Many county and city clerks embrace technology to deliver paperless agendas and provide meeting videos online, but they struggle with the public records request obligation. Increasing records requests and predatory records requests — along with lack of staff — all add to the challenge of meeting this legal responsibility.
The mismatch between the increasing number of requests and staff availability isn’t the only barrier clerks face. Unlike records management, a record request can ask for just about anything. Hunting down paper documents from multiple departments, locations and file cabinets puts a burden on government staff and leads to lengthy fulfillment cycles.
When you add up these challenges, it’s clear that clerks can’t meet request deadlines and responsibilities to fulfill all the requests. The only reasonable course for clerks is to implement and encourage technology that addresses these challenges and restores control to the individuals who have this legal obligation.
You can find meet these challenges with an enterprise content management (ECM) solution like Hyland Onbase, one of our strategic partners. OnBase by Hyland combines capture options, automation and reporting, and a central repository for records in a single package. It provides all of the features that your city/county clerk needs, including:
· Instant capture
Ensure all documents and records are captured and stored immediately upon creation through scanning, electronic forms or archiving emails and attachments.
· One single, central and electronic location to store records
By providing a central location to store records, you save staff time as they no longer are digging through filing cabinets or offsite storage sites. They can now search for records electronically using keyword and full-text searches. With a central repository, you are ensured a complete search and a full list of documents that meet the request.
· Move requests online an automate the process
Today’s constituents expect speedy fulfillment of requests and to be able to conduct those requests online. By moving to a web submission process, requests are never lost, are instantly routed for attention, and are tracked via electronic workflow management.
· Use of reporting dashboards
Once you automate you can identify bottlenecks, allowing better management of tasks and reasons for slow fulfillment.
Access to public records is a cornerstone of an open, transparent government and the OnBase Public Records Request solution provides your organization with the tools it needs to quickly complete records’ requests so you can successfully fulfill your legal obligation. If you have any questions or would like to learn more, then please Contact Us. We would love to help.