Corrales Implements New IPRA Software to Streamline Public Records Requests

Published September 13th, 2024 at 2:41 pm, Last Updated September 16th, 2024 at 10:38 am

Corrales is launching a new online Inspection of Public Records Act (IPRA) management system to streamline public records requests early next year. The system provided by Granicus is designed to improve transparency and efficiency through advanced online tools and centralized tracking.

The new software, which costs $7,500 a year, will allow residents to digitally submit and track public records requests, improving response times and reducing administrative burdens. It will also feature a public records portal for access to frequently requested documents.

“It was a reasonable amount to spend to improve the process and to protect the village from further lawsuits of not getting information out because we’ll have a really good system of tracking,” Village Clerk Melanie Romero said. 

The new platform will allow Corraleños to submit and track their public records requests in real time. It is meant to reduce delays often caused by email miscommunication, like messages landing in spam folders. 

The system will be primarily digital, paper forms will remain available for those who prefer submitting requests in person.

“People can see (their request) has been assigned, they request a copy of a police report, they can see it’s been sent to the police clerk and what date it’s expected to be done,” Romero said. “This will make tracking for us much easier.”

A key feature of the software is a public records portal. Frequently requested documents, such as police reports and building permits, will be available. It will also have answers to frequently asked questions and important community topics, with notifications if the requested information is already accessible.

According to Romero, the Granicus system will take about five months to implement, with staff orientation starting at the end of September. The village uses Granicus for short-term rental compliance.

The IPRA process

The new system will complement the current IPRA request process, giving Corraleños the option to submit requests online or to continue using the existing method of submitting written requests at the Village Administration Building.

Currently, when people make requests, Romero, as the village’s designated records custodian, will take a look at the request and decide how to proceed, whether to forward the request to another department head or to handle it herself. 

Under IPRA, the village has three days to respond to a request. This response can either provide the requested documents or include a letter stating that more time is needed. If additional time is requested, the village has 15 days from the date of the initial request to respond. 

In rare cases, the village may request further extensions, but the Attorney General’s Office stresses the importance of maintaining clear communication with the requester. The new system’s tracking features will enable people to monitor the status of their requests throughout the process.

Records custodians are not required to interpret documents for requesters. For instance, while they can provide a copy of a village ordinance, they cannot explain its meaning. Additionally, they are not required to create documents where none exist.

“I’m supposed to know the ordinance and where it’s located, but it’s not my job to interpret what that ordinance means,” Romero said. 

Increasing requests

According to Romero, the number of IPRA requests in the village has steadily increased each year. In 2021, there were 151 requests, 213 in 2022 and 234 in 2023. With three months left in the year, 226 requests have already been submitted as of the first week of September.

“When you look at that in comparison to what Santa Fe, Rio Rancho or what Albuquerque is dealing with, it’s not very much,” Romero said. “But when I talk to other clerks that have similar populations, they’re like, Wow, you have over 200, that’s insane, we don’t get that many.”

According to Michelle Jones, Edgewood’s town clerk and treasurer, the town receives about 10 IPRA requests per month. In contrast, Bernalillo’s Town Clerk Ida Fierro noted that they handle between five and 10 requests each week.

According to a City Desk ABQ report, Albuquerque City Clerk Ethan Watson told city councilors that his office received over 12,000 IPRA requests last year.

Romero said Albuquerque has a team of over 24 people dedicated solely to handling public records requests. Yet, the city still paid more than $2 million in fines last year for failing to respond in a timely manner.

According to Village Administrator Ron Curry at the July 7 council meeting, Corrales has not faced an IPRA-related fine in about four or five years, since Aaron Gjullin, Romero’s predecessor, took over as village clerk. Before that, the village incurred over $50,000 in fines for delayed or misplaced IPRA requests.

Romero said about 80% to 95% of the requests involve individuals seeking police reports. These reports typically relate to incidents such as car accidents, identity theft or lost driver’s licenses, which are needed for insurance claims or to obtain a replacement license.

Romero refers to some individuals as “frequent flyers,” who submit requests every week. For instance, a private investigator requests all accident reports for a specific period every week. 

The majority of the time Romero and her staff spend on IPRA requests involves redacting body camera footage. Videos typically take twice as long as the original body cam video to redact, and the time required can increase if footage from multiple officers’ body cameras needs to be edited.

“I think people would be surprised to know it wasn’t until January of 2023 that we could redact things like passwords, bank account numbers and credit card numbers,” Romero said. “There’s a lot of information out there, IPRA laws have not kept up with technology.”  

According to Romero, she has proposed to lobbyists, the Municipal League and lawmakers the creation of a system for easily downloading police reports. For example, a public portal at the library could allow requesters to access and download their reports directly and facilitate searching through public documents.

Romero suggests that individuals interested in making an IPRA request first call her office with their questions. There is a good chance they can get answers or obtain documents without going through the formal IPRA process. She hopes the new system will further streamline and enhance transparency in fulfilling requests.

Contact Romero at 505-897-0502, extension 208 or by email at mromero@corrales-nm.org.