To alleviate frustration, streamline the response process, and increase transparency, the city has rolled out a new online public records request system that will allow community members and journalists to submit their queries via a centralized portal and view and track requests submitted by others.
Piedmont’s city clerk Anna Brown demonstrated the system, called NextRequest, at the Monday night City Council meeting.
A “one-stop shop”
The platform collects all actions and information related to an individual records request, including clarifying questions and responsive documents, on a single page that can be viewed anytime, by anyone, the city said in a press release on Tuesday. Brown said this centralized system will help her respond more quickly to requests, which to date have come to the city via email, and often to different departments leading to delays in response time. Anonymous requests are permitted, but without contact information, the requester will only know if a request has been filled by checking the portal regularly.
State law mandates that cities provide records related to operations, activities, and decision-making processes to the public by request within certain timeframes. This can include documents, emails, maps, audio and video recordings, and photographs. Many public records, such as meeting agendas and videos, audited financial statements, and campaign finance reports, are already available online.
NextRequest part of larger project to modernize city operations
The launch of NextRequest is part of the city’s ongoing work to modernize operations, including making more services available online. This is one of several public-facing technology upgrade projects planned for 2025, which also include online business licensing and a new city website, the city said. The city said on Monday night that digitizing records to assist with requests is also part of the modernization effort.
You can learn more about public record requests, and for step-by-step instructions for making a records request. With questions, contact City Clerk Anna Brown at CityClerk@piedmont.ca.gov.