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Picture this: A records request comes in, but you don’t even have to touch it because it’s routed to the right department instantaneously.
That department has all the information they need to answer the request quickly and easily…
Leaving you time to attend to your other 5,039 tasks!
That’s the value of separate, customized information request forms: They speed up processing, optimize resources, and streamline data collection.
In this article, you will learn:
- How separate forms prevent common data collection and processing issues.
- Real-world applications of separate forms in various public sector departments.
Collecting the Right Information—the First Time
Separate forms allow for the customization of fields and questions specific to each type of request, ensuring that the information collected is relevant and comprehensive. Each department can decide exactly what information is needed to process the request.
For instance, the Town of Gilbert, AZ, has six different records request forms through JustFOIA. Each form requires the requester to submit slightly different information.
The building request form requires information like the property address and allows the requester to select which documents they need. The EMS records request form, on the other hand, requires information like the requester’s relationship to the patient.
Combining these different types of requests could result in a large, unwieldy form and make it difficult for requesters to understand the required information. They may leave out important information or fill out unnecessary fields.
However, the custom forms for each department guide the requester by providing the information needed. This reduces the back-and-forth communication required to clarify or complete requests.
Separate Workflows for Different Request Types
Distinct forms for different request types also facilitate a more organized and efficient workflow, starting with which department it needs to be routed to. Rather than a single person needing to be the bottleneck for all incoming requests, it goes immediately to the person in charge of the specific record type.
From there, each request type may have a different timeline. In Arizona, for instance, Fire/EMS records must be processed within 30 days. Police requests, on the other hand, must be handled right away—so they have a team of 20 records specialists working on them around the clock. Within the Town of Gilbert’s JustFOIA system, separate workflows send reminders and escalation notices according to the timeline of each request type. As a result, it’s easier for each department to comply with the regulations that apply to their type of records.
Customized Reporting
Some jurisdictions have complex requirements for reporting on records requests. Or you may have internal stakeholders who want to understand and optimize the records request process. Either way, having custom information request forms helps to improve your reporting process. Within JustFOIA, you can see custom reports based on requests submitted through each of your forms.
“That’s really important for someone like the Fire/EMS staff because if they get audited, they have to be able to create a report showing that they were able to complete a request within 30 days,” Patti Hageman, Records and Information Program Manager for the Town of Gilbert, explains.
Practical Applications
The practical applications of separate forms vary across the public sector. Here are a few examples:
Police Department FOIA Requests: These forms can be designed to include fields for incident details, parties involved, and specific document types, making it easier to gather the exact information needed without unnecessary delays.
Interagency Requests: Custom forms can streamline communication between government entities, with fields specifically designed for the type of information being shared or requested, facilitating smoother collaboration.
Building Department Requests: Tailoring forms for building department inquiries can help capture all relevant details, such as permit numbers, property specifics, and construction plans, in one go.
City Council Information Request Form: Imagine a city council implementing a separate form for citizens requesting information on council meetings, agendas, and decisions. This form includes fields for meeting dates, specific agenda items, and any related documentation. The result is a streamlined process where citizens receive precise information swiftly, leading to increased engagement and transparency in local governance.
Environmental Records Access: A state environmental agency develops a distinct form for requests related to environmental impact assessments, pollution data, and conservation efforts. This form guides requesters in specifying the data type, geographic locations of interest, and the time frame for the records they seek. This specificity enables the agency to locate and provide relevant data quickly, enhancing public awareness and involvement in environmental issues.
These examples illustrate how separate forms not only enhance efficiency and accuracy in handling requests but also provide a framework for better serving the public’s needs.
Implementation Tips
Successfully implementing separate forms for information requests requires careful planning and consideration. Here are some tips to ensure a smooth transition:
Design Best Practices: Keep forms as user-friendly as possible. This means designing with a logical layout and clear instructions, ensuring forms are not overly complex or intimidating. The goal is to encourage completion by making the process as straightforward as possible for the requester. Additionally, forms should be accessible to everyone, complying with web accessibility standards to ensure no one is excluded from submitting requests.
Training and Support: The introduction of separate forms represents a change in how information requests are handled, so it’s important to train staff well on the new procedures. This training should cover how to use the new forms, the workflow changes, and how to address any issues that might arise. Provide ongoing support as staff adapt to the new system and make continuous improvements based on feedback and evolving needs.
Conclusion
Ready to revolutionize how your organization manages information requests, ensuring compliance and enhancing operational efficiency? JustFOIA allows for the creation of unlimited forms on your portal and provides administration assistance to develop forms, processes, and workflows. Fill out the form below, and we’ll contact you with more information about making records requests “no prob-llama!”