3 ways to respond to a records request
-
Upload
smarsh -
Category
Government & Nonprofit
-
view
806 -
download
1
Transcript of 3 ways to respond to a records request
![Page 1: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/1.jpg)
Responding to Records Requests
Don DeLoachFormer CIOCity of Tallahassee
Sean McLellanPublic SectorSmarsh, Inc.
![Page 2: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/2.jpg)
Public Records:Don DeLoach• President of DDGov Consulting. • Former Tallahassee CIO• 28 years of service with City of Tallahassee • Former President of the Florida Local Government
Information Systems Association, • Former member of the Board of Directors for Public
Technology Institute
Sean McLellan • Public Sector Sales Manager with Smarsh• Government technology evangelist• Subject matter expert, providing years of insight into
technology and the public sector.
![Page 3: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/3.jpg)
• Leading Comprehensive Archive Platform
• Focus on regulated industries including Financial
Services, Healthcare and Public Sector
• Founded in 2001 by CEO Steve Marsh
• Headquartered in Portland, Oregon with offices
throughout the USA and UK/EMEA
• 25,000+ customers with 95% retention, averaging a
20+ year lifetime value
Company Overview
3
![Page 4: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/4.jpg)
Public Records:What Do Public Records Mean To Your Office:
• Positives:
• Trust
• Transparency
• Negatives:
• Massive legal risk
• Ongoing requests
• Lack of support
![Page 5: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/5.jpg)
Public Records:Types of records which may cause concern:
• Today
• The Elephant in the Room:
• Digital communication
• Social Media Feeds
• Blog Posts
• Websites
• Text Messages
• Instant Messages
• Videos
![Page 6: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/6.jpg)
Public Records:3 Most Common Methods for Capturing Records Today?
• Avoid/Ignore
• Push Responsibility to staff
• Digital Automation System
![Page 7: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/7.jpg)
Public Records:
First: Ignore Record Keeping Concerns
• Pros:
• Don’t need to worry about archiving
• Cons:
• You not be able to fulfill requests
• Likely end up in court
• Limited communication methods (social
media, text, instant message)
![Page 8: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/8.jpg)
Public Records:Second: Put The Responsibility on the Employee
• Pros:
• Management doesn’t have to worry about archiving
• Cons:
• Opens departments / agency to massive legal risk
• Constant struggle to archive everything
• No formal policy or structure in place, opens up
department to a wild west mentality
![Page 9: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/9.jpg)
Public Records:Third: Adopt a Digital Records Automation System
• Pros:
• Minimize legal risk
• Capture and mange public records
• Easily manage resources
• Systems are fast and comprehensive
• Cons:
• Budget limitations
Text Messages
Social Media
Web
Instant Message
![Page 10: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/10.jpg)
Example:
The City of Clearwater, FL
Tallahassee, FL
![Page 11: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/11.jpg)
Summary:
Search Compliance
Regulations Workflow
Non-Compliance: The outcome can result in costly lawsuits if government are not able to produce records under the Freedom of Information Act or State Sunshine Laws.
Resources: Personnel time spent on retrieving records, or legal and e-discovery fees to sort through records.
Damage: Failing to retain these types of records can damage the public’s faith to trust government agencies with tax dollars, making it harder to manage policies and enforce rules going forward.
![Page 12: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/12.jpg)
Conclusion:Making an upfront investment in digital archiving automation can save an organization tens of thousands of dollars over time, while making its job much easier and more productive.
Modern archiving platforms can start saving a government organization money almost immediately because advances in technology have made the platforms so easy to use now.
Another important benefit of comprehensive, automated archiving, when people know their communications are being captured for future retrieval and review, they are much less likely to put things in writing that would embarrass the city or county.
![Page 13: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/13.jpg)
Final Thoughts:
Archiving official government communications produces greater transparency that will be critical to preserving citizen support for the funding of local services.
Equally important, taking steps to automate the archiving of government email, social media, text messages and other types of content reflects the core mission of government: To serve the public interest
![Page 14: 3 ways to respond to a records request](https://reader031.fdocuments.in/reader031/viewer/2022021816/5880f1cf1a28abc3368b4a5f/html5/thumbnails/14.jpg)
Thank you!