Best Public Records Management Software
Public records management software helps government agencies archive, manage, and digitize public records, often for the purpose of supporting Freedom of Information (FOI) requests made by citizens; common documents include land records, marriage licenses, birth and death certificates, and legal contracts. Public records management solutions automate workflow to route records requests, regardless of how they were received, to the appropriate parties and handle payment processing. They also ensure the privacy and security of sensitive government information, redacting documents to prevent disclosing confidential details to citizens. Typically, these products provide a front-end public portal to enable searching of public records and collection of citizen requests for said records, and requesters can track their request from intake to completion.
Internally, these solutions offer government agencies similar functionality as enterprise information archiving software. In the United States, federal agencies are mandated to manage all records electronically as of 2020; therefore, public records management systems are now a necessity for many American government entities. They allow agencies to upload and store many of their records electronically, with indexing features for quick retrieval to respond to requests. Public records management software also maintain audit trails for all records to monitor when they are accessed and by whom. Most solutions offer reporting and analytics features to track performance metrics and identify trends in the types of records requests being made.
To qualify for inclusion in the Public Records Management category, a product must:
Best Public Records Management Software At A Glance
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- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Everlaw uses advanced technology to solve complex legal challenges. The collaborative, cloud-based software for litigation and investigations, Everlaw empowers law firms, corporations, and government
- Paralegal
- Attorney
- Law Practice
- Legal Services
- 47% Small-Business
- 42% Mid-Market
3,991 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Tyler Enterprise Records Management is a fully integrated land and official records solution for county governments. Transform the efficiency and productivity of your recording office with Enterprise
- 37% Small-Business
- 32% Mid-Market
4,604 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
With JustFOIA, managing records requests has never been easier! This flexible and configurable solution walks you through every step of the way - from intake to delivery. Automation capabilities save
- Government Administration
- 65% Mid-Market
- 19% Small-Business
34 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
At Relativity, we make software to help users organize data, discover the truth, and act on it. Our SaaS product, RelativityOne, manages large volumes of data and quickly identifies key issues during
- Project Manager
- Manager
- Legal Services
- Law Practice
- 46% Mid-Market
- 35% Enterprise
6,503 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Simplify your complex, content-driven business needs with one comprehensive low-code digital transformation platform. A unified, cloud-based low-code platform for automating end-to-end processes and c
- Banking
- Financial Services
- 58% Enterprise
- 22% Mid-Market
3,314 Twitter followers
- Overview
- User Satisfaction
- Seller Details
NextRequest by CivicPlus streamlines the records request workflow, allowing for swift receipt, routing, and release of records through an all-in-one, modern online portal. Our open records request sof
- Government Administration
- 46% Enterprise
- 46% Mid-Market
2,908 Twitter followers
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
RequestPro’s Public Records Request Management Platform is a secure, highly effective, time-saving solution to the administrative burden of a heavy workload of Freedom of Information Act (FOIA) and Pu
- 70% Small-Business
- 20% Mid-Market
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
GovOS powers the licensing and registration, tax and compliance, and public records workflows for cities, counties, and state agencies. GovOS enables governments to maximize revenue, increase complian
- 43% Mid-Market
- 43% Small-Business
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
MyGov is a simple, web-based, work from anywhere, work with Community's Development software suite.
- 60% Small-Business
- 33% Mid-Market
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
ArkCase is a leading open-source case management solution that is FedRAMP authorized. ArkCase provides OOTB solutions for legal case management, complaint management, FOIA, public records request, eF
- Information Technology and Services
- 50% Mid-Market
- 40% Small-Business
22 Twitter followers
- Overview
- User Satisfaction
- Seller Details
With ZyLAB One, perform fast, defensible eDiscovery with an easy-to-master eDiscovery platform from start to finish in one platform. Easily weed out documents that are not relevant for further revi
- Legal Services
- 43% Small-Business
- 30% Mid-Market
- Overview
- Pros and Cons
- User Satisfaction
- Seller Details
Accela is a foundation of powerful, trusted and secure cloud solutions designed to fit government agencies of all sizes.
- 38% Small-Business
- 38% Mid-Market
2,657 Twitter followers
- Overview
- User Satisfaction
- Seller Details
GovQA is the #1 Provider of Public Records and Compliance Solutions for Government. They enable the nation's top cities, counties, and state agencies to process complex work among all systems within a
- 100% Mid-Market
22,925 Twitter followers
- Overview
- User Satisfaction
- Seller Details
Our mission is to discover your particular needs and craft a solution that best meets them. We have tools that can integrate with what you already have and solutions that can stand alone to help your
- Overview
- User Satisfaction
- Seller Details
AIRLIFT Respond tracks the time and costs associated with your requests.
460 Twitter followers
Learn More About Public Records Management Software
What is Public Records Management Software?
Public records management software helps government agencies and public sector organizations efficiently manage and maintain public records. Public records are official documents and information created and kept by the government, public institutions, or other organizations accessible to the public. These records are subject to certain legal and privacy restrictions.
Public records management systems offer government agencies a centralized and digital end-to-end solution for organizing, tracking, storing, retrieving, and disposing public records. These products streamline the entire records lifecycle, from creation to disposal, ensuring compliance with legal and regulatory requirements.
Conversely, citizens interacting with public records benefit from the transparency and accessibility of public records management software. The software enables citizens to request public records more efficiently by offering public portals and tracking mechanisms, encouraging greater civic engagement.
By enhancing citizens' ability to request and receive public records, these software products foster a stronger sense of accountability and cooperation between government bodies and the public they serve.
What are the Common Features of Public Records Management Software?
The following are some core features within public records management software that can help users in several ways:
Document capture and storage: This enables the digital capture and storage of public records, ensuring efficient filing, indexing, and retrieval of information, thus improving accessibility and retrieval.
Role-based access: This enables administrators to establish and oversee user permissions, ensuring that only authorized personnel can access designated records. This feature helps maintain data confidentiality and prevents unauthorized disclosure of sensitive information.
Redaction: Redaction helps selectively block out sensitive information within documents that invades personal privacy and compromises security. Digital redaction features automate this process by establishing exemption rules that apply to all documents, ensuring specific types of information, such as social security numbers, phone numbers, and medical records, are obscured when public records requests are made.
Workflow automation: Automated workflows streamline review and approval processes for public records. Its flexible design allows customization to meet the unique requirements of different organizations, thereby improving the overall request processing time. The software can also automate various tasks, such as record classification, data entry, request routing, and notification systems, with customizable templates, reducing manual workload and increasing the overall efficiency of public records management.
Collaboration tools: Multiple departments or users can simultaneously collaborate, view, and work on public records. It also allows the requesters and staff to communicate if questions arise while fulfilling the request.
Compliance monitoring: Public records management software assists in monitoring and managing compliance with relevant laws and regulations governing public records. It helps track record retention schedules, deadlines, and other compliance requirements to avoid legal issues and penalties.
Audit trail: Public records management systems create a detailed audit trail that logs all activities related to public records, including user actions, document modifications, and access attempts. This feature promotes transparency and accountability and helps address potential issues or discrepancies.
Dashboards and reporting: The dashboards and reporting features visually represent key performance indicators (KPIs), record metrics, and data analytics related to public records management involving stakeholders. This enables administrators to make decisions, identify trends, and optimize processes.
Public portal: Citizens can utilize the portal for efficient request management. As milestones are reached, the system can send notifications to citizens, keeping them informed about the status of their requests. The portal also facilitates communication between citizens and government staff.
Payment processing: Citizens can pay online if there are fees associated with a records request. These tools can maintain a record of financial and biographical information and produce invoices for offline billing.
What are the Benefits of Public Records Management Software?
Public records management software has a variety of benefits. They are:
Data security: It safeguards sensitive records from unauthorized access and data breaches using robust data security measures. The software mitigates the risk of data loss by adhering to stringent data protection regulations and implementing standardized organization practices. This software enhances disaster preparedness by offering secure data storage solutions like cloud-based repositories and regular automated backups.
Records transparency: It promotes transparency by providing a clear and organized platform for accessing and sharing public information with stakeholders. The software enhances public trust and confidence in government agencies by providing a transparent and accountable system.
Increased productivity: Finding records can take time. Public records management systems allow requesters to digitally search files and offer online request functionalities, saving time, reducing costs, and increasing productivity. Features like user-friendly reports that help identify bottlenecks and track requests, automated workflows, and task notifications help amplify employee efficiency and timely fulfillment.
Ensure regulatory compliance: Robust features and automated processes help ensure adherence to regulatory requirements related to public records management. By maintaining accurate and up-to-date records, the organization can minimize the risk of litigation and legal consequences, promoting a compliant and legally sound environment.
Who Uses Public Records Management Software?
Citizens: In the United States, the open record laws—Freedom of Information Act (FOIA)—mandate the complete or partial disclosure of unreleased or unshared data and documents managed by U.S. federal, state, or other public entities upon request. Similarly, numerous governments globally have their versions of this legislation. Government agencies use public records management software to retrieve and share public records with citizens upon their requests made through the public portal of the software.
Government agencies: Management of public records for government agencies is crucial. State, federal, and local governments produce public records constantly. These records provide insight into conduct and actions taken that are of public interest. Public records request management software allows government organizations to accept, process, and respond to FOIA requests.
Legal teams: Legal teams use public records management software to access legal documents, court records, and other public information crucial for case management, conducting research, and preparing legal arguments efficiently and accurately.
Media and journalism outlets: Journalists utilize public records management systems to access government records, public data, and historical information, enabling them to investigate stories, fact-check information, and provide reliable and accurate news.
What are the Alternatives to Public Records Management Software?
Alternative solutions that can partially replace public records management software include:
Enterprise content management (ECM) systems: ECM systems offer comprehensive records and document management capabilities, advanced workflow, and collaboration features. While ECM solutions can effectively handle public records, they often require more extensive configuration to address the specific legal and compliance nuances required for public sector record management.
Enterprise information archiving software: Enterprise information archiving software can securely store and manage large volumes of critical information, providing long-term storage and efficient retrieval capabilities for archived public records.
Software Related to Public Records Management Software
Related solutions that can be used together with public records management software include:
eDiscovery software: eDiscovery software assists in searching for and retrieving specific documents from the public records management system relevant to legal cases. This process decreases the chance of overlooking important details. Moreover, the software enhances reporting and analysis capabilities, ultimately bolstering legal decision making.
Citizen engagement software: Citizen engagement software facilitates interaction between government entities and citizens, and when combined with public records management software, it enables transparent public access to government information, feedback, and services, fostering a more engaged and informed citizenry.
Challenges with Public Records Management Software
Public records management software can come with its own set of challenges.
Digital transformation and legacy data: Many public records were traditionally kept in physical formats but are now being digitized. Transitioning from paper-based systems to digital formats while preserving the integrity and accessibility of historical records can be complex. Users have cited data accuracy, consistency, and completeness issues during the migration process.
Data privacy: Despite all the security features public records management software offers, potential data privacy concerns persist. Data breaches remain a risk, as even the most secure systems can be vulnerable. Additionally, improper access, insider threats, lack of user awareness and training, and evolving regulations can create complexities in safeguarding public records.
How to Buy Public Records Management Software?
Requirements Gathering (RFI/RFP) for Public Records Management Software
Gathering as much information as possible is crucial while planning to purchase public records management software to ensure that the software meets the organization's needs. Here are some questions to ask while searching for a public records management software solution:
- What are the key features?
- Is the software intuitive and easy to use, or does it require extensive training?
- Is the software customizable to align with the organization's needs and workflows?
- How does the software ensure the security and confidentiality of sensitive public records?
- Is it compliant with the relevant regulations and standards for public records management, such as HIPAA or GDPR?
- Can the software integrate with other systems the organization uses?
- Does the vendor offer training for the team on how to use the software, and do they offer continuous technical support if issues arise?
- What is the price structure, and does the cost include licensing fees, implementation costs, and ongoing maintenance?
- Can the software handle the potential growth of the agency's records management needs over time, and are there additional costs associated with scaling up?
- Can the software assist in migrating existing public records from the current system with data integrity?
- Does the vendor provide regular updates and improvements to the software, and are the updates included in the pricing, or do they require additional costs?
Answering these questions might be difficult. However, they provide a solid base to build the long list.
Compare Public Records Management Software Products
Create a long list
Given the number of options to choose from in the public records management software market, evaluating and comparing the responses to the above questions is crucial. At this stage, it is also essential to evaluate the vendor’s reputation and buyers' experiences from similar organizations by reading authentic user reviews on G2.com.
Create a short list
After compiling responses to the above question and comparing them, the next step is to delve into each public records management software with more scrutiny. Buyers need to make a more detailed side-by-side comparison to check whether the software aligns with the organization's requirements.
This includes evaluating additional features and functionalities beyond essential public records management system features that would benefit the organization. Buyers can use G2 reviews and comparison features to compare products and narrow their list.
Conduct demos
After shortlisting the vendors, buyers can request demos to get hands-on experience and evaluate the suitability of the software for their specific needs. It is important to note that for a seamless demo experience, users should ensure that the vendor is well-informed about their needs and requirements in advance. This preparation enables the vendor to tailor their presentation effectively.
During the demo, users should explore various aspects, such as testing the software's document scanning and upload capabilities, understanding the functionality of the redaction feature, and learning the software's workflow for managing requests. Understanding how the software streamlines the process for citizens making requests versus employees responding to these requests provides valuable insights into the software's practicality and user-friendliness.
By simulating scenarios and seeking detailed explanations into specific areas, users can better understand how the software aligns with their operational needs and regulatory compliance, enabling a well-informed decision-making process.
Selection of Public Records Management Software
Choose a selection team
Choosing the right selection team to decide the best software solution is critical. The selection team for public records management software should include different personas with the required skills, interests, and time from the records management team, IT team, legal and compliance team, and key leaders from different departments.
Negotiation
Pricing is a key decision that could make or break a deal. The buyers must discuss the pricing structure and check if there are licensing fees or any additional costs. Buyers can request quotes from multiple vendors, compare them, and use them as leverage to negotiate better terms with their preferred vendor.
The buyer must pay attention to contract terms, including the length of the agreement and renewal terms, and can negotiate terms that work for their organization's long-term needs and should not hesitate to ask for discounts, especially if they are considering a long-term commitment. Once the buyer has reached an agreement, they must ensure that the negotiated terms are documented in the contract to avoid misunderstandings later.
Final decision
Buyers can opt for a software trial if possible. Trialing the software allows users to evaluate its features practically. Post-trial, users can collect feedback that contributes to the ultimate decision-making process. The final decision requires consensus from the entire selection team, which guarantees alignment with the organization’s requirements.
What Does Public Records Management Software Cost?
The cost of public records management software is influenced by factors like industry, geographical region, features and functionality, and the company offering the software.
There are generally two main ways to purchase this software—a one-time purchase or a subscription model. The upfront cost of a one-time purchase is higher than that of a subscription, but it eliminates ongoing fees for using the software year after year. On the other hand, a subscription model is usually more cost-effective upfront. It allows more flexibility, but it might limit how many users can access it at once.
Customization and integrations might also result in additional expenses. Therefore, getting exact quotations for all the features offered by different vendors and comparing them is crucial. Many vendors also offer free trials or limited versions of public records management software for organizations to try before making a financial commitment.
Public Records Management Software Trends
Increasing adoption of cloud platforms
Cloud offers remote accessibility, scalability, cost efficiency, and automatic updates, fostering collaboration while enhancing security and ensuring compliance with laws. Organizations benefit from reduced IT overhead and robust disaster recovery.
Integration of AI capabilities
AI and automation are being integrated into public record management software to streamline record management processes, categorize data, and enhance search capabilities. This has improved the overall efficiency of records management by reducing manual effort.
