FOIA & Public Records Management
How TotalApp turns an incoming records request into a routed dossier, a defensible redaction, and a published open dataset — on the statutory clock, and under the exemption that actually applies.
How this group of screens works
The FOIA & Public Records Management group brings together the three screens that carry a public records request from intake to public disclosure: FOIA Request Intake & SLA Countdown Console, Document Redaction & Legal Exemption Review, and Public Disclosure & Open Data Repository.
All three run the same background pattern used elsewhere in Government Operations: a semantic search over the relevant legal standards — freedom of information acts and SLA mandates, privacy statutes and exemption precedents, or open data schemas and transparency directives — followed by an AI layer that synthesizes what it means for the specific request, document, or dataset in front of you.
Each screen's title adapts to your organization's country setting, so staff see the vocabulary they actually use — “FOIA” in the US and Canada, “Bilgi Edinme” in Turkey, or a neutral international term everywhere else.
At a glance
- FOIA Request Intake & SLA Countdown Console — logs incoming records requests, assesses legal scope, routes to the right department, and counts down the statutory response deadline
Screen ID:gov-foia-request-intake-sla-countdown· Doc path:/gov/foia-request-intake-sla-countdown - Document Redaction & Legal Exemption Review — detects and masks sensitive personal data, trade secrets, or security-risk content before a document is released
Screen ID:gov-document-redaction-legal-exemption· Doc path:/gov/document-redaction-legal-exemption - Public Disclosure & Open Data Repository — catalogs mandatory public datasets, validates open-data formatting, and publishes to the public transparency portal
Screen ID:gov-public-disclosure-open-data-repository· Doc path:/gov/public-disclosure-open-data-repository
Screen preview
A quick look at the screen. Use the toggle in the corner to switch between the dark and light themes.
FOIA intake with SLA countdown, redaction and open data readiness
1. FOIA Request Intake & SLA Countdown Console
Public Records Request Intake & Statutory Deadline Console
Requests for access to public records — submitted by citizens, journalists, or legal entities — are collected digitally in one console. The AI engine analyzes the legal scope of each request's wording, automatically routes it to the responsible public department, and counts down the statutory response deadline live, weighted by how much exemption risk the request carries.
Why this screen runs a background jurisdiction & scope check
A request worded too broadly, or sent to the wrong department, quietly eats into the statutory response window before anyone notices. A background check against the governing freedom of information acts and SLA mandates flags an ambiguous or overly broad request, confirms which department actually holds the records, and recalculates the countdown — before the deadline is at risk.
At a glance
- Screen ID:
gov-foia-request-intake-sla-countdown - Doc reference path:
/gov/foia-request-intake-sla-countdown - Path in the app:
/government/foia-intake
2. Document Redaction & Legal Exemption Review
Document Redaction & Legal Exemption Review Screen
Sensitive personal data (national ID numbers, addresses, health records), trade secrets, or information that could create a security risk within a document headed for public release is semantically detected and masked. The AI engine drafts automated masking suggestions and a legal justification note, citing the governing exemption clause under the relevant privacy law — GDPR, KVKK, or FOIA exemptions.
Why this screen runs a background privacy statute check
A document released with an unredacted personal identifier, or citing the wrong exemption clause, exposes the agency to real liability. A background check against the governing privacy laws, personal data taxonomy, and exemption precedents confirms the redaction is complete and the cited exemption is the correct one — before the document is locked and released.
At a glance
- Screen ID:
gov-document-redaction-legal-exemption - Doc reference path:
/gov/document-redaction-legal-exemption - Path in the app:
/government/redaction
3. Public Disclosure & Open Data Repository
Public Disclosure & Open Data Repository Screen
Council resolutions, procurement contracts, budget execution reports, and redacted FOIA responses that transparency and accountability requirements mandate be made public are semantically cataloged in one repository. The AI engine checks each dataset's compliance with international open data standards (CSV/JSON/CKAN), runs a final check for any residual data leakage risk, and publishes the dataset to the public-facing portal.
Why this screen runs a background data-leakage check
A dataset published in a non-standard format goes unused by the public it was meant to serve, and a dataset published with even a trace of unredacted personal data becomes a breach. A background check against the governing open data schema standards and transparency directives confirms machine-readability and zero residual sensitive data before the dataset goes live on the public portal.
At a glance
- Screen ID:
gov-public-disclosure-open-data-repository - Doc reference path:
/gov/public-disclosure-open-data-repository - Path in the app:
/government/open-data
Screen reference
| Screen | Screen ID | Path in the app | Background check |
|---|---|---|---|
| FOIA Request Intake & SLA Countdown Console | gov-foia-request-intake-sla-countdown | /government/foia-intake | Yes — freedom of information acts, request validity criteria, statutory response deadlines, requester classification rules |
| Document Redaction & Legal Exemption Review | gov-document-redaction-legal-exemption | /government/redaction | Yes — privacy laws (GDPR/KVKK/FOIA exemptions), personal data taxonomy, trade secret protection acts, law enforcement privilege precedents |
| Public Disclosure & Open Data Repository | gov-public-disclosure-open-data-repository | /government/open-data | Yes — municipal transparency directives, open data schema standards (CKAN/DCAT-AP), proactive publication mandates |
AI Assistant — FOIA Request Intake & SLA Countdown Console
The FOIA Request Intake & SLA Countdown Console screen ships with an embedded AI Assistant — the same right-edge panel used across TotalApp. Open it from the vertical AI Assistant tab on the right of the screen; it understands what is currently on your screen and answers in Markdown, matching the language you write in (Turkish or English).
Because a missed statutory deadline can expose the agency to legal risk, the assistant is tuned for FOIA-backlog review:
- Closest to SLA deadline — flag requests closest to their statutory response deadline.
- Redaction risk — surface requests that carry potential redaction risk.
- Unassigned requests — point out requests still waiting to be assigned to a department.
- Backlog overview — summarize the FOIA backlog by workflow state and requester type.
Tick one or more rows in the table to scope the conversation, then use Analyze selected or Summarize selected. Any answer can be saved via Save as Report (it lands in My Reports), and Add Knowledge lets you attach reference documents to ground the reply.
Engine-aware
The assistant respects your Settings → Agentic writer engine: Ollama / local-LLM / in-browser models run entirely on your machine, while API routes through the server — the panel never leaks your data to a server the selected engine can’t reach.
AI Assistant — Document Redaction & Legal Exemption Review
The Document Redaction & Legal Exemption Review screen ships with an embedded AI Assistant — the same right-edge panel used across TotalApp. Open it from the vertical AI Assistant tab on the right of the screen; it understands what is currently on your screen and answers in Markdown, matching the language you write in (Turkish or English).
Because a poorly redacted document can leak protected information or wrongly withhold public data, the assistant is tuned for redaction-quality review:
- Low auto-redaction confidence — flag documents whose automatic redaction has low confidence.
- Pending PII review — surface documents with detected personal information still pending review.
- Mismatched exemption clauses — point out documents that may have a mismatched exemption clause.
- Review-state overview — summarize documents by review state.
Tick one or more rows in the table to scope the conversation, then use Analyze selected or Summarize selected. Any answer can be saved via Save as Report (it lands in My Reports), and Add Knowledge lets you attach reference documents to ground the reply.
Engine-aware
The assistant respects your Settings → Agentic writer engine: Ollama / local-LLM / in-browser models run entirely on your machine, while API routes through the server — the panel never leaks your data to a server the selected engine can’t reach.
AI Assistant — Public Disclosure & Open Data Repository
The Public Disclosure & Open Data Repository screen ships with an embedded AI Assistant — the same right-edge panel used across TotalApp. Open it from the vertical AI Assistant tab on the right of the screen; it understands what is currently on your screen and answers in Markdown, matching the language you write in (Turkish or English).
Because an incomplete or stalled dataset undermines the agency's transparency commitments, the assistant is tuned for open-data quality review:
- Residual integrity risk — flag published datasets that still carry an integrity risk.
- Incomplete metadata — surface datasets with incomplete metadata.
- Stuck in draft — point out datasets still stuck in draft status.
- Catalog overview — summarize datasets by category and download popularity.
Tick one or more rows in the table to scope the conversation, then use Analyze selected or Summarize selected. Any answer can be saved via Save as Report (it lands in My Reports), and Add Knowledge lets you attach reference documents to ground the reply.
Engine-aware
The assistant respects your Settings → Agentic writer engine: Ollama / local-LLM / in-browser models run entirely on your machine, while API routes through the server — the panel never leaks your data to a server the selected engine can’t reach.