Foveonics Solution for Public Records Requests

Local government agencies are finding themselves overwhelmed with public records requests. In fact, a typical agency will spend more than 1,000 hours each year meeting open public records requests.*

Foveonics Automated Solution for Open Public Records Requests makes documents and records easier to access, store and share, freeing up staff to handle other important tasks within the office.

Records requests are increasing each year. While agencies struggle to keep up with these mounting requests, mandated response times still remain in effect. By automating this process and logging every request that enters the office through OPRASync, complete transparency is achieved while also providing better service to the Public and cutting costs for every request.

*“6 Ways ECM Can Help Government Overcome Common Challenges.” Center for Digital Government, 2015.

Foveonics Solution for Public Records Requests

Local government agencies are finding themselves overwhelmed with public records requests. In fact, a typical agency will spend more than 1,000 hours each year meeting open public records requests.*

Foveonics Automated Solution for Open Public Records Requests makes documents and records easier to access, store and share, freeing up staff to handle other important tasks within the office.

Records requests are increasing each year. While agencies struggle to keep up with these mounting requests, mandated response times still remain in effect. By automating this process and logging every request that enters the office through OPRASync, complete transparency is achieved while also providing better service to the Public and cutting costs for every request.

*“6 Ways ECM Can Help Government Overcome Common Challenges.” Center for Digital Government, 2015.

Achieve Complete Transparency

Speed up responsiveness by automating

Today, requests may come in fax, paper, or email. With OPRASync, Foveonics Solution for Open Public Records Requests, the public will submit record requests online so agencies always start with an electronic document.

The first step is for the user to create a profile online and fill out a digital request form. This request is automatically sent to the agency’s OPRA response coordinator. Once the request is reviewed, a selection is made from a list of agency departments on where to route the request, which includes sending any additional notes. A notification is also sent to the user who submitted the request.

Tracking requests at all times

The clock begins as soon as a department receives an OPRA request. If that department isn’t meeting the established mandatory response time, a notification goes out to the coordinator, the department and the customer who submitted the request. The request is then escalated to ensure a timely response.

OPRASync also facilitates visibility through the entire process, so the agency can track the status of each request. This tracking not only shows the current request but also shows historical data. This allows organizations to measure their responsiveness and departments can proactively identify bottlenecks and improve the overall process.

Clean up the way information is organized with bundling

As departments compile documentation for the requests, Foveonics can help you organize the content digitally. This includes documentation that can be accessed for an appeal process or audit. Integrated redaction for protection of confidential information is included as well.

In addition, every response is kept in a searchable repository. By storing responses in a central repository, your staff can reuse information that already has been addressed in the past, saving time and money.

Get up and running fast

OPRASync was developed with simplicity in mind. For both the agency and the end user, ease of use is the key in making the process successful. OPRASync easily integrates with existing ECM’s, Databases, Outlook or payment systems.

OPRASync by Foveonics – The Smart Solution for Open Public Records Requests

Streamline the way you receive, retrieve, route and fulfill OPRA requests to improve transparency and customer service. All while increasing productivity and reducing your offices overall costs.

Foveonics has developed ECM and EDMS solutions for Local and State Government for over 15 Years, managing hundreds of millions of images. Having worked alongside our customers to provide these solutions, Foveonics understands the issues that face our clients. Providing a cost effective, easy to use platform allows for quick installation and return on investment.