Receive and route a request

Keep the incoming request, the search assignment, and the response clock together. Intake review and release approval are separate steps.

Create a request

Open Sample request in the public demo. Describe the Records requested, answer the form’s questions, and provide invented contact information or choose Make this request anonymously. Confirm I am using invented sample information and select Submit request.

The request appears in Requests with a readable reference and a link that remains stable within that workspace. Submitting this form creates demonstration data; it does not submit an OPRA request to a municipality.

Import an incoming request PDF

From Requests, select Import PDF. Choose the PDF, enter the Date received by the custodian (New Jersey), select How it arrived, and import it. This imports a request document; responsive records belong in the Records workspace.

Compare the extracted details with Open original PDF. If they are accurate, choose Mark review complete. If they are wrong, leave intake unreviewed: this release does not include an editor for extracted intake fields. Extraction alone does not approve intake.

Apply Bates numbers creates a separate numbered copy without replacing the retained PDF.

Review possible duplicates

The request list can flag entries with the same normalized email address and request description. Open the warning and decide whether to mark the duplicate or keep it separate. The decision is recorded; it does not merge, delete, close, or change either request’s deadline.

An exact repeat of a previously imported PDF is handled separately: the importer points to the existing request.

Assign the department search

1. Open the request overview and finish intake review.
2. Under Department routing, choose the Department and How to send it.
3. Add the search instructions and select Route to department.

Routing options include In Bellwether, Email — no Bellwether access needed, and Printed cover sheet. Use Print routing sheet for a printable handoff.

Email handoff prepares a draft. Staff send it through their approved email process and manually record the action with I sent this email. Bellwether does not send or verify the email. In the public demo, keep all routing activity fictional.

Confirm the clock and record changes

Use Request clock in the overview to confirm receipt and classification. For a new clock, open Set up the clock, complete Confirm receipt and classification, and select Save clock event.

Later events can record clarification, an extension, storage notice, or a correction. Record notices after they are sent through the agency’s actual process. The history keeps the reason for each change.

The custodian checks the applicable rule, agency closures, and special circumstances. A preservation hold does not pause the response clock. Consult the GRC Custodian’s Handbook and OPRA statute when reviewing requirements.