TotalApp Docs
Ctrl K
Home
EN | TR
Go to App

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

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

ScreenScreen IDPath in the appBackground check
FOIA Request Intake & SLA Countdown Consolegov-foia-request-intake-sla-countdown/government/foia-intakeYes — freedom of information acts, request validity criteria, statutory response deadlines, requester classification rules
Document Redaction & Legal Exemption Reviewgov-document-redaction-legal-exemption/government/redactionYes — privacy laws (GDPR/KVKK/FOIA exemptions), personal data taxonomy, trade secret protection acts, law enforcement privilege precedents
Public Disclosure & Open Data Repositorygov-public-disclosure-open-data-repository/government/open-dataYes — municipal transparency directives, open data schema standards (CKAN/DCAT-AP), proactive publication mandates

Frequently Asked Questions

Does every screen's title change by country?
Yes, on all three screens in this group the entire screen title adapts to your organization's configured country — unlike the Citizen Service Requests group, where one screen keeps a fixed title and only a channel label changes. Here, all three read the same country setting and switch their full name: US/CA use FOIA-branded terminology, Turkey uses Bilgi Edinme terminology, and every other country sees a neutral international title.
Does the AI diagnostic replace legal counsel's sign-off?
No. It surfaces likely scope issues, redaction confidence, exemption recommendations, and draft catalog tags for a human reviewer — it does not replace the routing decision, the redaction lock, or the publication approval your agency already requires.
What happens after Assign & Route Request, Apply AI Redactions & Lock, or Publish to Open Data Portal?
Assign & Route Request and Publish to Open Data Portal commit the record's routing/publication fields and stay available — a request can be re-routed and a dataset can be re-published after a correction. Apply AI Redactions & Lock is permanent: once a document is locked, the action disappears from that row, since a released document's redaction is final.
Do I need a special role to use these screens?
You need a Government domain role — these are Operational screens, not governance screens, so any role-holder can use them; only Roles and the Public Personnel & Bargaining Unit Roster require admin. See Roles & Capabilities.

Pages in this section