Public records requests are crucial for maintaining government transparency, yet handling these requests can sometimes be a challenge for state and local agencies. Traditional request response methods are time-consuming, prone to delays, and require significant manual effort.
The OnBase Public Records Request Management platform, developed by Hyland, offers a solution by automating and streamlining this process. From submission to fulfillment, the platform ensures fast, secure, and compliant handling of public records requests to enhance the experience for both government staff and citizens.
Top Features
- Automated Request Routing: OnBase automates public records request routing to the appropriate department. This eliminates manual sorting and ensures that requests are quickly assigned to the correct personnel.
- Comprehensive Search Tools: The platform supports keyword and full-text searches across various repositories including email systems, databases, network shares, and intranets. This feature ensures that staff can easily locate and retrieve the necessary documents even from disparate sources.
- Workflow Automation: Hyland’s solution integrates workflow automation tools that track request timelines, send alerts about upcoming deadlines, and escalate high-priority tasks. These workflows ensure that agencies meet legal deadlines and manage requests efficiently.
- Secure Document Sharing with ShareBase: OnBase includes ShareBase, an enterprise file sync and share (EFSS) tool, which allows secure sharing of public records with both internal and external parties. Users can control access to files, ensuring security while providing transparency.
- Dashboards and Reporting: The platform offers reporting dashboards that give real-time visibility into the status of public records requests. These dashboards allow agencies to monitor open requests, bottlenecks, and performance metrics to improve the ability to manage workloads.
Top Benefits
- Increased Efficiency: By automating the request process, routing, and document retrieval, OnBase drastically reduces the time and labor involved in fulfilling public records requests. This allows staff to focus on higher-value tasks, improving overall efficiency.
- Improved Transparency: The reporting and tracking features provide clear visibility into the request process, so citizens have timely access to public records. Agencies can easily track and demonstrate compliance with transparency laws, boosting public trust.
- Enhanced Collaboration: Government departments collaborate more effectively when they can securely share documents in real-time. This functionality also extends to external collaborators to promote smooth inter-agency operations and retain control over shared information.
- Compliance and Auditability: OnBase’s tracking tools ensure that all records related to a public request are stored and easily accessible for audits. This helps agencies remain compliant with legal requirements, minimizing the risk of penalties for delayed or incomplete requests.
- Data Security and Redaction: The platform’s redaction tools protect sensitive information before records are released. This feature ensures that public records requests are fulfilled without compromising confidential data, maintaining legal and ethical standards.
3SG Plus: Your OnBase Partner
3SG Plus specializes in helping public sector agencies implement and maximize the benefits of the OnBase Public Records Request Management platform. With years of experience in digital transformation, we offer comprehensive support—from initial system configuration to ongoing maintenance.
Our team can tailor OnBase to meet the specific needs of your agency, ensuring smooth integration with existing systems and providing training to staff for seamless adoption. By partnering with 3SG Plus, your organization will be empowered to manage public records requests more efficiently, securely, and transparently.