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Sort each record by the public records request it answers

A records request names several things, but each candidate record only answers one of them, or none. This app reads the record, finds the clause it answers, and checks the dates against the request's window.

For the records officerCross-domain · Government & Public Sector

Why it matters

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

A records officer at a government agency, deciding what a request requires from each candidate record.

✕Today's manual process

1Read the record and decide which part of the request it answers, if any.
2Check the person named to make sure it's the right person, not just someone with the same name.
3Compare the dates manually against the request's date range, using a spreadsheet or the case notes.
4One wrong call means a responsive record never gets produced, or the wrong one does.
Every record read and compared manually

✓With the app

1The record is read and matched to the one clause of the request it actually answers.
2The named person is checked against the request, so a same-name mismatch doesn't slip through.
3The dates are compared automatically against the request's window, so the coverage call is exact.
4A clear determination comes back responsive or not, with the clause and the reasoning shown.
Every record read and checked the same way

See it work

One real case, read by the app, step by step

CR-0044, a position letter about depot HD-3, checked against request PR-2026-0163.

Sort each record by the public records request it answersReference appBuilt to be shaped to your process
  1. 1The record a letter from Marrowfield Regional Authority, dated 2024-02-04, about depot HD-3.
  2. 2The clause it answers Clause c2: correspondence with the fleet contractor about repairs to those vehicles.
  3. 3The window The request covers 2024-01-01 to 2024-06-30. The record is dated 2024-02-04, inside that range.
  4. 4The outcome Responsive, under clause c2: the record's own date falls inside the request's window.

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 →
58 of 60verdict and clause both rightmeasured in 06 Evals →
2 of 34responsive records missed entirelymeasured in 06 Evals →
0 of 26records pulled in by mistakemeasured in 06 Evals →
0.6¢to screen one recordmeasured 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 rulesWhich clauses count, how the date window is set, and which rule wins when two apply.
Your recordsThe documents your office already keeps, exactly as they were received.
Your systemsReads from your case management system; the determination goes back for a person to confirm.
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 records and requests, inside your environment.

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