Page 148 - CityofMansfieldFY23Budget

Department Name:
Office of Public Records & Transparency

Mission Statement:
To create an open and transparent City by providing the public with access to the information they are seeking, while protecting
its citizens from the improper release of information.

Services Provided:
1. Receive, review, and provide response guidance on all requests for information made to all City Departments.
2. Review responsive records for all requests and respond to requestors.
3. Train, instruct, and assist all departments on public records.
4. Train, instruct and assist all departments on Records Retention.
5. Manage online records, and provide recommendations and advice with regards to the City's physical & digital record footprint.

CITY COUNCIL’S STRATEGIC PRIORITIES N O R T H

Noteworthy Organizational Remarkable Together Healthy
Essentials Excellence Experiences as One Economy
Consistently Strong team Distinctive Create Sustainable assets,
high-quality and internal services and community financial strength &
services culture amenities connections growth

N O R T H
Goal #1 ● ● ● ●

Secure an above standard satisfaction by the public as to the transparency of the City and the City's Public Record process.

Objectives
1. Expand the City's online database of commonly requested records.
2. Create public awareness of online records.
3. Maintain a structured records management program in an effort to respond in a quick and concise manner.
4. Create awareness w/staff as to the City's obligation to respond to a request.
5. Reduce response times.
6. Communicate w/requestors regarding process and status updates.

Actual Actual Budget Budget
Performance Measures 2019-2020 2020-2021 2021-2022 2022-2023
Requests Received 1,850 1,932 2,350
Requests Processed 1,600 1,628 2,100
Letters Written to the Attorney General* 168 163 99
Open Case Letters (in lieu of AG Letters)* 55 12 48
Cost Statements / Clarification Letters* 60 62 144
*The no. of AG letters in 2022 are reduced due to our new video
redaction software as well as staffing levels. Our Cost Statements
increased due to our ability to release videos.
No. of Record Requests Completed within 10 business days: 1,596 1,623 645
Percentage of Record Requests Completed within 10 business 100% 100% 100%
days

144