To: MAYOR AND CITY COUNCIL
From: ELEANOR MANZANO, CITY CLERK
MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
TITLE
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APPROVE AN AGREEMENT FOR THE PURCHASE OF JUSTFOIA PUBLIC RECORDS REQUEST MANAGEMENT SOFTWARE AND IMPLEMENTATION SERVICES FROM MCCI LLC FOR A THREE-YEAR TERM WITH A TOTAL NOT TO EXCEED COST OF $71,142
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EXECUTIVE SUMMARY
Staff recommends the purchase and implementation of the JustFOIA public records request management system from MCCI, LLC to modernize and streamline the City's response to requests made under the California Public Records Act (CPRA). JustFOIA provides a platform for intake, tracking, data collection, redaction, format standardization, and fulfillment of public records requests, much of which is being performed manually by staff today. Implementation of JustFOIA will improve efficiency, reduce response times through automation, centralize tracking, and enhance transparency by providing a consistent workflow for responding to public records requests that can be audited, as needed.
BACKGROUND
The City currently receives and tracks public records requests under the California Public Records Act (CPRA) through the City's Comcate customer relationship management system, Access Redondo. While this system allows the City to log requests and assign them to Departments, it does not provide tools to support the remainder of the public records request process.
Once a request is entered into the system and routed to the appropriate Departments, the collection of responsive records, deduplication of documents, redaction of sensitive information, Clerk's Office and/or Legal review and final fulfillment of the request are all performed manually by staff. As the volume and complexity of requests has increased, this process has become increasingly resource intensive and currently requires the effort of more than one full-time equivalent (FTE) staff member to manage.
To address these challenges, a strategic planning item was include...
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