Automated Public Records Requests with AI Integration Workflow

Automated Public Records Request Processing

1. Request Submission

1.1 Online Portal Access

Citizens submit public records requests through a secure online portal. The portal is designed to be user-friendly and accessible.

1.2 AI Chatbot Assistance

An AI-driven chatbot assists users in filling out the request form, ensuring all necessary information is provided. Tools such as IBM Watson Assistant can be utilized for this purpose.

2. Initial Request Review

2.1 Automated Data Capture

Upon submission, the system automatically captures relevant data from the request using Optical Character Recognition (OCR) technology, such as Google Cloud Vision.

2.2 AI-Powered Classification

The request is classified using machine learning algorithms to determine the type of records requested. Tools like Amazon Comprehend can be employed for natural language processing.

3. Verification and Compliance Check

3.1 Automated Eligibility Verification

The system checks the eligibility of the request against public records laws using predefined criteria. AI tools can automate this process, ensuring compliance with regulations.

3.2 Risk Assessment

An AI-driven risk assessment tool evaluates the potential implications of releasing the requested records, utilizing platforms such as Palantir Foundry.

4. Records Retrieval

4.1 Automated Search and Retrieval

AI algorithms perform a search across databases to locate the requested records. Tools like Relativity can streamline this process through intelligent data retrieval.

4.2 Quality Assurance

AI systems conduct quality checks on the retrieved documents to ensure accuracy and relevance before they are prepared for release.

5. Response Generation

5.1 Automated Response Drafting

Using AI text generation tools such as OpenAI’s GPT-3, the system drafts a response letter to the requester, including the retrieved records and any necessary disclaimers.

5.2 Review and Approval Workflow

The drafted response undergoes a review process by designated personnel, ensuring compliance and accuracy before final approval.

6. Record Release

6.1 Secure Document Delivery

Approved records are securely delivered to the requester via email or through a secure portal. Tools like DocuSign can facilitate secure document sharing.

6.2 Feedback Collection

After the release, the system prompts the requester for feedback on the process, utilizing AI sentiment analysis tools to evaluate responses.

7. Process Improvement

7.1 Data Analytics

AI-driven analytics tools, such as Tableau, analyze data from the requests to identify trends, bottlenecks, and areas for improvement in the workflow.

7.2 Continuous Learning

The AI system continuously learns from user interactions and feedback to enhance its performance and accuracy in future requests.