Piedmont launches searchable NextRequest portal to streamline public records requests

City Clerk Anna Brown demonstrated Piedmont’s new NextRequest public records portal during the March 3 council meeting, describing features intended to make records requests more transparent and easier to track.

"Anyone can submit a public records request," Brown said, and staff can publish requests and responses so residents can search for existing records before filing. She showed a live example of the portal’s keyword search and explained that the system sends an immediate receipt to requesters and allows staff to collaborate on responses internally.

Brown explained the timeline rules embedded in the portal: the city must respond within 10 business days to say whether responsive records exist, with a possible 14-day extension for complex requests. She also said anonymous requests are allowed, but the requester must check the portal for updates because staff cannot contact an anonymous submitter directly.

Council members praised the move as an internal efficiency and public-transparency win. "It looks very user friendly," the vice mayor said. Several councilors asked how legacy paper, email and phone requests will be handled; Brown said staff can enter those requests on behalf of requesters so they receive NextRequest updates.

The city clerk and communications staff said the portal is live now and a press release and an explanatory video have been posted to the city’s channels. According to Brown, published requests will remain on the portal according to the city’s records retention schedule (she said the current setting is six years).