On Wed, 8 Dec 2004 16:32:39 -0600, Aquino-Perez, Ana
<[log in to unmask]> wrote:
> Does anyone have a process and/or tool in place for your organization (that
> you would be willing to share) to track the status of records requests under
> FOIA?

first of all take a look at your internal FOIA process, ie how records
are requested, the time limitations, how they are delivered, etc. In
other words what is your business process. you should be able to map
out your process at two different levels high level and detailed (look
to Graham Charting for doing the detailed process flows), if you have
access to Visio you can map out the high-level process. Be sure to
identify all the rules associated with the process.

> I'm looking for something that would aid tracking down the status of
> records that have been frozen so we can proceed with the disposition of
> records in a timely manner.

A records management application may work for you, but I suspect a
better solution would be to integrate a workflow software application
(Ultimus, metastorm) with a record management application.

>
> This could also apply for records that have been frozen because of
> litigation. I'm also looking for a similar process and/or a tool that will
> inform the appropriate individuals when a case has been close and records
> can be disposed per their retention schedule.

a workflow solution will allow you track requests, identify the blocks
and much more. Workflow applications are very easy to use and will for
the most part integrate with other products such as word processing,
email and records management. A good workflow app can issue email
notifications, trigger other operations that are time sensitive etc.

hope this gives you some ideas


Peter Kurilecz

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