Records Management & Public Information Workflow Assessment
This self-assessment helps Records Managers, City Secretaries, and County Clerks evaluate how effectively records are organized, retained, and produced across departments—and identify opportunities to reduce risk, improve responsiveness, and simplify compliance.
How to Interpret Your Score
5-12 | High Risk
Records are likely fragmented across systems, departments, or paper storage, making compliance difficult to enforce and PIRs time-consuming. Retention inconsistencies, version confusion, and audit preparation may feel reactive and stressful. Even modest improvements, such as centralizing records and automating retention, can quickly improve confidence, defensibility, and responsiveness.
13–20 | Functional but Vulnerable
Your records processes work, but likely rely on manual steps, staff knowledge, or departmental workarounds that introduce risk. PIRs may be manageable under normal conditions but stressful during audits, leadership transitions, or high-volume request periods. Targeted improvements in automation, retention enforcement, and version control can significantly reduce risk and staff burden.
21–25 | Optimized
Your records management practices are structured, compliant, and largely consistent across departments. Records are accessible, retention is well understood, and PIR responses are manageable. Most opportunities at this level focus on further automation, improving cross-department visibility, and reducing the time spent handling edge cases or high-volume requests.
READY TO TAKE
THE NEXT STEP?
Many Records Managers find value in briefly reviewing their results with a records workflow expert to confirm assumptions and explore practical next steps based on public-sector experience.
There’s no obligation or pressure, just an opportunity to decide whether a deeper review would benefit your team.
