For clerks, records officers and department heads
Publish what the public is entitled to. Keep the rest governed.
Records requests, permits and council packets handled in one system, with a public side residents can reach without calling the office.
The same requests, every year
Most of the queue is the same five documents
Published once, they stop arriving as requests at all. What is left is the work that genuinely needs a clerk.
5
Documents cover most requests
Ordinances, minutes, budget, audit, notices
Once
Publish, then answer forever
A folder on the municipal site, embedded
Per dept
Scoped and audited
Groups decide who sees what, with history
- Answerable by publishing58%
- Needs a clerk to pull records24%
- Permit and license intake12%
- Never public6%
The maths of a records request
Answer it once, or answer it every year
Most requests are for the same handful of documents. Published once, they stop being requests at all.
- Ordinances and resolutionsPublished folder
- Meeting minutes and agendasPublished folder
- Budget and audit reportsPublished folder
- Permit statusForm, then a task with a clock
- Personnel recordsNever published. Internal only
What stays internal, stays internal. Publishing is a per-project setting, not a default.
Both sides of the line
One system for the office and the public
Staff work the whole thing. Everyone else sees exactly what you publish to them, and nothing else.
Inside: clerks and departments
- Clerks and records staffFull control over what is held and what is published
- DepartmentsTheir own projects, visible only to them
- Council and committeesPackets and minutes in a project of their own
What crosses
- A published records libraryThemed folders embedded in the municipal website
- Application and request formsIntake that arrives indexed and starts the right process
- Documents out for signatureAgreements and permits signed and returned to the file
Outside: the public
- ResidentsRead published ordinances, minutes and notices with no account
- ApplicantsSubmit permits and license applications with attachments
- RequestersFile a records request through a form that routes itself
Thursday night
The packet assembles itself
Agendas, reports and attachments live in the council project all month. Publishing the packet is a permission change, not a print job.
- 01Departments add their reports to the project as they finish them
- 02The clerk orders and tags what goes in this month
- 03Publishing makes the folder public on the municipal site
- 04Minutes return to the same project after the meeting
Sound familiar
Your week, roughly
- 01The same records request arriving for the third time this year
- 02Printing a council packet the night before the meeting
- 03A permit application that went to the wrong department
- 04Explaining a retention schedule to someone who wants it now
- 05Finding a resolution from 2014 in a cabinet in the basement
And what it costs
What you are paying for now
A records request portal
A separate system for intake that does not hold the records
Agenda and packet software
Another vendor for documents you already keep
Staff time answering the same question
Hours a week on requests a published folder would satisfy
Nucleus One absorbs all three.
How it works
What the office gets
- 01
Publish once, answer forever
A folder of ordinances and minutes on the public site ends the repeat request.
- 02
Requests with a clock on them
Intake becomes a task with an owner and a due date, not an inbox item.
- 03
Department boundaries
Groups and projects decide who sees what, and the audit trail shows it.
- 04
Retention you can defend
Version history and a recycle bin behind every document.
FAQ
Local government questions
Yes. Nucleus One publishes document folders publicly and supplies embed code, so a records library appears inside the municipal website and residents read it without an account.
Yes. Each department can have its own project, with groups and permissions deciding who sees what, and an audit trail behind every change.
Publish one folder and see
Create a free account, publish your ordinances, and put the embed on the municipal site.
Prefer to talk? Call (863) 937-0272