Government Agencies vs. Public Record Requests

By Alisa Fetic

Public record requests, also known as FOIA requests, have been on the rise for the past few years, and processing these requests is becoming more complex.

Between 2018 and 2020, for example, the number of these requests increased by a staggering 31%. As more applications are made, the data pool expands, making it difficult for government agencies to process requests within the response time required by law.

As such, finding ways to simplify and improve the request management process is critical.

How can government agencies streamline this process to improve service delivery? This guide will explore the public record request issues currently facing government agencies and provide possible solutions to the problems.

Current Issues Facing Public Records Management

As a result of this increase in requests, agencies are having a hard time dealing with public records management. Current issues facing public records management include:

Issue #1: Managing Backlogged Requests

Federal FOIA requests have been on the rise since 2016, with over 800,000 FOIA record requests made each year in the US. But when COVID-19 struck, backlogged cases skyrocketed, increasing by 17.7%, which has been the trend ever since.

The increase in backlogged requests exerts pressure on government agencies as these requests must be addressed within the timeframe specified by law. Backlogged requests can lead to lawsuits from citizens, news organizations, and watch groups.

Issue #2: Budget and Resources

If an agency has fewer FOIA requests, they’re less likely to encounter staff challenges in managing public record requests. However, it can be difficult for an agency to respond in time if they’re dealing with a spike in requests with a staff shortage and a limited budget.

Issue #3: Increased Job Complexity

The sheer number of data types considered public records has skyrocketed over the past few years, with the rise of automation bringing more attention to email and social media.

Today, social media is considered a public record in all 50 states.

But the thing with social data is that its’ too complex to handle—people can edit, change, and delete their comments within 24 hours. And today, 1 in 4 public record requests reference social media, meaning agencies are increasingly receiving social media public record requests.

How Government Agencies Are Handling the Spike in Public Record requests

Government agencies are implementing appropriate measures to address growing public record requests. One of the solutions embraced by virtually all governing agencies is adopting technology for efficiency and compliance.

Technology as a Solution to Surging Public Record Requests

In an age of technology and the internet, no one wants to spend time in a government office filling public record requests. Every requester expects fast, reliable, and effective service.

Many agencies have embraced technology as a means to meet the growing demands for public records. Implementing a software solution for public records means having a modern, intuitive, and easy-to-use web-based platform where users can submit public record requests in minutes.

When requests are submitted, your team gets notified immediately, and the requesters can track the progress of their requests. Using software solutions help agencies reduce backlogs and respond to requesters on time.

Technological solutions can also help address the issues of staff shortages and unfunded mandates. The use of technology often results in better resource allocation and reduced costs as it can scale the processes without needing additional staff.

Wrapping Up

Every year, public records continue to increase in volume, leading to a spike in backlogs. Whether these requests come from residents or media entities, your government agency is duty-bound to fulfill them within a given timeframe.

To speed up the process and reduce backlogs, many agencies are leveraging software solutions specifically designed to manage public record requests. Using technology to manage public record requests also minimizes the need to hire more staff, leading to cost savings.

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