Now included in Intersect’s Records Control and Management System, (RCAMS) and in updates to existing installations, the Public Records Request Manager simplifies tracking and managing of responses to Public Records Requests.
When a response to a request is completed and the information is sent to the requestor, the tracking record is moved to a fulfilled response list, and the retention for the request record is automatically set for one year.
When a response to a request is denied, the reason is entered, and the request is moved to the response list with the denied indicator set, the reason for denial indicated, and the retention for the request record is automatically set to two years.
Easy to use double-click queries allow easy ongoing monitoring and analysis of request status and history, including quick selection of current or fulfilled requests by requestor name, organization, or date.
Summary reports are maintained and can be viewed or printed as desired.
Early adopters of the Public Records Request Manager report a reduction in staff time spent for tracking, managing, and fulfillment of public information requests of over seventy-five percent.
Record types and descriptions can be created by the Records Manager using the built-in editor in the Retention DMR software. With the Clark’s Encyclopedia of Records Retention option, Retention DMR allows the Records Manager to locate appropriate record types in the Encyclopedia, and select each of those record types for automatic inclusion in the Retention Control Schedule being created with a simple point-and-click action.
Once an organization’s master control schedule is created, the Records Manager can select appropriate records titles from the master schedule to create sub-sets of records titles, or Sub-Schedules, for various departments with simple point-and-click operations. Since an organization’s master control schedule can easily run to many pages, the ability to create Sub-Schedules for each department consisting of only those records titles that are of interest to the department, makes each Sub-Schedule – typically half a dozen pages or less – much more usable.
Retention DMR can create a web page for the Control Schedule, as well as for each Department’s Sub-Schedule, allowing these to be quickly and easily published on an organization’s intranet, or associated with SharePoint, for convenient access throughout the organization.
Output options include generation of Excel files, Access databases, or text files for the Control Schedule and Sub-Schedules, for use in analysis, or in creating special reports.