Welcome to GovQA and the FOIA Request Center Department Leadership Meeting Roderick R. Ingram Public Policy Attorney June 27, 2018 By FOI Specialist Melena Johnson
What is GovQA and the FOIA Request Center? • GovQA is an online portal tool used to provide citizens with public records. • The FOIA Request Center is a webpage where citizens can make FOIA request. https://virginiabeachva.govqa.us/WEBAPP/_rs/(S(dxcwul ynl3an4kj4kqcsi2xm))/SupportHome.aspx 2
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GovQA was implemented on January 1, 2018 • • • • 4
Requesters 5
Requesters create an account using the FOIA Request Center 6
Can submit FOIA records requests Track request status Manage account information Download records Search previously released records Trending Topics 7
They select “Submit a Request” 8
The system walks them through an online form Can select type of records Describe the records requested Pick the departments Provide a time frame Pick a delivery method 9 9
While the requester is typing a new request, the system shows options to obtain the information without submitting a FOIA request, including Frequently Asked Questions 10 10
The system gives citizens options to review similar FOIA requests for the same information without submitting a new FOIA request 11
Requesters receive instant verification of their FOIA request 12 12
Once they have created a request, they can track the status 13
Requesters can see what records were uploaded and when 14
All requests can be managed in one place 15 15
Citizens can search for FOIA records 16 16
Citizens can review Trending Topics and receive updates when new information is provided 17
Our View: FOI Specialist & Departmental FOIA Representatives 18
From the FOIA File Management View 19 19
FOI Specialist receives email notification of the request 20
Review request details 21
FOI Specialist then has the system send an assignment to the departmental FOIA reps 22
Departmental FOIA rep receives a new request for records • FOIA rep contacts those in the department who may have responsive records • Uploads the records to GovQA & labels them • FOI Specialist receives an email indicating that the activity has been completed 23
Managing the records • Records can be sorted by who uploaded, access, file name • Records can be labeled 2424
Request History allows us to see • When the response was emailed • When the requester read the response, including the IP address, date and time • When or if the attachments were viewed 25
In App Redactions Shows a list of FOIA exemptions Word search and redact Search and redact personal numerical sequences 26 8
Forms Can select type of response from form bank 27 827
Invoices an be seen immediately on new request A list of invoices/estimates in one place 28 8 28
QUESTIONS? 29
Melena Johnson FOI Specialist 385-4052 foia@vbgov.com Roderick R. Ingram Public Policy Attorney 385-8212 ringram@vbgov.com 30
Let’s try it live 31
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