How do I ensure my permit review workflow with a plan review platform is compliant with public records rules?

To keep a permit review workflow compliant with public records rules, treat the plan review platform as a records system, not just a collaboration tool. The main goal is to ensure that the public body can find, retain, export, and produce the records required by law.

Here’s a practical compliance checklist:

1) Define what counts as a public record

Work with your legal counsel or records officer to identify which items are records in your process, such as:

• permit applications
• plan sets and revisions
• review comments and markups
• approvals, denials, and conditions
• email or message threads tied to permit decisions
• timestamps, audit logs, and change history
• final issued permits and certificates

2) Keep official records in the platform or a controlled repository

Avoid having critical permit decisions live only in personal inboxes, chat tools, or local drives.
Best practice:

• all substantive review comments go into the platform
• final decisions are stored in a designated records repository
• attachments and versions are preserved
• no “side” approvals by email or text without capture

3) Preserve version history and audit trails

Public records laws often require showing:

• who did what
• when a record was created or changed
• what version was used for review
• what comments led to the final decision

Make sure the platform:

• retains document versions
• logs edits, approvals, and status changes
• keeps reviewer identity and timestamps
• does not overwrite prior submissions

4) Set retention schedules

Align the platform with your jurisdiction’s retention rules for permit files.
You should define:

• how long applications are retained
• how long denied or withdrawn applications are kept
• how long review comments and metadata are kept
• when records can be archived or destroyed

Retention should be based on legal requirements, not convenience.

5) Make records exportable and searchable

A compliant workflow needs to support public records requests. Verify that you can:

• export the full permit file
• export comments, attachments, and metadata
• search by permit number, address, applicant, reviewer, and date
• produce records in a usable format
• preserve file integrity and order

6) Control redactions and exempt information

Some permit records may contain exempt data, such as:

• personal contact info
• security-sensitive building details
• trade secrets
• private financial information
• attorney-client privileged communications

Your workflow should support:

• identifying exempt fields
• redacting before release
• keeping an unredacted official copy
• documenting the legal basis for redactions

7) Standardize communications

Establish rules for reviewers and applicants:

• use the platform for all official comments
• avoid informal decisions in text messages or private chats
• copy permit-related emails into the file if they affect the decision
• use consistent naming and subject lines

8) Apply access controls without blocking public access obligations

You can restrict internal editing, but you still need to be able to produce records when required. Ensure:

• role-based access is set appropriately
• internal notes are clearly separated from public-facing records if allowed by law
• there is a process for public disclosure requests
• admins can retrieve archived records even after staff changes

9) Train staff on records obligations

A strong policy only works if staff understand it. Train reviewers and permit staff on:

• what must be captured
• how to enter comments properly
• what not to use for official business
• how to flag confidential or exempt information
• how to respond to records requests

10) Test your records request process

Don’t wait for a real request to find gaps. Periodically test whether you can:

• locate a complete permit file quickly
• export the relevant materials
• identify and redact exempt content
• reconstruct the review timeline
• confirm completeness of the record

11) Review vendor terms and data governance

If a third-party platform is involved, check:

• who owns the records
• whether the vendor can delete or modify data
• backup and recovery procedures
• data residency and security
• contract terms for retention, export, and termination

The contract should state that records remain accessible to the public body and can be exported in a usable format.

12) Coordinate with your records officer or counsel

Public records rules vary by jurisdiction. The safest approach is to have:

• a records retention policy
• a public records request procedure
• a platform configuration that supports those rules
• legal review of sensitive record categories

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A simple rule of thumb

If a document, comment, or message affects a permit decision, assume it is a record that should be:

1. captured,
2. retained,
3. searchable,
4. exportable, and
5. producible under a public records request.

If you want, I can also give you:

• a sample public-records compliance policy for permit review workflows, or
• a platform requirements checklist you can use when evaluating vendors.