Public Records Requests Training

1. Public Records Requests Training

2. Mission Create a centralized public records requests process and technology method that would provide a more proficient, standardized tracking and documenting system for Orange County Government

3. PRESENTATION OUTLINE Statutory Law & County Regulation Types of Requests Countywide Totals Deliverables Moving Forward

4. Statutory Definition Florida Law The Florida Supreme Court - Section 119.011 (12) has interpreted “public records” as all materials (papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission) made or received by an agency in connection with official business which are used to perpetuate, communicate or formalize knowledge

5. County Regulation County Administrative Regulation (Sect. 2.06) Defines Public Records Public Records are not limited to traditional written documents Outlines Official Records Custodians: Central HR Division Information Systems & Services Office of Management & Budget Procurement Division Orange County Clerk to the BCC County Departments & Divisions

6. PRESENTATION OUTLINE Statutory & County Regulation Types of Requests Countywide Totals Deliverables Moving Forward

7. Types of Requests Standard Requests that can be provided in the normal course of business and could take a minimal amount of staff time to produce or complete (Arrest Report, Inmate Booking Photo, etc.) Complex Requests that are not produced in normal course of business that may take over 15 minutes to research or may impact more than one County department/division (Legal/Litigation, Media Request, etc.) Time Intensive Requests that are not complex but because of their volume or intensity they may take more than a standard amount of time to research and process (Numerous E-mails, Texts, HR Records, etc.)

8. Data Collection Criteria Average Number of Requests Approximate Time Spent Number of Staff Assigned Department Process

9. PRESENTATION OUTLINE Statutory & County Regulation Types of Requests Countywide Totals Deliverables Moving Forward

10. Countywide Totals Total Number of Requests: Over 33,000 annually Standard – Over 13,000 Complex – Over 3,500 Time Intensive – Over 16,000 Total Number of Hours Spent: Over 20,000 annually Internal Process: All County Departments/Divisions have some type of internal system already established

11. CEDS Average Number of Requests: 8,000 annually Standard – 4,895 (61%) Complex – 437 ( 6%) Time Intensive – 2,668 (33%) Approximate Time Spent: 3,500 hrs. annually Types of Requests: Building, Zoning, Concurrency, Planning Number of Staff Assigned: 1 FT w/10-12 members across the dept. that assist on a part time or as needed basis Development Services Specialist Internal Process: Yes

12. Corrections Average Number of Requests: 7,518 (Media and Inmate Administration) Standard – 3,735 (50%) Complex – 14 (Less than 1%) Time Intensive – 3,769 (50%) Approximate Time Spent:Over 2,500 hrs. annually Types of Requests: Arrest Reports, Mug Shots, Inmate Records, Jail Stats EEOC Complaints/Lawsuits Number of Staff Assigned: Risk Management Analyst, Multi-Media/Special Projects Coordinator, Communications Assistant Internal Process: Yes

13. Human Resources Average Number of Requests: 3,791 Standard – 2,097 (55%) Complex – 860 (23%) Time Intensive – 834 (22%) Approximate Time Spent: Over 2,200 hrs. annually Types of Requests Employment Verifications/Worker Compensation Union Requests, Other Government Agency Media, Depositions or Subpoena Court Appearance Number of Staff Assigned: HR Doc Management Analyst, HR Assistant Internal Process: Yes

14. Information Systems (ISS) Average Number of Requests: 3,625 (FY ‘12) Standard – None Complex – 363 (10%) Time Intensive – 3, 262 (90%) Approximate Time Spent: Over 4,000 hrs. annually Types of Requests: E-mails, Texts, Videos Other Constitutional Offices (OCSO) Reports on all electronic data stored on county systems Number of Staff Assigned: Microcomputer Specialist Enterprise Administrator Student Intern Internal Process: Yes

15. Fire Rescue Average Number of Requests: 2,940 Standard – 1,470 (50%) Complex – 882 (30%) Time Intensive – 588 (20%) Approximate Time Spent: 15 mins. – Several Weeks Types of Requests: Fire and Medical Reports 9-1-1 Calls, Hazardous Material Spills State Attorney Requests and Law Enforcement Children and Families Services Union Related (Grievances, PDHs, Arbitrations) Number of Staff Assigned: FT Records Custodian/HR Asst. Internal Process: Yes

16. PRESENTATION OUTLINE Statutory & County Regulation Types of Requests Countywide Totals Deliverables Moving Forward

17. Deliverables Work Flow Process Cost Schedule & Invoice Training Technology

18. Deliverables Work Flow Process Cost Schedule & Invoice Training Technology

19. WORK FLOW PROCESS Submit Public Records Requests: E-Mail (PublicRecordRequest@ocfl.net) Walk In Phone Mail Any type of request made, requestor can remain anonymous

20. WORK FLOW PROCESS Request Submitted Response Time: Instantly or Up to 1 Business Day Entered in System and Assign Tracking Number Review Team Electronic Acknowledgement to Requestor if Email Provided Standard Complex Time Intensive Payment Made Requestor Receives Request Calculate Estimated Research Time & Cost (Once Determined) Processing Time: (Depending on Nature of Request) Up to 7 Business Days Notify Requestor of Cost Deposit/ Full Payment Made Request Processed Requestor Receives Request

21. Deliverables Work Flow Process Cost Schedule & Invoice Training Technology

22. Cost Schedule Standardize Costs (Countywide) Printing/Copying costs will be assessed in accordance with Florida Statutes Labor costs will apply to record requests that require more than 15 minutes of staff time Labor costs will be assessed in 15 minute increments (Note: For requests over $100, a deposit may be required; under $100 total amount due maybe required) Labor costs should be calculated based on the lowest employee’s rate of pay that processes the request

23. Public Records Invoice

24. Deliverables Work Flow Process Cost Schedule & Invoice Training Technology

25. Training Coordinate internal procedures/guidelines with HR and Legal departments Structure training sessions on new process and technology for Public Records Requests Unit and department liaisons Create Training Manual and “Frequently Asked Questions/Quick Facts” sheet for Staff

26. Deliverables Work Flow Process Cost Schedule & Invoice Training Technology

27. Technology Tracking An internal tracking number will be automatically/electronically assigned to each request received via centralize database Data tracked will include: Nature of request Identifier making request (Initials, E-mail, etc.) Status of production (Entered, updated or closed)

28. Technology Production The following internal process will occur upon receipt of a public records request: Electronic or hard copy notification will be generated to the requestor as follows: Confirming that the request is received and is being evaluated, If the request requires additional time or expense, notifying requestor of this information when available, If payment is required and has been made, notify requestor that process has started and then confirm when the request has been fulfilled and is ready for delivery/pick up

29. Technology Production The appropriate department will input the request via the centralize database for tracking purposes If another County department needs to review the request, the department liaison will retrieve and forward the request via the central database Archival The computer database will track and store all requests received and entered into the County tracking system

30. Technology The Government Contact Tracking System (GCTS) is currently used Countywide to: Collect information about clients Track client requests Generate work orders based on request requirements Route work orders across the County Track request and work order status

31. Technology GCTS is currently being used for a variety of purposes including: 3-1-1 client and issue tracking Public Works Windshield Surveys Emergency Operations Center request processing EPD and Public Works issue mapping

32. PRESENTATION OUTLINE Statutory & County Regulation Types of Requests Countywide Totals Deliverables Moving Forward

33. Moving Forward… Phase I (December 2013 – January 2014) Establish Department Liaisons that will be responsible for tracking, record retrieval, production of copies and archival of requests Provide and create structured training for staff Countywide

34. Moving Forward… Phase II (January 2014 – February 2014) Full implementation of new process and technology Countywide Create and provide “Quick Facts” and “FAQ” Section of County website SOFT LAUNCH DATE: FEBRUARY 3, 2014!!!

35. Moving Forward… Phase III (March 2014 – December 2014) On-Going Assessment after Implementation Phase Continue to Review Process Improvements for System Status and Potential Upgrades

36. Work Flow Scenario Public Records Request Time Intensive/Complex Land/Real Estate Issue Requested all communications (E-mails, Texts, Meeting Minutes, Etc.) for past year County Commissioner’s Office, County Administrator’s Office, Real Estate, Building & Zoning and Legal

37. Point of Contacts Ronda Robinson – County Administration (407) 836-2857 Brandy Davis – 311 Customer Services/Trainer (407) 836-4291

38. “Q & A Time” ANY QUESTIONS ???

39. Public Records Requests Training