FOIA / Open Records
FOIA / Open Records
Every open records request. Closed on time.
Track and respond to all FOIA related queries by connecting to BallotDA and other data repositories
Centralized intake: logged automatically from email, web, or in-person
Full-text search across election records, assets, and reports
Deadline tracking with calendar alerts
Notes, attachments, and communication log per request
FOIA data feeds into Election Help Desk for integrated records management
Video
Transparency Without the Transcripts
Managing open records requests shouldn't sink your staff's productivity. BallotDA centralizes intake and retrieval, turning weeks of manual searching into minutes of automated discovery.
Before FOIA / Open Records
✕Requests scattered across disparate email inboxes and paper logs
✕Manual searching through physical records and multiple digital databases
✕Difficulty tracking statutory deadlines across departments
✕Inconsistent response templates leading to legal/compliance risks
✕No central audit trail for inter-departmental discussions on disclosure
With FOIA / Open Records
✓Unified digital intake portal for all web, email, and mail requests
✓Full-text AI discovery across cross-departmental record repositories
✓Automated statutory deadline countdowns with multi-stage alerts
✓Standardized legal workflows with pre-vetted response templates
✓Comprehensive audit trails for every search, note, and document shared
Discovery Engine
FOIA Requests
Administrator interface for tracking FOIA requests
Global search across requests, notes, and records
Automated redaction support workflows
Secure document delivery portal for requestors
Real-time compliance dashboards for legal teams
Technical Breakdown
Key Features
- Easy Search to all the Election related files like financial reports, Poll related Recap sheets, and Ethics documents
- Quickly find any L&A reports of Poll Pads, BMDs and Tabulators
- Search the database to look up any Election Asset, History, Poll Worker profile, Training records, and payment records in seconds
- Historical search to any repository (XLS / PPT / SQL Databases / Cloud drives / Network Storage) to respond to FOIA / Open Records request
Key Benefits
- Build a search solution that would search information from 3rd party databases on-demand, saving countless man hours
- Eliminate paper waste and Go Green by digitizing the documents including tag-based search
- Collate search results to FOIA request# and legal case numbers, reducing staff workload
- Create a robust DR / BC solution that will handle unforeseen disasters like fire, flooding, etc. that can destroy paper records
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