AI Enhanced Public Records Request Processing Workflow Guide

Public Records Request Processing

1. Initiation of Request

1.1. Request Submission

Citizens submit public records requests through an online portal or via email. The system captures essential details such as requester information, type of records requested, and submission date.

1.2. Acknowledgment of Request

An automated acknowledgment email is sent to the requester, confirming receipt of the request and providing an estimated timeline for processing.

2. Initial Assessment

2.1. Categorization of Request

AI-driven tools analyze the request to categorize it based on predefined criteria (e.g., type of records, urgency). Tools such as IBM Watson Natural Language Understanding can assist in understanding the intent and context of the request.

2.2. Compliance Check

The system performs a compliance check to determine if the request meets legal requirements and if the requested records are subject to disclosure.

3. Records Retrieval

3.1. Automated Search

AI search tools, such as Relativity or Everlaw, are employed to automate the search for relevant records across various databases and file systems.

3.2. Data Extraction

Machine learning algorithms are utilized to extract pertinent information from unstructured data sources, ensuring a comprehensive retrieval of records.

4. Review and Redaction

4.1. Content Review

AI tools like OpenText Magellan can assist in reviewing the retrieved documents to identify sensitive information that requires redaction.

4.2. Automated Redaction

Utilizing AI-driven redaction tools, sensitive data such as personal identifiers or confidential information is automatically obscured to comply with privacy laws.

5. Finalization of Request

5.1. Compilation of Records

The processed records are compiled into a user-friendly format for delivery. AI tools can help in formatting and organizing the data for clarity.

5.2. Delivery of Records

The final records are delivered to the requester through a secure digital platform, ensuring compliance with data protection standards.

6. Feedback and Improvement

6.1. Requester Feedback

Post-delivery, requesters are encouraged to provide feedback on the process, which is collected through automated surveys.

6.2. Process Optimization

AI analytics tools analyze feedback and processing metrics to identify areas for improvement in the public records request workflow.