HomeMy WebLinkAboutIR 9526 INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9526
To the Mayor and Members of the City Council December 4, 2012
Page 1 of 2
SUBJECT: Annual Open Records/Public Information Response Update
Ya73
The purpose of this report is to provide an annual update to City Council on the management of
open records and public information requests.
The mission of the City's open records/public information program is to make the City more
responsive and transparent to the public and to ensure the security and integrity of information
being released. The Records and Information Management (RIM) Office performs the receipt,
distribution, and tracking of public information requests received by the City, with systematic
review for release performed by the City's Law Department.
The City received and responded to 7,873 requests for public information in FY2011-2012. This
is a four percent increase from the previous year and an increase of nearly 1,300 percent since
the year 2000. July 2012 set an all-time record for one month with 791 requests. However, for
the first time in twelve years, seven months experienced decreases in public information requests
compared to that same month last fiscal year.
This is due in some measure to several initiatives to enhance the direct availability of documents
and information to citizens, without the need to submit formal public information requests. The
City Secretary's Office and RIM are helping to lead a project to expand Laserfiche electronic
document management of its own holdings, as well as to deploy Laserfiche in select divisions of
the Human Resources, Police, Library, and Water Departments. This effort is intended to move
the City along its path in realizing greater efficiency and transparency of enterprise information
management.
In addition, RIM is teaming with several departments, IT Solutions and the Law Department to
install web links to public documents. The Police Department, which accounts for over 60% of all
public information requests recently installed web page for searching select "public" copies of
incident reports on the City's main public information request web page. Other links, such as to
Municipal Courts documents, are being placed on the public information portal web page to assist
citizens in document retrieval.
The RIM 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. Especially through the use of web portal automation, same-day distribution of all
requests and multiple follow-ups with departments to monitor status ensures maximum
compliance and responsiveness.
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 9526
To the Mayor and Members of the City Council December 4, 2012
Page 2 of 2
SUBJECT: Annual Open Records/Public Information Response Update
Ya73
Attached is a breakdown of departmental public information requests received by the City in the
first half of fiscal 2011/2012, 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.
Tom Higgins
City Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
PUBLIC INFORMATION REQUEST STATISTICS FY 2012
PUBLIC INFORMATION REQUESTS
12 YEAR PROGRAM GROWTH > 1300%
9000
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7000
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5,500
5000
3,966
4000
2,791
3000
2000
1,482
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Public Information Requests
FY11 - FY12 Monthly Comparison
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