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CivicRecordsOnline

For city clerks and records specialists

Public records requests without the scramble.

CivicRecordsOnline is being built for small public agencies that still manage requests through inboxes, spreadsheets, shared drives, and memory. Bring intake, deadlines, requester updates, document delivery, and audit history into one practical workflow.

Launching Fall 2026. Monthly pricing designed for typical municipal P-card purchase. No sales call required.

From $99/mo Published pricing, no demo wall.
P-card friendly Designed for routine monthly department purchase.
No long contract Start small while the app matures.

The clerk's desk is already full

The problem is not one request. It is everything around the request.

Requests arrive everywhere

Web forms, forwarded emails, phone notes, walk-ins, and department messages all become one more place to check.

Everyone asks for status

Requesters want updates, department staff need reminders, and leadership wants confidence nothing slipped.

Documents move too many times

Files get collected, renamed, reviewed, redacted, emailed, posted, and then found again for the next requester.

Audit history is hard to reconstruct

When a request gets sensitive, the team needs a clean record of dates, messages, actions, and releases.

A working queue, not another inbox

One place to move the request from intake to release.

CivicRecordsOnline is designed around the daily path of a records request: receive it, clarify it, assign it, track deadlines, gather documents, send updates, release files, and preserve the history.

  1. 1

    Capture the request

    Public intake creates a trackable request instead of another loose email.

  2. 2

    Route and assign

    Send work to the right department while keeping the records team in control.

  3. 3

    Track deadlines

    See what is due, what is waiting on clarification, and what needs attention.

  4. 4

    Release and publish

    Deliver documents to the requester and make reusable records easier to find later.

Reduce repeat work

Publish once. Answer the next requester faster.

Clerks and records specialists see the same categories over and over: agendas, contracts, permits, budgets, salary schedules, police logs, and past correspondence. The planned Reading Room and deflection workflow helps requesters find already-released records before creating new staff work.

  • Surface matching public records during intake
  • Point requesters to downloadable documents when records are already available
  • Build a reusable archive from work your team has already completed

Built for small-agency buying reality

A monthly charge your department can usually handle.

Most small agencies do not need a six-month vendor selection process for records request software. CivicRecordsOnline is priced and packaged so many cities can treat it like a routine monthly software expense on a municipal P-card, subject to local purchasing rules.

No enterprise quote maze Pricing is published and starts at $99/mo.
No forced annual contract Launch small, prove the workflow, then expand when it makes sense.
No professional services invoice The goal is self-serve setup for agencies that do not have a software implementation team.

Transparent launch pricing

Department-friendly pricing for records teams.

Planned tiers are built for small public agencies that need a serious workflow without enterprise software overhead.

Starter

$99/mo

  • Up to 200 requests/year
  • 5 staff users
  • 100 GB storage
  • Public intake portal
  • Email support

Best for special districts and towns under 5,000.

Growth

$199/mo

  • Up to 500 requests/year
  • 15 staff users
  • 500 GB storage
  • Everything in Starter
  • Priority email support

Best for cities 5K-25K and small counties.

Pro

$299/mo

  • Up to 1,500 requests/year
  • Unlimited staff users
  • 2 TB storage
  • Advanced reports planned
  • Dedicated email support

Best for cities 25K-50K.

Custom

From $499/mo

  • Unlimited requests
  • Dedicated email support
  • Custom reporting
  • Multi-entity support
  • SSO planning support

Best for cities 50K+, counties, and multi-agency groups.

Purchasing policies vary by agency. The product is intentionally priced for common monthly department purchasing thresholds.