Local government clerks across the US face the same headache: stacks of public records requests on paper forms gathered by email and in-person submissions. Meanwhile, compliance deadlines loom and stakeholders demand more and faster responses.
Legislative initiatives like Freedom of Information acts, Open Public Records acts, and sunshine laws are meant to ensure government transparency and accountability. They also present an increasing administrative burden for local governments. For example a recent research report from the Election Innovation and Research Center suggest that election-related requests have recently increased to the point of overwhelm.
But local government clerks don't have to rely on outdated and error-prone systems to track public information requests and ensure compliance. Modern public records management systems offer a comprehensive solution. Local governments of all sizes are seeing dramatic improvements after modernizing their public information request process.
The Daily Reality for Local Government Clerks
As part of maintaining all official records, clerks' offices can receive a virtually unlimited number of freedom of information (FOIA) requests each day. Public information laws vary by state but place few constraints on request types or who may submit them. So, requests can range from simple property record inquiries to detailed election information and complex financial reports requiring multiple departments to weigh in.
When clerks have only manually intensive processes to manage increasing numbers of requests, backlogs inevitably result. Faxed forms can be difficult to read, paper forms get misplaced, and spreadsheets require constant updates and routing between departments. Requests that should take minutes stretch into hours of administrative work.
Then there are the legal deadlines. Most states specify the number of days by which clerks must respond to FOIA or OPRA requests. Miss that deadline, and you damage public trust and could face lawsuits.
Physical limitations compound the problem. When critical documents live in filing cabinets or are stored electronically on local servers with a patchwork of software applications, records retrieval slows to a crawl. Staff waste valuable time hunting through folders or otherwise trying to compile data.
How Public Records Automation Tools Transform Government Records Management
Today’s technology addresses these pain points by replacing manually intensive workflows with automated processes and secure, cloud-based platforms with no single point of failure.
The transformation starts with online submissions. Stakeholders submit requests through secure web forms instead of paper, eliminating transcription errors and the old school paper shuffle. types. Requests can then be routed automatically and tracked with built-in notifications and reminders.
Centralized dashboards can give administrators real-time visibility into every request's status. Clerks don’t have to hunt through email chains or call different departments for updates. Instead, information is stored and tracked in one place, with role-based access for information sharing among departments.
Most important, digital databases make document retrieval nearly instantaneous. Staff can search thousands of documents in seconds and sort them equally quickly. Cloud-based access means the system works whether staff are in the office, working remotely, or responding after-hours.
Success Stories from the Field
The result is faster service that improves both staff efficiency and citizen satisfaction.
For example, prior to automating open records requests, Verona, NJ was drowning in backlogged public record requests. Verona is a mid-sized community of 15,000. The clerks’ office receives more than ten open records requests of varying degrees of complexity each month, and a backlog was developing.
After the clerk's office abandoned Excel spreadsheets in favor of the GovPilot local government management system, staff manage OPRA requests electronically. They respond to requests four times faster, saving three days of work each month, an estimated total of 24 hours.
Today, the Verona clerk’s office is using the GovPilot modules to save even more time by accepting online applications submissions for these registries: No Knock, Business Insurance, and Canvasser/Solicitor, in addition to open public record requests.
Gain Efficiency, Reduce Litigation Risks, Build Public Trust
Digital transformation delivers benefits that extend far beyond hours saved.
Meeting legal compliance requirements becomes routine. Automated deadline tracking ensures compliance with FOIA, OPRA, and other transparency laws, reducing the risk of costly legal challenges.
Staff time shifts from repetitive data entry to meaningful public service. When clerks aren't buried in paperwork, they can focus on helping residents, supporting other departments, and tackling projects that improve government operations.
Paper costs disappear, along with storage expenses and the environmental impact of massive filing systems. Digital storage scales efficiently and costs far less than maintaining physical archives.
Moreover, faster and more consistent service builds public trust. When residents receive prompt responses to their requests, they see their government as responsive and transparent. This goodwill benefits the entire community and makes other civic engagement more productive.
Taking the First Step
The path forward doesn't require a complete overhaul overnight. Start by evaluating your current process:
- How many hours does your staff spend on manual tasks for open public records requests?
- Do you have a backlog?
- How often do you miss deadlines?
- What do those delays cost in staff time? Public frustration?
Local governments can begin by digitizing one type of request or working with one department. This approach lets you test solutions, train staff gradually, and build internal support before expanding.
Ready to Transform Your Local Government Processes?
Many local governments have already discovered how modern digital solutions can transform their approach to public records management.
With GovPilot's comprehensive, integrated platform, local governments have the option to share information across departments through a single interface that’s SOC 2 Type II compliant.
To learn more about the ways counties and municipalities use the Gov Pilot platform, read more about how Verona uses the GovPilot platform or review more case studies here.
