Public Records Management

Respond to records requests in record time

Satisfying public records requests is increasingly complex and resource intensive. Government organizations need to be able to rapidly search and produce content from text messages, social media platforms, email and collaboration tools. Failing to do so quickly and accurately risks damaging public trust and can lead to fines and legal implications.

Smarsh provides government organizations with a truly modern approach to records management and production. We simplify the capture and search of communications data so that you can efficiently respond to requests using a single, comprehensive solution. This reduces the risk of delayed or incomplete responses, reduces the burden on IT and legal teams, and ultimately builds public trust and transparency.

Public records production

The industry-leading Smarsh Archive integrates seamlessly with a public records portal. This enables government organizations to quickly and accurately respond to public records requests without overreliance on IT teams. The end-to-end solution securely captures and archives all electronic communications, including email, text messages, social posts and instant messaging. Search results can then be redacted, and relevant records are shared through the constituent-facing portal.

Watch this short video on the ease of producing a public record request.

Key public records management challenges

Challenges

Our Solutions

A public-facing portal

Constituents can access their government’s public records system, and efficiently file and track their records requests. Government organizations can respond efficiently and quickly to requests for records, including archived communications.

Seamless content management

Government organizations need to be able to seamlessly export, upload, and redact records content. Our solutions ensure that you can export messages from the Smarsh archive while quickly and easily building records cases. Related records can be uploaded into the NextRequest portal for review, reporting or training.

Indexed & unified archive

Electronic communications need to be captured and indexed in a way that enables effective search and production. Smarsh captures the industry’s widest breadth of electronic communications, with support for more than 80 channels of email, text messages, social media, instant messaging/collaboration and more. This content is indexed so that teams can review fully threaded conversations with the full context of messages, updates, and comments in one consolidated place.

Easy delivery & payment

We make it easy to manage and deliver records requests, either through our public-facing portal or privately to the requestor. Requests with sensitive images and texts can be easily redacted. Payments are received online and routed directly to the selected agency account.