For over 10 years, we have been providing a software solution for the recording, tracking, analysis and reporting of requests for information filed with provincial ministries, police services and municipalities. The software continues to evolve with new features and updates added, yet the basic user interface has remained clean and simple to use across all versions.

Overview

The FOI Request Management System was originally developed as a solution to less friendly methods of keeping track of requests, such as paper logs and spreadsheets. It wasn't enough to just record each request and file details away. There was a need to electronically track the progress of request, analyze the results and statistics and dramatically reduce the reporting time.

Features

User Friendly

The data entry forms are very organized and follow the progress of a request in a logical flow. A great deal of the calculations are done for the user. For example, due dates are calculated and tracked, the time-to-complete is calculated, etc.. There are notices displayed indicating the status of the request. The request numbering system is automatic. There are many checks within the system to remind the user of certain actions required. For example, if a user attempts to close a request without all the appropriate responses received from memo distributions, third party notifications, etc., a information box will appear reminding the user of the outstanding items. There are many other built-in features to assist the user in accurately completing the requests.

Organization

All requests are at you fingertips. Requests can be located in a number of different ways, from request lists, filtering and direct access using the request number, requester name, etc.. All search memos and third party notifications are listed and the status of each is recorded.

Any electronic file (documents, scans, pictures, etc.) associated with a request can be referenced from within the request. This makes it very easy to review the documentation during the decision making process, as well as that of previous requests on similar topics.

Some sutuations or institutions may require a request to pass through multiple approval levels before a decision can be made. These approval levels can be specified and tracked, for each request, to ensure compliance.

Keep notes on ALL activity associated with a request. The notes are in chronological order, displaying the date of the note, the author and the amount of time spent. The user can determine whether the time spent on the activity referred to in the note is billable or not. This allows any user of the system to quickly see the history of activity for the request and remain up-to-date when discussing with the requester or co-workers.

Correspondence

Any letter templates that you may use can be entered from within the request screen and automatically filed in the document control for that request, making future access only a click away. This could include acknowledgement letters, search memos, third part notifications, decision letters, etc.. The user can also elect to have certain information included in the generated letter, such as name, address, request number, request summary, etc.. Also, any type of electronic format can be stored wiht the request. This can include scanned images, PDF files, drawing file to name a few.

Reports

Reporting is a key feature of the FOI Request Management System. There are tracking reports (e.g. Incomplete requests, active requests, etc.), analysis reports (e.g. time to complete, response times for search memos, etc.), productivity reports, request audit report and the annual statistical report to the Information and Privacy Commissioner.

Built-In Calendar

There is a built-in monthly calendar that displays all the requests on their due dates. This makes it very easy to see what requests are due and the associated workloads. Simply double-click on a request in the calendar and the request main form will be instantly displayed.

Navigation

Moving between the main input screen, calendar, document library, reports, etc. couldn't be easier. The button bar at the top provides quick access to the common screens. All screens can also be accessed via the top menu.

Support

One of the most important features of any software is the level of after-sale support. Nordat prodes itself in both accessibility and response times. Most situations are resolved over the phone. More complex issues are resolved as quickly as possible. We realize your time is important.