The Freedom of Information Act Request Tracking system is a solution that enables organizations to do what it takes to comply with the Freedom of Information Act. It provides contact tracking and workflow devices for managing requests, search tools that search existing electronic data and direct interaction with Electronic Documents and Records Management (EDRM) systems. These features make the system highly efficient as well as easy to use.

The Freedom of Information Act (FoIA), which will take effect as of January 1st 2005, gives members of the public a general right of access to all recorded information held by public authorities. The act allows for only a few exceptions and requires that requests should be processed within 20 working days. Government agencies must therefore be prepared to respond efficiently to a potential flood of information requests. They must be able to search for and disclose information quickly, while keeping track of all requests, deadlines and payments.

Key features 

• Systematic document processing and tracking
• Integrated case and document management
• Built-in monitoring and reporting
• Complete audit trail
• Step-by-step workflow support
• Support for custom resource structures
• Sophisticated search
• Interoperability with EDRM systems

Systematic Information Request Processing
Users of the FoIA Request Tracking system are guided, step-by-step, through the processing procedure.

• The information request is registered and validated, using predefined criteria.
• Processing costs are calculated and an estimate of potential request fees can be sent to the requestor.
• Searching is carried out using the advanced information search faculties of the EDRM system. The search spans multiple sources, including a register of physical files.
• Where relevant, information can be redacted and reasons for redaction are logged as part of the audit trail.
• Finally the case is closed and the information is stored for future reference.

Information Management and Reporting
The information collected is a valuable tool when it comes to managing and improving responses to FoIA requests. It can be used to monitor service, performance and compliance with the FoIA, highlight problem areas, compile statistics and audit reports, manage appeals and retrieve information on previous requests using keywords and classifications. The system also integrates with existing information management systems and can automatically drive FoIA publication schemes.

Customizing Workflow Mechanisms
Another beneficial feature of the FoIA Request system is its flexibility. The system allows organizations to define their own resource structures, its workflow mechanisms enable a sequential number of inter-related tasks to be undertaken, and it works across multiple office locations. Automatic escalation and transfer features also allow tasks to be passed from one individual to another, and because all information is stored in the same place, continuity of service is ensured in the event of staff absence.

Benefit from Compliance
With all these features and benefits, the FoIA Request Tracking system enables organizations to comply effectively with its obligations under the Freedom of Information Act and provide a consistently high level of service. With the professional skills and extensive experience of IBM, Dexmar and GoPro combined what else would you expect?

Product Information
GoPro Professional – Integrated Case Management System
Dexmar KnowPro – Electronic Records Management
IBM Lotus Domino – IBM’s Multiplatform Groupware Suite

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