HomeMy WebLinkAboutIR 8766INFORMAL REPORT TO CITY COUNCIL MEMBERS
To the Mayor and Members of the City Council
Date: April 25, 2006
SUBJECT: OPEN RECORDS /PUBLIC 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
Attorney'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 continues to grow, up over 52.5 %
from this point last fiscal year. March 2006 exceeded all previous months on record. There are three
primary reasons for this increase.
1. The public and press continue to grow in their awareness o� 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 2005/2006, 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.
harles R. Boswell
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
I F l
u City of Fort Worth
Public Information Request Statistics
Mid -Year FY2005 -2006
_010
a�
Totals by Month
2005 October
November
December
2006 January
February
March
Request Volume
445
21.2 day
392
Police
986
38%
431
IT Solutions (PD)
718
28%
517
Development
225
9%
Fire
198
8%
Environmental Mgmt.
156
6%
Human Resources
132
5%
Code Compliance
101
4%
Health
74
3%
Municipal Court
44
2%
Water
37
1%
Finance
33
1%
TPW
33
1%
IT Solutions
23
1 %
City Secretary's
Office
21
1 %
Community Relations
13
1%
CMO
12
<1%
Engineering
12
<1%
Public Events
9
<1%
Retirement Office
9
<1%
Planning
5
<1%
Economic
3
<1%
Development
PACS
3
<1%
Aviation
2
<1%
Legal
2
<1%
Budget
1
<1%
Housing
1
<1%
_010
a�
Totals by Month
2005 October
November
December
2006 January
February
March
Mid -Year Daily
Total Avg.
FY 2006 2568 20.5
FY 2005 1681 13.4
Percentage Increase 52.5%
PUBLIC INFORMATION REQUESTS
Daily Avg.
445
21.2 day
392
19.6 day
333
15.9 day
431
21.6 day
450
22.5 day
517
22.5 day
Mid -Year Daily
Total Avg.
FY 2006 2568 20.5
FY 2005 1681 13.4
Percentage Increase 52.5%
PUBLIC INFORMATION REQUESTS