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Use caseUC0203

Check a public-records request against what's already been released

Every new public-records request has to be checked against everything the office already searched and released. This app reads the request and checks it against that log for you.

For the records officerGovernment & Public Sector · Legal Services

Why it matters

Today's manual process, and the same job with the app

A records officer at a public agency, working from the office's own log of past requests.

✕Today's manual process

1Read the request and guess which past releases might already cover it.
2Search the log manually, checking each matter, office and record type.
3Work out the dates subtracting what's already been searched from what's being asked.
4Miss a gap and either re-search everything or send out a file that should stay withheld.
Every request checked against the log manually

✓With the app

1The request is read and checked against the office's own log of past releases.
2Every prior release is matched by matter, office, record type and date.
3The remaining gap is worked out in seconds, not read by eye.
4The office gets a clear answer with the releases it rests on and the dates still open.
Every request checked against the log automatically

See it work

One real case: what the app reads, step by step

S. Nakamura's request for Mill Creek outfall emails matches two past releases, P-012 and P-013, that already cover it.

Check a public-records request against what's already been releasedReference appBuilt to be shaped to your process
  1. 1The request comes in An email asks for water-quality emails about the Mill Creek outfall.
  2. 2The dates it covers Everything from 1 June 2024 through 30 June 2025, nothing outside that window.
  3. 3The log has a first match P-012: past emails on this same outfall, released in full.
  4. 4And a second match P-013: the same request, filed with the other office that holds it.
  5. 5Nothing left to search Both prior releases already cover every day this request asks for.

For engineers

How it is built, and how we measured it

All fourteen steps of the build are written up, from the business case to running it in your own environment.

Kit overview →
0 of 20requests that released a withheld filemeasured in 06 Evals →
60 of 60requests fully rightmeasured in 06 Evals →
0 of 40non-duplicates sent to search anywaymeasured in 06 Evals →
1.3¢to check one requestmeasured in 07 Unit cost →

The build, step by step

14 steps

Make it yours

What you see is a reference app. We shape it to how you work.

Every part of it is built to change, and none of it means starting over.

Your rulesYour reuse window, your exemption categories, and how your office defines a repeat request.
Your recordsYour own log of past requests and releases, in the format you already keep it.
Your systemsReads from your records-management system or tracking log; nothing here closes a request on its own.
Your screensThe fields, wording and layout your records office already uses.

Want this for your team?

Talk to us

We can run this on your own request log and reuse rules, inside your environment.

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