©2019 GovQA | GovQA.com

Slay the Public Records Request Dragon

Quickly, Securely, and in the Cloud

Jen SnyderChief Sales Officer

Gary GeddesAccount Executive, Government Solutions

Naming Your Dragons

©HBO

LitigationComplexity Legislation

Intake - Volume & BreadthProcessing - TrackingReview - Exceptions

Complexity

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Complexity17%

42%

21%

10%

10%

1

2-10

11-20

21-30

31+

How many different departments are involved in your Public Records Processing? (52 Responses)

83%

Regulatory Compliance

Time or InaccuracyData Security (Privacy)

Litigation

Image Courtesy ©HBO

Image Courtesy ©HBO

LitigationYes31%

No69%

Has your organization been a part of any lawsuits related to your Public Records Handling? (52 Responses)

Exclusions (body/dash)

Internal Affairs (complaints)

State Reporting (WA HB 1594)

Legislation

Image Courtesy ©HBO

Legislation

Yes37%

No63%

Are you actively tracking any legislation in your state that will have an impact on your Public Records Process? (52 Responses)

Image Courtesy ©HBO

LitigationComplexity Legislation

9 Ways to Battle Your Dragons

Proactive Sharing

The simplest request to process is the one you never receive

1

Litigation

Legislation

Complexity

Parallel Processing

Avoid repetitive work wherever possible by processing requests in tandem

2

Litigation

Legislation

Complexity

Collaborating

Make it easy for resources to provide the documents you need

3

Litigation

Legislation

Complexity

Identifying Personal Info

Consider OCR (Optical Character Recognition) and modern redaction tools that automate the process of identifying sensitive information

4

Litigation

Legislation

Complexity

Accountability

Track customer email deliverability

Track internal participant behavior and report on that

5

Litigation

Legislation

Complexity

Securing in the Cloud6

Litigation

Legislation

Complexity

The modern public cloud is:- More secure- More accessible- More reliable- More compliant

Public Sector organizations should consider a provider with a dedicated government cloud

CJIS IRS-1075 (FTI)

Planning to Adapt

Senate Bill 944Guidelines around government elected officials sharing public information on private devices

7

Litigation

Legislation

Complexity

Logging Exemptions

Clearly identify and document reasons for non-release

(Request, Document, Redactions)

8

Litigation

Legislation

Complexity

Reporting

A system to comply with state and local oversight requirements

9

Litigation

Legislation

Complexity

©2019 GovQA | Confidential | GovQA.com

8

9

7

6

5

4

3

2

1

Identifying PII

Collaborating

Parallel Processing

Proactive Sharing

Reporting

Logging Exemptions

Planning to Adapt

Securing in the Cloud

Accountability

9 Ways to Battle Your Dragons

Q&A

©2019 GovQA | Confidential | GovQA.com

JSnyder@GovQA.com Gary.Geddes@Microsoft.com

Jen SnyderChief Sales Officer

Gary GeddesAccount Executive, Government Solutions