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RTI / FOIA Management
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RTI / FOIA Management · Available now

Follow public records requests to a reasoned outcome.

RTI / FOIA Management tracks a public records application from submission through verification, review, a reasoned decision, appeal and closure. The case carries its applicant, assigned officer, submission date, due date and state.

Start now Download Proto
  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewOpen Cases
RTI / FOIA Management · Cases

Open Cases

Cases in one list

New ca
Cases in view
6
Submitted
1
Verification
1
Review
1
Submitted1
Amina YusufCSS-41162
12 Oct
Add
Verification1
Amina YusufCSS-28947
31 Oct
Add
Review1
Jin ParkCSS-75240
13 Oct
Add
Approved1
Amira HassanCSS-42550
25 Oct
Add
Appealed1
Nisha VermaCSS-81538
03 Nov
Add
Amina YusufCases · CSS-41162
Submitted
Assigned toTariq Rahman
Submitted at12 Oct
Due date16 Oct
Issue decisionCSS-41162 · Amina Yusuf

The Reviewer decides whether to approve, reject or return the application for information.

Waiting for Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
10
Saved views
16
Roles with set permissions
6
Reports and dashboards
8
Features

Cases, requests and decisions in working view

Every feature works on the same records. Pick one to see the screen your team works in.

Cases

Keep each public records application with its applicant, officer and due date.

  • Intake
  • Working state
  • Oversight
  • Cases
  • Parties
  • People
  • Users
Explore cases
OverviewSubmitted Cases
RTI / FOIA Management · Cases

Submitted Cases

Approval conditions

New
Case numberApplicantAssigned toSubmitted atDue dateStatus
CSS-83010Daniel ChoSofia Mendes20 Oct24 OctSubmitted
CSS-43351Amira HassanDaniel Cho31 Oct06 NovSubmitted
CSS-76324Amira HassanTariq Rahman20 Oct25 OctSubmitted
CSS-43773Carlos MendezDaniel Cho22 Oct29 OctSubmitted
CSS-90774Carlos MendezOliver Grant19 Oct28 OctSubmitted
6 of 6 records
Daniel ChoCases · CSS-83010
Submitted
Assigned toSofia Mendes
Submitted at20 Oct
Due date24 Oct
Example screen with sample data
Process

From application to decision and closure

Application to decision ships ready to use. One step needs a named approval before the work moves on: Issue decision (Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Submit case

    Record the applicant, assigned officer and due date.

    Amina YusufCSS-41162 · Case Officer
    Submit caseBy Case Officer

  2. Verify application

    Check the applicant and received case material.

    Amina YusufCSS-41162 · Case Officer
    Verify applicationBy Case Officer

  3. Review evidence

    Read documents, actions and earlier decisions.

    Amina YusufCSS-41162 · Reviewer
    Review evidenceBy Reviewer

  4. Issue decision

    A reviewer records the outcome, reason and authority.

    Amina YusufCSS-41162 · Reviewer
    Issue decisionBy Reviewer
    ApprovalThe Reviewer decides whether to approve, reject or return the application for information.

  5. Track appeal

    Follow a challenged outcome with its history intact.

    Amina YusufCSS-41162 · Records Manager
    Track appealBy Records Manager

  6. Close case

    Finish the case after its outcome is recorded.

    Amina YusufCSS-41162 · Records Manager
    Close caseBy Records Manager

Start with Application verification

Inside a record

Evidence, deadlines and outcomes together

Open any ca to see its case actions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Assigned to, Submitted at and Due date.

  2. 2
    Case actions

    Each line is linked to this ca.

  3. 3
    Who works on it

    Admin, Case Officer and Reviewer, each with their own permissions.

  4. 4
    Process stages

    Submit case, with the role that acts.

  5. 5
    Approvals

    Issue decision, with who decides.

Open CasesAmina Yusuf
RTI / FOIA Management · Cases

Amina Yusuf

Submitted

Log activity
1
Record details
Assigned toTariq Rahman
Submitted at12 Oct
Due date16 Oct
2
Case actions

Amina Yusuf

CaseOfficerAction type
Public meeting correspondenceDaniel ChoAcknowledge request
Community grant award recordsSofia MendesClarify search scope
Water quality inspection reportsNisha VermaAssign records search
Case actions
6
3

Who works on it

  • AdminManage Users, People
  • Case OfficerManage Cases, case actions, case documents, information requests
  • ReviewerManage Decisions, disclosure reviews
4

Process stages

  • Submit caseCase Officer
5

Approvals

  • Issue decisionReviewer
    Approved
Example screen with sample data
Approvals

Reasoned decisions by named reviewers

OverviewApprovals
RTI / FOIA Management · Overview

Approvals

Signed in as Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • CSS-83010Daniel Cho
    Requested by Sofia Mendes
    Submitted3dActions
  • CSS-43351Amira Hassan
    Requested by Daniel Cho
    Submitted4dActions
  • CSS-76324Amira Hassan
    Requested by Tariq Rahman
    Submitted3dActions
  • CSS-43773Carlos Mendez
    Requested by Daniel Cho
    Submitted6dActions

Who approves what

DecisionApprover
Issue decisionA reviewer records the outcome, reason and authority.Reviewer
Approve CasesReviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens RTI / FOIA Management to the work that is theirs. Pick a role to see what it starts with.

Admin

Configures users and access for the public records team.

  • Manage Users, People
  • View Cases, Decisions, information requests, disclosure reviews

Roles and permissions

Reports

See caseload, deadlines and decision patterns

Read workload, decisions, deadlines and fee state from the records.

Overview
RTI / FOIA Management · Overview

RTI / FOIA Management dashboard

This quarter

Fee receipts in view
6
Total amount
3,910
Pending
6

Cases by status

How far records got this quarter

StageReachedStep
Submitted28
Verification518%
Review240%
Approved150%

Number of cases by status

Sample counts per stage

100
-40Submitted
-10Verification
0Review
10Approved
-30Rejected
Example screen with sample data
  1. 01Cases by state

    Where is the current application workload?

  2. 02Cases due by officer

    Which assigned officer needs help before a due date?

  3. 03Decision outcomes

    Which outcomes are reviewers recording?

  4. 04Information request deadlines

    Which specialty requests need attention?

  5. 05Disclosure outcomes

    How often is material released, redacted or withheld?

  6. 06Fees by state

    Which amounts remain pending or have been refunded?

  7. 07Case activity history

    Show attributed actions and documents under each case.

  8. 08Appealed requests

    Show appealed cases and information requests with due dates.

All reports and dashboards

Who it's for

Fit your public records office

See how RTI / FOIA Management fits your kind of team.

Public agencies

Coordinate public records applications across an agency team.

Municipal records offices

Track local public records cases and the people handling them.

Information commission teams

Keep specialty request deadlines and disclosure judgments in view.

Controls

Check the record before advancing work

Each stage of application to decision names the role that acts and the status it records, so a change is never anonymous.

OverviewApplication to decision
RTI / FOIA Management · Process

Application to decision

Each stage, the role that acts and the status it records

Process stages
11
Approval steps
1
Roles involved
4
Tables touched
10
Verify application
Case Officer
StatusSubmitted → Verification
RecordsCase documents, Case actions
Complete evidence
Case Officer
StatusVerification → Review
RecordsCase documents, Case actions
Issue decisionApproval
Reviewer
StatusReview → Approved
RecordsDecisions
Application to decision
  1. Start
    Verify applicationSubmitted → Verification
    Case documents
  2. Step
    Complete evidenceVerification → Review
    Case documents
  3. Approval
    Issue decisionReview → Approved
    Decisions
  4. Step
    Track specialty requestReceived → Assigned → Review
    Information requests
  5. Step
    Reconcile case feePending → Confirmed
    Fee receipts
Example screen with sample data

See each stage in detail

AI agent

Prepare reviews and deadline checks with Proto

Prepare case reviews and deadline checks with an assistant.

It can

  • Case Officer: Find submitted cases assigned to the officer and prepare a document checklist.
  • Reviewer: Bring together the case, supporting documents, actions and prior decisions for review.
  • Records Manager: Summarize overdue cases and specialty requests approaching their statutory date.
  • Finance Officer: Find pending receipts and their case references for reconciliation.

Stays with a person

  • The reviewer makes the disclosure and case decision.
  • The records manager decides how an appeal is handled.
  • The finance officer confirms money against payment evidence.
  • Proto can prepare the records and explain the current state; a named person checks the source material and performs the accountable action.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • RTI / FOIA Management
  • User identity
  • Record delivery
  • Payment evidence
  • Applicant contact
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 10 tables
10tables
  • Cases4
  • Evidence4
  • Decisions5
  • Information requests3
  • Disclosure reviews3
  • Fees and oversight4
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set policy

    Agree case types, due-date rules, decision authority, disclosure citations and appeal handling.

  2. Prepare records

    Link Users and People, add Parties, and bring in the cases and requests for the pilot.

  3. Set access

    Give officers, reviewers, managers and finance staff their responsibilities and rehearse denied actions.

  4. Rehearse work

    Follow an application through verification and decision, a specialty request through disclosure review, and a fee through confirmation.

  5. Inspect results

    Compare the overview, saved lists and reports with the underlying case histories before adding more work.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for RTI / FOIA Management.

All questions
How do I get started?

Click Get started, then use Proto to configure RTI / FOIA Management for your business. Pilot one application type, a named officer and reviewer, a due-date rule and a complete decision before expanding.

What does a case contain?

A case records its applicant, case number and type, dates, assigned officer and status. Documents, actions, decisions and fee receipts link to it.

How do we watch deadlines?

Use the open and overdue case lists and the statutory deadline list for information requests. Agree who reviews them and how due dates are set.

Who makes a decision?

A named reviewer records an approval, rejection or return for information with a reason and authority reference. Set that authority during implementation.

Can we track redactions?

Yes. A disclosure review links a document reference to an information request and records Release, Redact or Withhold, a reviewer and an exemption citation.

How do appeals appear?

Cases and information requests can be marked Appealed. Keep the prior decision and supporting history available while the manager follows the challenged work.

How are fees handled?

A fee receipt belongs to a case and carries an amount, date, reference and Pending, Confirmed or Refunded state. Compare it with payment evidence before confirmation.

What does the overview show?

Business Overview shows caseload measures, case status distribution, recent cases and specialty backlog under one filter state.

Can staff have different access?

Set separate responsibilities for officers, reviewers, managers, finance staff and auditors. Rehearse both allowed and denied actions against pilot records.

Set up RTI / FOIA Management your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

Start now Download Proto

How to get started

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