Automated Public Records Requests with AI Integration Workflow

Automated Public Records Request Processing

1. Request Submission

1.1 User Input

Citizens submit public records requests through an online portal or email. The submission form captures essential details such as requestor’s name, contact information, and specific records requested.

1.2 Acknowledgment

Upon submission, an automated acknowledgment email is sent to the requestor, confirming receipt of the request and providing a unique tracking number.

2. Initial Review

2.1 AI-Driven Categorization

Utilize AI summarization tools, such as OpenAI’s GPT-3 or IBM Watson, to analyze the content of the request. The AI categorizes the request based on predefined criteria (e.g., type of records, urgency).

2.2 Priority Assessment

The system assesses the urgency of the request using machine learning algorithms that evaluate factors such as public interest and legal requirements.

3. Records Retrieval

3.1 Automated Search

Implement AI-driven search tools, such as ElasticSearch or Algolia, to scan databases for relevant records based on the requestor’s criteria.

3.2 Data Extraction

Utilize AI tools like DocuSign Insight or Adobe Sensei to extract pertinent information from documents, summarizing key points for easy review.

4. Review and Approval

4.1 AI-Assisted Review

Employ AI-powered review platforms, such as Relativity or Everlaw, to assist human reviewers in evaluating the relevance and compliance of the retrieved records.

4.2 Compliance Checks

AI tools can perform automated compliance checks against legal standards and privacy regulations, flagging any sensitive information that requires redaction.

5. Response Generation

5.1 Automated Response Drafting

Utilize AI summarization tools to draft a response letter, including the relevant records and any necessary explanations regarding redactions or denials.

5.2 Final Review and Dispatch

The response is reviewed by a designated staff member for accuracy before being sent to the requestor via email or postal service.

6. Feedback and Improvement

6.1 User Feedback Collection

After the request is fulfilled, an automated survey is sent to the requestor to gather feedback on the process.

6.2 Continuous Improvement

Analyze feedback using AI analytics tools to identify areas for process enhancement and to train the AI models for better future performance.