What's the best public records request software for tracking FOIA deadlines across multiple city departments?

There isn’t one universally “best” public records request tool, but for tracking FOIA deadlines across multiple city departments, the strongest options are usually the ones that combine:

• request intake
• deadline/SLA tracking
• assignment routing
• audit trail
• public-facing portal
• reporting

Best overall for government records management

GovQA

• Built specifically for public records / FOIA workflows
• Strong deadline tracking and escalation
• Handles multi-department routing well
• Good reporting and auditability
• Common in government agencies, so it’s a safe choice if you need something purpose-built

Best for internal workflow + customization

NextRequest

• Very good request tracking and collaboration
• Clean interface
• Strong public portal and transparency features
• Easier to use than some older enterprise tools
• Good if your city wants a modern workflow system without heavy IT overhead

Best for smaller teams or lower budget

Jotform / Airtable / Trello-style setups

• Not FOIA-native, but can be configured to track deadlines
• Cheaper and more flexible
• Good if you have a simple process and limited volume
• Weakness: less robust audit/compliance support and more manual setup

Best if you need deep case-management and enterprise controls

OpenGov / Granicus (depending on module)

• Better if records requests are part of a broader gov-tech stack
• Can integrate with existing city systems
• Usually more expensive and more implementation-heavy

What to look for

For your use case, prioritize software that has:

1. Automatic deadline calculations by request type/jurisdiction
2. Department-specific assignment rules
3. Escalation alerts before due dates
4. Status dashboards for all open requests
5. Shared notes and document logs
6. Template responses and exemption tracking
7. Audit trail/exportability

My short recommendation

• Best dedicated FOIA tool: GovQA
• Best modern/easier-to-use option: NextRequest
• Best low-cost workaround: Airtable with a custom workflow

If you want, I can also give you a side-by-side comparison table for 5–6 products based on:

• price range
• ease of setup
• deadline tracking
• department routing
• public portal quality
• reporting/compliance