Slay the Public Records

Request Dragon
Quickly, Securely, and in the Cloud

Dennis Guzy Phillip Hodge Will Repole

Director, Intelligent Cloud Strategy Chief Sales Development Officer Chief Operations Officer

©2019 GovQA | GovQA.com

Part 1 – Naming Our Dragons
Why the Public Records Response Process
Is Such a Dragon

©2019 GovQA | Confidential | GovQA.com

 Naming Our Dragons

Complexity Legislation Litigation

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

Yes
31%

No
69%

Image Courtesy ©HBO

Litigation
Regulatory Compliance
Data Security (Privacy)
Time or Inaccuracy

Image Courtesy ©HBO

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

1 17%

2-10 42%

11-20 21%
83%
21-30 10%

31+ 10%

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Complexity
Intake - Volume & Breadth
Processing - Tracking
Review - Exceptions

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

Yes
37%

No
63%

Image Courtesy ©HBO

Legislation
Exclusions (body/dash)
Internal Affairs (complaints)
State Reporting (WA HB 1594)

Image Courtesy ©HBO

Part 2 – A Knight In Shining Armor
How GovQA Customers Gain Control of
Their Request Processes

©2019 GovQA | Confidential | GovQA.com

©2019 GovQA | Confidential | GovQA.com

More Than 1,450 Client Contracts

100+ 30% 70+

Of Top 300 U.S. Cities Of Top U.S. Counties State Agencies
Customer Accomplishments

©2019 GovQA | Confidential | GovQA.com

Customer Accomplishments

City County
1,000 – Annual Requests 65,000 – Annual Requests
35% Reduction In Processing Time 65% Reduction In Processing Time While
Top Five Digital City by GovTech Managing A 673% Increase in Requests

State Agency City

15,000 – Annual Requests 45,000 – Annual Requests
850 – Agency Users 28,000 – Police Requests
40% Reduction In Processing Time 55% Reduction In Processing Time

©2019 GovQA | Confidential | GovQA.com

 Correspondence Current Process
C o m pSl u
abi npt o
s enas
Currently, Systems of Record
struggle to connect with each other
Subpoenas to resolve interactive tasks inside
and outside of governments

Public Records Chaotic <

Insecure (email) <
Inefficient <
Investigations

RMS

Video

Doc Other
Mgmt.
Email
E-Disc.

©2019 GovQA | Confidential | GovQA.com

 Correspondence Exchange Process
C o m pSl u
abi npt o
s enas
GovQA Exchange connects Systems of
Record through a secure central facility
Subpoenas to collect and control all information

Standardized & Centralized <

Public Records Secure & Compliant <
Accountable & Auditable <

Investigations

RMS

Video

Doc Other
Mgmt.
Email
E-Disc.

©2019 GovQA | Confidential | GovQA.com

Security Difference

Single Tenant Proprietary Microsoft Azure® 3rd Party

Architecture Codebase Government Compliant
(No Open Source Code) Hosting Annually
Audited & Tested

NIST, HIPAA, CJIS, FedRAMP

©2019 GovQA | Confidential | GovQA.com

Part 3 - Dragon Slayer
A Demonstration of
GovQA Exchange Technology

©2019 GovQA | Confidential | GovQA.com

Litigation Complexity Legislation
Complexity Proactive Pages
Proactively inform on trending topics
Complexity Deflection
Reduce duplicate requests

Previous Requests

Inline & Side Deflection

Search Website Content

Complexity Simple Activity
Secure collection from distributed staff
Litigation OCR - Image to Text
Eliminate manual PII identification

OCR

Scanned by CamScanner
Litigation Email Tracking
Reduce risk from undelivered customer messages

Spot Delivery Issues

Correct Bad Email Addresses

Litigation Audit Log
Track all Requester and Staff events including
emails received & documents viewed
Legislation Example Law (CA SB 1421)

Automatic staff alerts prior to 60 day

mark and requester notice every 180
days while records are withheld

Automatic check of whether criminal

investigations remain open, then disclose or
continue to withhold as the law mandates
Legislation Exemption Log
Clearly identifiable reasons for non-release

Request Exemptions

Document Exemptions

Redaction Exemptions
Legislation Reporting
Comply with State oversight requirements
 Questions?

Dennis Guzy - Microsoft Phillip Hodge - GovQA Will Repole - GovQA

Director, Intelligent Cloud Strategy Chief Sales Development Officer Chief Operations Officer
Dennis.Guzy@microsoft.com phodge@govqa.com wrepole@govqa.com

©2019 GovQA | Confidential | GovQA.com