STRATEGIC PRIORITY: Government Performance & Financial Management
AGENDA DATE: September 25, 2024
COUNCIL DISTRICT(S): N/A
DEPARTMENT: City Secretary’s Office
EXECUTIVE: Bilierae Johnson
______________________________________________________________________
SUBJECT
Title
Authorize a one-year contract for maintenance and support of the SHI Government Solutions Inc. for the GovQA Public Records Request Management Software through the State of Texas Department of Information Resources, in compliance with the Public Information Act (PIA), for the period October 1, 2024, through September 30, 2025 - Not to exceed $146,587.00 - Financing: General Fund
Body
BACKGROUND
In 2015, the City of Dallas implemented the GovQA Public Records Request Management Software, in compliance with the FOIA, to comply with the Texas Public Information Act. Additionally, the use of this software has allowed enhancements in efficiency, transparency, and customer service to citizens requesting public information from the City of Dallas.
GovQA Public Records Request Management Software, in compliance with the FOIA, allows for the sharing of open records with the public via the City's web portal. Access to the open records portal is free to the public. Citizens can easily submit requests for public information, check the status of their public records requests, as well as retrieve their responsive documents electronically.
Benefits experienced by the City since the implementation and use of the GovQA Public Records Request Management Software, in compliance with the PIA, include, but are not limited to the following:
• Ability to receive and respond to public information requests received via email, postal mail and online form;
• Monitor multiple public information requests in one database and create a centralized system for processing public information requests;
• Internal workflow that allows requests to be automatically routed to the appropriate department and open records request coordinator; and
• Ability to deliver responsive documents electronically.
• Ability for requesters to electronically pay for responsive records.
Within the last year, the City has processed over 50,000 open record requests.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
General Fund |
$146,587.00 |
$0.00 |
$0.00 |