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For Florida local governments

Chapter 119 compliance without the enterprise price tag.

One place to intake, track, redact, and release records — with Florida's response rule, exemption codes, fee schedule, and holiday calendar already set up. Published pricing from $99 per month on a department purchasing card — no annual contract required.

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Free for 30 days · no credit card · most city and county email addresses start the same day; the rest are reviewed within one business day

What you get on day one

Instant Privacy Scan Run the scan on a document and it looks for the patterns that cause problems — Social Security numbers, dates of birth, phone numbers, addresses, driver's license numbers, medical codes — and those spots come back as draft redactions for you to approve. Redaction is included in every plan, not sold as a separate module.
Built for Chapter 119 Florida sets no fixed number of days, and the software knows it. Request activity is recorded in the audit log, reports show how long requests actually took, and there is no invented countdown clock pretending state law says something it does not.
A portal for requesters Every request gets its own status page the requester can check any time, which cuts down on the "just checking in" phone calls. Released records go to a public reading room, so the next person asking the same question can find the answer without filing anything.
Find & Fix Everywhere Redact a name, an address, or any pattern once and clear it from every page of the document at the same time. Scanned paper records are read first so the text is searchable, which matters when a request lands on a box of filings from 1997.

The Florida parts are already configured

Most records software is written for states with a day-count deadline and then bent to fit Florida. This one ships with Chapter 119 in it, so there is nothing for you to look up and enter.

What Florida requires What is already set up
No statutory day count Florida requests read "No deadline set by state law." No countdown, no overdue badge, no automatic reminder emails claiming a deadline that does not exist. If your office keeps an internal target, it is labeled as your goal, never as state law.
Exemption citations on refusals Sixteen Chapter 119 exemption codes are built in, including 119.071(1)(a) security system plans and 119.071(2)(b) active criminal investigation information. Tag the code on the redaction and it carries into the response letter.
The statutory fee schedule 15 cents per one-sided page, 20 cents two-sided, up to $1 per certified copy, and the extensive-use service charge at actual cost — already entered, citing Fla. Stat. § 119.07(4).
The e-mail public-record notice The notice required by Fla. Stat. § 668.6076 — that e-mail addresses sent to your office are public records — appears on your portal automatically.
Requests without a name or a reason Florida requesters do not have to identify themselves or say why they want records. Contact fields on the portal are optional and labeled that way, so your form does not ask for something the law says you cannot require.
Posted custodian contact information Setup prompts you for the custodian's contact details and explains why it matters — posting them is what preserves the five-day pre-suit notice protection under Fla. Stat. § 119.12(2).

Florida's state holiday calendar is loaded too. This page describes how the software is configured; it is not legal advice.

You can buy it without a board or council vote

The price is on the page No demo wall, no discovery call, no custom quote. Four tiers, published below, and you can start the trial without talking to anyone.
Every tier stays under $500 a month That keeps it inside normal department purchasing card limits — no RFP, no procurement cycle, no agenda item. Cancel any time; no annual contract required.
Redaction is not an add-on The legacy platforms sell automatic redaction as a paid module on top of a five-figure contract. The full privacy scanning suite is in every plan starting at $99 per month.
Nothing to install No server, no IT project, no implementation fee. You sign up and configure it yourself in an afternoon — that is the whole implementation.

Pricing

District

$99/mo

$990/yr

Special districts, school districts and small towns.

  • 300 included requests per year
  • 5 staff seats
  • 100 GB document storage
  • Full redaction suite, request portal and released records library
  • Built-in helpdesk for your team
  • Request history import from your old system
  • Sign in with Microsoft or Google
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Town

$199/mo

$1,990/yr

Growing clerk offices and small counties.

  • 1,500 included requests per year
  • 15 staff seats
  • 500 GB document storage
  • Everything in District
  • Custom request forms
  • Custom email sending domain
  • Email delivery tracking
  • Sent email log
  • Priority helpdesk queue
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Most common for city halls

City

$299/mo

$2,990/yr

Active city halls and county offices.

  • 3,000 included requests per year
  • Unlimited staff seats
  • 2 TB document storage
  • Everything in Town
  • Ask departments for records, with search sign-offs
  • Defense file: a court-ready PDF of any request
  • Time and cost reports for budget hearings
  • Optional one-time import of your old system's files
  • Advanced reporting
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Metro

$499/mo

$4,990/yr

High-volume consolidated agencies.

  • Unlimited requests per year
  • Unlimited staff seats
  • 5 TB document storage
  • Everything in City
  • Hot topics: answer many requests at once
  • Media heads-up for your PIO
  • Custom reports
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Running past your plan's yearly request count never blocks intake - the public can always file. Admins see usage warnings in the app, and if usage reaches the plan's yearly count and stays there for 30 days, the subscription moves up to the next plan and every administrator is notified of the change. No paid redaction module, no setup fee, no annual contract required. Prefer to pay by yearly invoice? Email billing@civicrecordsonline.com.

For your IT director and legal counsel

CivicRecordsOnline hosts agency workspaces on Microsoft Azure in US regions and uses HTTPS for data in transit. Role-based access limits staff capabilities, and request activity is recorded in the audit log. Redaction suggestions use rules and pattern matching rather than a generative AI model, so the same document produces the same suggestions each time; they are drafts that require staff review before anything is published. Agency records are not sent to train outside AI models. See the full IT and security overview →

See the price. Start the trial. Skip the sales call.

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Free for 30 days · no credit card · plans start at $99 per month

Questions from a Florida office? Email hello@civicrecordsonline.com.