From a stack of records
to work officials can approve.
See how a configured workflow could help a public body check retention, prepare a records response and draft minutes, with sources attached and officials deciding.
Three tasksWho decides, at every stepPublished sources linked
Follow three tasks. Each shows a request, an answer that says what it could not check, and who decides.
- 01 / Records & policyCheck the schedule.
Keep every hold visible.Match each record series to the approved retention schedule, with legal holds and gaps kept visible for the records officer. - 02 / Records requestsFind the records.
Leave the release to staff.Gather the records that may answer a request and flag what staff should review before anything is released. - 03 / Administrative draftingDraft the minutes.
The clerk keeps the record.Turn an agenda and the clerk’s notes into draft minutes, leaving blank whatever the notes do not say.
01 / 03Records & policy
Check the schedule.
Keep every hold visible.
Workflow scope
The recurring work
Records staff compare an inventory with the retention schedule by hand. A series under a legal hold, or one with no matching rule, is easy to miss.
Inputs to scope
- Approved retention schedule
- Records inventory
- Legal-hold list
What we would configure
A read-only workflow that matches each series to your schedule, applies the stated rule and keeps holds and unmatched series visible. The schedule is yours; the assistant helps match names and write the summary.
Deliverable, decision & acceptance
The deliverable
A review list of record series with their rule and status, and a short summary for the records officer.
Your decision point
The records officer decides what happens to any record. The assistant deletes nothing, moves nothing and marks nothing for disposal.
How we would accept it
Check every series against the schedule and the hold list, confirm each flagged item reached the officer, and log corrections with the preparation time.
02 / 03Records requests
Find the records.
Leave the release to staff.
Workflow scope
The recurring work
Staff search several systems for each request, then read every document before deciding what can be released.
Inputs to scope
- The request
- Approved record sources
- Your office’s review guidance
What we would configure
Search the sources your team may use for requests, list candidate records with their dates and flag what your office defines, such as personal contact details. A draft acknowledgement can follow your template.
Deliverable, decision & acceptance
The deliverable
A candidate-records list with review flags, and a draft acknowledgement.
Your decision point
The records officer decides what is released, redacted or withheld, under your own law and procedure. The assistant applies no exemption and releases nothing.
How we would accept it
Open each listed record from its source, confirm flagged items reached the officer, and log the officer’s changes.
03 / 03Administrative drafting
Draft the minutes.
The clerk keeps the record.
Workflow scope
The recurring work
After every meeting the clerk writes up attendance, motions and votes from notes, and the draft has to match what was decided.
Inputs to scope
- Meeting agenda
- Clerk’s notes
- Minutes template
What we would configure
A drafting workflow in your own template that puts attendance, items and motions in order, uses the wording in the notes and leaves a blank wherever the notes are silent.
Deliverable, decision & acceptance
The deliverable
Draft minutes in your template, ready for the clerk to check.
Your decision point
The clerk checks the draft against the notes and any recording, corrects it and presents it for approval. The body approves the minutes.
How we would accept it
Compare each motion, vote and name with the notes, confirm blanks were filled by the clerk and not guessed, and keep the notes with the approved minutes.
Your existing systems
remain the starting point.
Scope the first workflow around authorized exports from your records system, shared drives and document repository. Native connectors, write-back and production integration are separate deliverables to agree, not implied out-of-the-box features.
Sources
for these tasks.
These sources inform the workflow design, responsibilities and acceptance questions. Your own law, procedures and professional rules decide what applies, and each deployment is agreed and checked with your team.
- National Archives: Federal Records Management
Federal guidance. How agencies schedule, retain and dispose of government records.
- National Archives: General Records Schedules
Federal schedules. They give disposition authority for common administrative records.
- FOIA.gov: What is FOIA?
Federal law. How requests, exemptions and the release of non-exempt information work for federal records. State and local rules differ.
- RCW 42.30.035: Minutes of meetings
State law. One state’s rule that minutes of public meetings be promptly recorded and open to public inspection. Other states’ rules differ.
- NIST: AI Risk Management Framework
Voluntary framework. How organizations can govern and manage the risks of AI systems.
Other walkthroughs.
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For your actual work.
Tell us about a job your team repeats, not your confidential files. We’ll show you how Matrix handles work like it.
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