staff without vendor assistance.
2. Electronic communications discovery:
• Solution that supports the efficient identification, collection, review, and production of records responsive to public records act requests, for records maintained in email systems.
• Describe the tools, workflows, and functionality available to locate, collect, review, and produce electronic communications while preserving relevant metadata and maintaining a defensible chain of custody.
• Include supported file formats, search capabilities, import and export functionality, integration with common Microsoft technologies, and any limitations or recommended practices associated with electronic communications discovery.
3. Records review and redaction:
• Solution that streamlines the review, organization, redaction, quality assurance, and production of responsive records while supporting consistent application of exemptions and maintaining appropriate documentation throughout the review process.
• The functionality available to support document review, electronic redaction, ocr processing, collaboration, version control, exemption tracking, quality control, and preparation of records for public release.
4. Reporting and analytics:
• Meaningful operational, management, and compliance reporting that provides visibility into public records act workload, statutory compliance, response times, departmental performance, and overall program effectiveness.
• The reporting and analytics capabilities available within the proposed solution, including dashboards, report templates, customizable reports, export functionality, and the extent to which authorized city staff can independently build, modify, and maintain reports and report templates, with vendor assistance available as needed.
5. Accessibility and ADA compliance:
• The city is committed to providing digital services that are accessible to all members of the public and city staff.
• Solution supports compliance with applicable accessibility standards, including accessible public-facing request submission, request tracking, records delivery, and administrative workflows.
• Compatibility with assistive technologies, accessibility testing practices, ongoing maintenance and remediation efforts, accessibility documentation, and the vendor's approach to maintaining compliance as accessibility standards continue to evolve.