Public Records Request Workflow Automation Solution

About the Program

Category: County Administration and Management (Best in Category)

Year: 2014

In November, 2013 Kitsap County’s Department of Community Development leveraged an existing internal SharePoint site to unite several inefficient, individual processes into one standardized and centralized Public Records Request workflow automation solution. This collaborative workspace is accessible to all staff, including the County-wide call center staff and County Records Managers. It is monitored through automated alerts sent to records management staff that utilize standardized templates for response to citizens. The outcome of this effort has resulted in the consolidation of multiple tracking mechanisms, a predictable and consistent response to citizens, assurance that required timeframes are met, a reduction in wait time for citizens by 20%, an increase in First Past Yield (percentage of documents that are made available within 5 business days) from 14% to 61%, and is currently being tested for County-wide implementation.