Public records requests have legal deadlines. This article covers how to monitor your open requests, understand the status workflow, and stay ahead of compliance.
The Status Workflow
Every request moves through these statuses:
Status | What it means |
To-Do | Request received, not yet worked. AI agent may have found results. |
In Progress | A clerk is actively working on the request. |
Complete | Records have been released to the requester. |
Move requests through statuses as you work them. This keeps your queue accurate and gives supervisors visibility into what's being handled.
Monitoring Deadlines
In the queue
Your Records Requests queue shows all open requests. Pay attention to:
Request age — How long since the request was received
Status — Requests stuck in "To-Do" may need attention
Volume — A sudden spike could mean you need to prioritize
In the reports
The Overview tab shows your agency's compliance rate — the percentage of requests fulfilled within the statutory deadline. If this number is dropping, drill into the Details tab to see which requests are overdue. See Records Requests Reports and Analytics for more.
Statutory Deadlines
Deadlines vary by jurisdiction. Common examples:
Missouri: 3 business days (closing date) with possible extensions
Federal FOIA: 20 business days
California: 10 days, with a 14-day extension
Your agency may have its own policy that sets a stricter timeline than state law requires.
The clock starts when the request is received, not when someone opens it. Every request in your "To-Do" queue is already counting down.
Staying Ahead
Check your queue daily. Don't let requests sit in "To-Do" for days without someone looking at them.
Prioritize by age. Oldest requests first, unless a specific request is flagged as urgent.
Communicate proactively. If a request is going to take longer than expected, let the requester know. See Communicating with Requesters.
Flag blockers. If you can't fulfill a request because records are in another system or you need clarification, escalate early rather than letting the deadline pass.