Public Records Request Tracking Software

Many government agencies rely on a combination of email, spreadsheets, CDs/DVDs, mail, and other antiquated tools to manage their records requests. GovTransfer is a SaaS (Software as a Service) platform that consolidates your records request process into one place so you can easily manage and track all of your requests.

  • Secure & Compliant

  • Portal for Intake

  • No file limitations

  • Included Invoicing

  • Integrated Payments

  • Seemless Collaboration

  • Clear Deadlines

  • Integrated Messaging

public records request tracking software

Agencies using the Records Request module:

Holyoke Police Department
Arvada Police Department
Bay County Sheriffs Office Florida Logo

Records Requests

GovTransfer is the premier records request tracking software for government. Our platform allows you to easily intake, track, and respond to requests for records. With our secure and user-friendly interface, you will be able to stay on top of your workload and make sure that nothing falls through the cracks.

Intake

Enable requestors to submit their request through your online portal or enter written requests yourself.

Route

Automatic routing makes assignments a breeze. GovTransfer makes it clear who is the primary person responsible for a request.

Collaborate

Effortlessly collaborate with your team members to collect and review files.

Invoice

Create and send itemized invoices based on your fee schedule.

Your fee schedule can be made visible to requestors and updated at any time.

Collect Payment

Requestors can pay online with a credit card through their account. Cash, check, or other manual payments can be recorded as well.

Our integrated payment portal does not require any integration and provides a seamless interface for your requestors.

Share Files

Share the responsive records with the requestor through the portal. There are no limits on the types of files, the number of files, or the size of files.

Designate which files should be shared upon invoice payment.

Improve the Tools.

Simplify the Process.

Your future self will thank you.

See it in Action!

FAQs

Our records request tracking software is licensed per user and billed on an annual basis.

Records requests submitted through your portal can be routed in a number of ways. Most commonly, requests are routed based on the type of request being submitted. Initially, a request can be assigned to an individual or dropped in a ‘bucket’ or ‘queue’. We recommend that requests be ultimately assigned to an individual so that everyone knows who is primarily responsible for the request.

Yes. There is no limit on the sizes of files or the type of files that can be uploaded and shared.

Yes, GovTransfer is a configurable platform and is flexible enough to meet the public records laws, open records laws, or FOIA laws depending on your state or region.

Yes. The invoicing module can be customized to match your fee schedule. We can accommodate charging for time (including free periods of time), pages, redaction, fixed/flat rate, ad hoc charges, and more.

No integration is needed. GovTransfer has built-in payment integration.

Checks are sent out on or around the 15th of each month for the prior month’s transactions. Example: Funds collected from January 1-31 will be sent in 1 check on February 15th. Detailed reporting is provided detailing which transactions are included in each payment and which invoices they are associated with.

Yes, GovTransfer is a workflow automation platform for government agencies and can be used for a wide variety of applications and processes.

Requestors are able to create their own account that will enable them to submit requests, track progress, communicate with your staff, pay invoices, and download files.

GovTransfer Core Platform

User friendly

  • Fast Implementation

Get up and running in days, not months.

  • Modern User Interface

Our modern and intuitive ‘single user experience’ makes learning and using GovTransfer a breeze.

Secure

  • Premium Hosting

Hosted on exclusive Microsoft Azure Government Cloud

  • High Compliance

The GovTransfer application and our company go beyond the standards outlined in the FBI CJIS Security Policy

Learn more

Compliant

  • Never Miss a Deadline

Track due dates and manage priorities to ensure that you never miss a deadline or go past due.

  • Audit Trail

Unique logins and full audit logs ensure that every action is tracked and that your agency stays compliant.

Schedule a demo.

We will review your process, understand your objectives, give you a demo, and help you determine if GovTransfer is right for you.

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