Every record you hold will eventually be requested.
Public records requests worked by hand, a retention schedule that lives in a binder, and decades of paper that is technically searchable if somebody has a week.
Bought by clerks, records departments and legal teams.
Deadline Four business days remaining with forty-three documents awaiting review. Escalated on the schedule rather than on the deadline itself.
What the work produces
- Requests tracked to the deadline
- Intake, assignment, clock, and what has been produced — in one place, with the statutory deadline visible rather than remembered.
- Paper that is actually searchable
- Digitization and indexing that produces something you can query, not a folder of images nobody opens.
- Retention that runs on schedule
- Records reaching the end of their schedule surfaced for disposition rather than kept forever because nobody looked.
- Redaction with a record of itself
- A workflow that logs what was withheld and under which exception, because that log is what defends the decision.
Also in this category: Public records request intake and trackingDocument digitization and indexingRetention schedule automationRedaction workflowAgenda and minutes management
Limits
What we will not do.
Stated before a solicitation rather than after an award, because finding this out late is expensive for both of us.
- We do not decide what is exempt. The software surfaces, tracks and logs; a person applies the exception and signs it.
- Redaction is destructive and we build it that way — the underlying text is removed, not covered. Anything that merely draws a box over words is a liability, not a feature.
- Digitization quality depends on the paper. We will tell you what a sample scans like before you commit to a volume.
Questions a buyer asks
Does this handle Texas Public Information Act deadlines?
It tracks whatever deadline the entity is subject to and escalates before it, rather than on it. The legal determination stays with your counsel; the clock and the paper trail are what we build.
Can it work with what we have already scanned?
Yes. Existing images are indexed rather than re-scanned wherever the quality allows, and we will tell you where it does not.
What about records held in email?
Email is usually the hardest part of a request and the part most often missed. It can be brought into the same process, and it is worth scoping explicitly rather than assuming.
How do you contract with a public entity?
Through whatever vehicle the entity uses: direct award under the bid threshold, competitive solicitation, an interlocal or cooperative contract, or as a subcontractor to a prime. We will tell you which we are eligible for before you spend evaluation time on us.
Where does the software run?
In the entity’s own cloud accounts, under the entity’s own contracts. We are given scoped access during the build and it is revoked at handover. That keeps the data inside your perimeter and means nothing depends on us continuing to exist.
Who owns the code?
You do. Source is delivered to your repository under a license permitting unrestricted use, modification and resale, with documentation written for whoever inherits it. There are no seat licenses and nothing switches off if the relationship ends.
What about accessibility?
Anything public-facing is built to WCAG 2.1 AA and tested with a keyboard and a screen reader before handover, not after a complaint. Say in the solicitation if you need a VPAT and we will produce one.
What about records retention and open records?
Anything we build that holds public records is built assuming those records will be requested. That means exportable, searchable, and able to produce a defensible set for a request — designed in rather than added later.
School district systems Permitting and licensing Data and systems integration