HomeMy WebLinkAboutIR 8932INFORMAL REPORT TO CITY COUNCIL MEMBERS
.t.
To the Mayor and Members of the City Council
No. 8932
Date: April 22, 2008
Page 1 of 1
SUBJECT: OPEN RECORDSIPUBLIC INFORMATION RESPONSE UPDATE
The purpose of this report is to provide a semi - annual update to City Council on the management of open
records and public information requests.
The Records and Information Management Office performs the receipt, distribution, and tracking of
public information requests received by the City, with systematic review for release performed by the City
Attomey's Office. The mission of the City's open records/public information program is to ensure the
security and integrity of information being released from the City and to make the City more responsive to
the public.
The volume of requests for public information received by the City has grown over 900% since the
program was streamlined and centralized in the year 2000. February 2008 exceeded all previous
February's on record. There are three primary reasons for this increase.
1. The public and press continue to grow in their awareness of, and interest in, the provisions of the
Public Information Act. This is a clearly quantifiable, statewide trend.
2. Requests not previously recognized as naturally falling under the provisions and obligations of the
Act are now being handled with proper attention and care.
3. Requests for information previously handled casually by departments are now being centrally
logged and tracked with increased efficiency, including the use of facsimile and electronic scanning.
The Records and Information Management Office strives to ensure not only basic statutory compliance,
but also measurable efficiency, in responding to public information requests. Public information requests
vary in volume, scope, and complexity, and the maximum initial response time allowed by law is ten
business days. Records Management practices same -day distribution for all requests received during
business hours and actively follows up with departments after eight business days for a status report on all
incomplete requests to ensure a response from the City within its statutory deadline of 10 business days.
Attached is a breakdown of departmental public information requests received by the City thus far in
Fiscal 2007 /2008, with rounded percentages. Also included are monthly, average, and comparative totals.
This report is submitted for informational purposes. Should you have any questions, please contact Doug
Jones, Records Manager, at (817) 392 -2437.
Daft A. P.E.
City manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
City of Fort Worth
ry Public Information Request Statistics
Mid -Year FY2007 -2008
Requested Volume
FY 2008
FY 2007
Totals by Month
2%
Daily Avg.
Police
1750
52%
1377
50%
October
519
22.6 day
Planning & Development
417
12%
356
13%
November
397
19.6 day
Fire
289
9%
184
7%
December
328
17.3 day
Environmental Mgmt.
245
7%
207
7%
January
479
22.8 day
Code Compliance
160
5%
147
5%
February
455
21.7 day
Human Resources
102
3%
136
5%
March
455
21.7 day
Municipal Court
77
2%
47
2%
<1%
Aviation
5
IT Solutions
57
2%
44
2%
Health
56
2%
77
3%
City Secretary's Office
44
1 %
28
1 %
Water
41
1 %
30
1 %
TPW
25
1 %
30
1 %
Finance
21
1 %
30
1 %
Engineering
21
1 %
12
<1%
Community Relations
10
<1%
18
1%
Legal
9
<1%
1
<1%
F CMO
9
<1%
20
1%
Public Events
7
<1%
2
<1%
Budget
7
<1%
2
<1%
Aviation
5
<1%
3
<1%
Retirement Office
3
<1%
5
<1%
Economic Development
3
<1%
6
<1%
Housing
3
<1%
6
<1%
PACS
2
<1%
5
<1%
Library
1
<1%
0
0%
Mid -Year
Total Daily Avg.
FY 2008 2633 21
FY 2007 2475 19.5
Percentage Increas 6.4%
PUBLIC INFORMATION REQUESTS
FY 07 -08 MID -YEAR MONTHLY COMPARISON