Transforming FOIA Processing: A Modern Solution for Prince George County

Customer Overview

Customer

Prince George County

Industry

Government Administration

Products and Services

  • Power Automate Premium
  • Power Apps
  • Dynamics 365 Customer Service
  • Power Pages

Client Challenge

Prince George County required a robust and modern stand-alone FOIA request processing system. The outdated system failed to keep up with the growing volume and complexity of requests, resulting in significant delays and increased compliance risks. The lack of automation and integration with other tools further exacerbated inefficiencies. 

Client Solution

MERP implemented a tailored Freedom of Information Act (FOIA) accelerator for Prince George County. Built on the Power Platform and Dynamics 365, the solution automates the entire FOIA request lifecycle, including: 

  1. Request Validation: Ensures incoming FOIA requests are accurate and complete. 

  1. Data Collection and Redaction: Automatically collects relevant data and redacts sensitive information. 

  1. Legal Review and Approval: Integrates with workflows for legal teams to review and approve requests efficiently. 

  1. Information Distribution: Streamlines the distribution of processed FOIA requests to citizens. 

  1. Comprehensive Reporting: Provides annual, quarterly, and monthly compliance and performance tracking reporting. 

  1. SLA Timers: Includes automatic timers to manage deadlines, with features like auto-pause, resume, and expiration tracking. 

Business Challenges

  1. Outdated Systems: The existing FOIA processing tool could not meet modern demands, leading to inefficiencies and delays. 

  1. Massive Backlogs: Delayed response times created a bottleneck in handling incoming FOIA requests. 

  1. Manual Workflows: Heavy reliance on manual processes increased errors and slowed down the overall process. 

  1. Compliance Risk: Inadequate systems jeopardized the county’s ability to meet legal response timelines. 

Business Benefits

  1. Improved Efficiency: Automated workflows streamline the FOIA request process, significantly reducing response times. 

  1. Enhanced Compliance: Built-in SLA timers and automated reporting ensure the county meets legal and regulatory requirements. 

  1. Cost Savings: Automation reduces manual effort and associated administrative costs. 

  1. Scalability: The system is built on the robust Microsoft Power Platform, allowing for easy scaling to meet increasing demand. 

  1. Transparency and Accountability: Detailed reporting and audit trails improve accountability and public trust. 

Key Features

  1. Automation: End-to-end automation of FOIA request validation, processing, and distribution. 

  1. Reporting Capabilities: Annual, quarterly, and monthly reporting with comprehensive audit trials. 

  1. SLA Management: Automatic timers with features such as auto-pause, resume, expire, and cancel to manage request timelines. 

  1. Sensitive Data Handling: Redaction tools to protect confidential and sensitive information during processing. 

  1. Legal Review Integration: Streamlined workflow for legal review and approval of FOIA requests. 

  1. Fee Management: Auto-calculation of submission fees for expedited processing. 

 

This solution addressed the county’s immediate challenges and positioned them for long-term success by improving efficiency, reducing costs, and ensuring compliance with FOIA regulations.

This solution addressed the county's immediate challenges and positioned them for long-term success by improving efficiency, reducing costs, and ensuring compliance with FOIA regulations.