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File #: 18-0947    Version: 1
Type: Agenda Item Status: Department Matters
File created: 6/6/2018 In control: Board of Supervisors
On agenda: 8/21/2018 Final action: 8/21/2018
Title: Clerk of the Board recommending the Board receive a status report on the countywide usage of the GovQA Public Records Act request tracking system. (Est. Time: 15 Min.)
Attachments: 1. A - 2018 Total PRA's by Department, 2. B - 2018 Time Tracking by Department, 3. C - 2018 Average Time to First Response Jan 1 to Jun 30, 4. D - 2017 Total PRA's by Department, 5. E - 2017 Average Time to First Response Jan 1 to Dec 31, 6. F - 2017 Time Tracking by Department, 7. G - 2016 Total PRA's by Department, 8. H - 2016 Average Time to First Response Apr 1 to Dec 31, 9. I - 2016 Time Tracking by Department, 10. J - Presentation, 11. Public Comment Rcvd 8-21-18 BOS 8-21-18
Related files: 16-1120

Title

Clerk of the Board recommending the Board receive a status report on the countywide usage of the GovQA Public Records Act request tracking system.  (Est. Time: 15 Min.)

Body

DEPARTMENT RECOMMENDATION

The Clerk of the Board recommends the Board hear information pertaining to the status and usage of the GovQA Public Records Act tracking system in use since April of 2016.  The last update to the Board was made on February 28, 2017.

 

DISCUSSION / BACKGROUND

The Board previously received an updates on the countywide usage of the GovQA Public Records Act requests tracking system on February 28, 2017 and November 15, 2016 (File 16-1120). 

 

Reports associated with this update generally reflect data from the system for the 2016 and 2017 calendar years and for 2018 through June 30th.  The complete reports are attached to this agenda item, however in brief the data indicates the following:

 

2018 - Total number of requests in the system through June 30, 2018 = 275

2018 - Average time to first response = 4.1 days

2018 - Total amount of time invested by county staff = 371 hours

 

2017 - Total number of requests in the system = 330

2017 - Average time to first response = 9.1 days

2017 - Total amount of time invested by county staff = 604 hours

 

2016 - Total number of requests in the system = 180

2016 - Average time to first response = 4.8 days

2016 - Total amount of time invested by county staff = 254 Hours

*System implementation effective April 11, 2016

 

ALTERNATIVES

N/A

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

N/A

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

There is no financial impact associated with this item.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

File the update accordingly.

 

STRATEGIC PLAN COMPONENT

Good Governance

 

CONTACT

Jim Mitrisin