20 Best Public Records Management Software for 2025

Imed Bouchrika, Phd

by Imed Bouchrika, Phd

Co-Founder and Chief Data Scientist

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List of Public Records Management Software

Read more about Asset Panda

Asset Panda is presented as an asset tracking solution, designed to assist organizations in managing and monitoring their assets effectively. The platform is noted for integrating key elements that streamline asset management processes and provide a centralized system for data and tracking. It is positioned as a versatile option that caters to diverse operational needs, aiming to simplify the otherwise complex task of asset oversight and control. Overall, it offers prospective customers a consolidated approach to tracking assets within a customizable software framework.

Key Features of Asset Panda
  • Centralized Comprehensive Asset Register Database
  • Customizable Asset Definitions Platform
  • Real-Time Asset Tracking System
  • Mobile Access via Dedicated App Interface
  • Built-In Efficient Barcode Scanning Module
  • Accurate and Transparent Cost Tracking
  • Complete Full Lifecycle Asset History
  • Robust and Detailed Asset Reporting Capabilities
Price of Asset Panda

Asset Panda utilizes an asset-based pricing model. Pricing is structured around the number of assets tracked rather than per user, making it adaptable for various business sizes. While details require a direct quote, a common example is around $1,500 annually for tracking 500 assets, including unlimited user access, API use, support, and custom reporting. Several asset tiers are available ranging from 250 to 5,000 assets, with potential discounts for multi-year commitments, educational institutions, and non-profit organizations. Contact Asset Panda for a tailored pricing quote that meets your asset management needs.

Read more about UpKeep

UpKeep offers a straightforward solution tailored to organizations seeking to optimize their maintenance processes through CMMS software. Its design emphasizes ease of use while aiming to streamline maintenance tasks and asset management. For businesses evaluating modern maintenance management systems, UpKeep presents itself as an option worth considering to meet evolving operational demands. Overall, it strives to blend functionality with simplicity to help companies keep their maintenance operations running smoothly.

Key Features of UpKeep
  • UpKeep Work Order Management System
  • Automated Preventive Maintenance Scheduling Tool
  • Data-Driven Predictive Maintenance Insights Module
  • Mobile CMMS Application for Technicians
  • Customizable Reporting Dashboards Interface Suite
  • Intelligent Workflow Automation Engine Tool
  • Advanced Planning and Scheduling Tools
  • Integrated Materials Management Tracking System
Price of UpKeep

UpKeep offers multiple pricing plans that cater to maintenance and operations teams efficiently. The Lite plan at $20.00/user monthly provides essential asset tracking and preventive maintenance management. The Starter plan at $45.00/user monthly expands visibility with inventory management, custom checklists, and manpower tracking. For more advanced analytics and data-driven insights, the Professional plan is available at $75.00/user monthly. Larger organizations can opt for the Business Plus plan, with pricing upon contact. A free trial across all plans lets businesses explore robust features without upfront costs. Experience flexible, scalable solutions.

3

Fiix CMMS

4.4 / 5

Read more about Fiix CMMS

Fiix CMMS overview

Fiix CMMS is presented as a comprehensive software solution tailored to streamline and manage maintenance operations, designed with prospective users in mind who seek an effective tool for maintaining uptime. The platform appears engineered to centralize various maintenance tasks, providing a unified experience that balances ease of use with operational efficiency. Its design, while not exhaustively detailed here, seems to prioritize flexibility and reliability, aiming to serve organizations that need a robust system to schedule, track, and optimize maintenance workflows. In essence, Fiix CMMS offers a modern approach to maintenance management that could be appealing to customers looking to improve asset reliability without overwhelming complexity.

Key Features of Fiix CMMS
  • Comprehensive Digital Work Order Management
  • Efficient Customisable Preventative Maintenance Scheduling
  • Instant Responsive Mobile Field Accessibility
  • Custom Reporting & Dynamic Dashboards
  • Seamless Cross-Platform Enterprise Integration Capabilities
  • Efficient Inventory and Materials Management
  • Tailored Customizable Workflow Process Management
  • Instant Real-Time Alert Notification System
Price of Fiix CMMS

Fiix CMMS provides flexible pricing tailored to diverse business needs. Its Free Plan offers essential features at no cost, including work order management and preventive maintenance with no trials or credit card requirement. The Basic Plan, at $45 per user monthly, enables unlimited tasks, comprehensive reporting, and reliable support for smaller teams. The Professional Plan, priced at $75 per user each month, serves larger groups with multi-site management, AI-driven insights, and custom analytics. For extensive needs, the Enterprise Plan offers customizable solutions with pricing available upon request for more information.

4

4.95 / 5

Read more about MaintainX

MaintainX emerges as a platform aimed at simplifying the complexities inherent in managing maintenance operations. Although the source provided only limited details, it suggests that the solution is fashioned to help streamline task management and support daily maintenance workflows—key considerations for those exploring CMMS software options. The design is oriented toward improving operational efficiency, ensuring that teams have a user-friendly yet robust tool at their disposal. For prospective customers, MaintainX represents a promising option when weighing the merits of various maintenance management systems.

Key Features of MaintainX
  • Comprehensive Work Order Management System
  • Automated Regular Preventive Maintenance Scheduling
  • Advanced IoT-Powered Predictive Maintenance Analytics
  • Robust Integrated Asset Management Platform
  • Customizable Reporting and Dashboard Insights
  • Mobile Application for Field Technicians
  • Efficient Materials and Inventory Management
  • Seamless IoT Integration for Automation
Price of MaintainX

MaintainX offers tailored pricing plans for diverse organizations. The Basic plan is free, ideal for small teams digitizing work orders. Essential costs $16 per user monthly when billed annually, or $21 if monthly, and delivers streamlined maintenance with imaging and longer analytics access. The Premium plan, at $49 per user monthly (annual) or $59 monthly, provides advanced analytics, inventory, and purchase order management with a dedicated account manager. For larger enterprises, a custom-priced offering includes enhanced security and multi-site management. Free trials of Essential and Premium let you explore these features.

Read more about Accruent Maintenance Connection
Key Features of Accruent Maintenance Connection
  • Efficient Centralized Work Order Management
  • Reliable Scheduled Preventative Maintenance Tasks
  • Predictive Analytics for Equipment Failures
  • Streamlined Inventory and Materials Management
  • Dynamic Reporting and Custom Dashboards
  • Fully Field-Accessible Mobile CMMS Application
  • Robust Seamless End-to-End System Integrations
  • Scalable and Actionable Maintenance Analytics
Price of Accruent Maintenance Connection

Accruent’s Maintenance Connection follows a subscription pricing model with a tiered structure suited for different organizations. The Professional Plan, priced at $110 per named user monthly or $1,325 annually, grants full desktop CMMS functionalities without hidden fees. Additionally, the Mobile CMMS Add-On, available at $58 monthly per professional subscription or $700 annually, extends the solution’s capabilities for field maintenance, work order and inventory management. This flexible pricing approach seamlessly scales from single-site to multi-site operations while incorporating mobile and cloud functionalities, ensuring ease of budgeting and robust support for maintenance management. Customized plans available.

Read more about Visual Lease

Visual Lease is presented as a comprehensive solution designed for lease accounting needs, offering a framework that streamlines the management of complex leasing data. Its adaptability and user-oriented design promise to support organizations in navigating the intricate landscape of lease compliance and reporting. By integrating robust analytical capabilities with practical workflow features, Visual Lease aims to empower users with the tools necessary for efficient lease management and strategic decision-making.

Key Features of Visual Lease
  • Robust Lease Accounting Compliance Features
  • Secure Centralized Document Management System
  • Automated Critical Date Alarm Alerts
  • Customizable Reporting Capabilities and Analytics
  • Interactive Real-Time Lease Dashboards Overview
  • Comprehensive End-to-End Financial Management Tools
  • Efficient Lease Portfolio Administration Platform
  • Seamless ERP System Integration Solutions
Price of Visual Lease

Visual Lease adopts a customized pricing model designed for each organization’s unique lease management requirements. No off-the-shelf packages exist, ensuring that pricing reflects specific challenges and operational scale. Overall costs are assessed based on operational demands. Prospective customers may arrange a consultation with a Visual Lease expert, who will deliver a tailored demonstration of platform features aligned with their needs. Following a comprehensive walkthrough, a pricing quote is provided based on organizational goals and lease-management scope. Detailed trial option information is not publicly available; contacting Visual Lease directly is advised.

Read more about AssetTiger

AssetTiger is positioned as an asset tracking solution designed to offer organizations a structured approach to overseeing their tangible resources. It presents a platform that simplifies the process of registering and managing assets, helping businesses maintain visibility and control. The solution combines a centralized design with efficient tracking mechanisms to support the dynamic needs of asset management. Ultimately, AssetTiger serves as a tool that streamlines asset supervision, making it a noteworthy option for companies seeking to enhance their operational oversight.

Key Features of AssetTiger
  • Unlimited users with tailored access
  • Mobile application for asset management
  • Barcode scanning enhances real-time tracking
  • Maintenance scheduling improves asset longevity
  • Configurable email alerts provide notifications
  • Contract and license management compliance
  • Audit functionality for transparent tracking
  • Customizable dashboard centralizes asset insights
Price of AssetTiger

AssetTiger offers several annual subscription tiers to match varying asset management needs. The free ATS-FREE plan supports up to 250 assets with basic tracking and unlimited users. For more extensive requirements, the ATS-500 plan, at $120 per year, manages up to 500 assets while the ATS-2500 at $230 per year expands capabilities up to 2,500 assets. Meanwhile, higher tiers, ATS-10K, ATS-50K, and ATS-250K, cost $400, $800, and $1,600 respectively, each unlocking enhanced reporting, advanced tools, and additional support. Subscriptions activate January 1 with prorated adjustments for late sign-ups. Seamless setup.

Read more about LeaseAccelerator

LeaseAccelerator emerges as a solution designed to simplify the intricacies inherent in lease accounting processes. It fuses a modern, user-focused interface with the robust capabilities required to manage complex lease data efficiently. Balancing sophistication with ease of use, the tool aims to streamline financial reporting and regulatory compliance for organizations facing diverse leasing challenges. Ultimately, LeaseAccelerator stands as a promising option for businesses looking for a comprehensive lease management platform.

Key Features of LeaseAccelerator
  • Centralized, Secure Lease Data Management Platform
  • Comprehensive Lease Accounting Automation
  • Robust Lease Auditing Tools
  • Detailed, Advanced Compliance Reporting Capability
  • Built-in Comprehensive Audit-Ready Features
  • Automated Lease Classification Process
  • Seamless Integration with over 140 ERP/EPM Systems
  • Streamlined, Efficient and Automated Workflow Processes
Price of LeaseAccelerator

LeaseAccelerator does not list its pricing details online. Prospective customers must contact the vendor directly to receive a quote specifically tailored to their organization’s unique needs. A free trial is available, allowing potential users to explore the software’s functionality before making a commitment. Pricing is customized and may depend on factors such as user count or usage, so reaching out to the LeaseAccelerator sales team is the best way to obtain current, accurate pricing information.

9

Katana

4.5 / 5

Read more about Katana

Katana manufacturing software delivers significant advantages for production-centric companies by offering real-time insights into manufacturing operations, inventory levels, and sales data, which enables more accurate and timely decision-making. Its centralized platform enhances coordination by allowing users to assign tasks and monitor progress throughout the production cycle, minimizing confusion and streamlining workflow. Additionally, Katana’s capacity to integrate seamlessly with other tools supports tailored enterprise solutions while accommodating various workforce compensation models, boosting financial clarity. These combined features help businesses manage complex inventories and dispersed teams more effectively, ensuring readiness for peak demand periods with improved efficiency and control.

Key Features of Katana
  • Real-time inventory tracking
  • Centralized inventory database
  • Inventory forecasting
  • Production management
  • Sales order management
  • Material requirements planning (MRP)
  • Full traceability
  • API access and integrations
Price of Katana

Katana offers four main pricing plans tailored to different business needs. The Starter Plan costs $179 per month and supports one inventory location with up to 1,200 sales orders annually. The Standard Plan, priced at $359 per month (annual billing) or $399 monthly (quarterly billing), expands to three inventory locations and 6,000 sales orders, adding features like advanced insights and barcode scanning. The Professional Plan ranges from $799 to $899 monthly, allowing ten inventory locations and 18,000 sales orders, including API access and forecasting tools. The top-tier Professional Plus Plan costs between $1,799 and $1,999 per month, offering unlimited locations and priority support.

Read more about CHEQROOM

CHEQROOM emerges as a solution crafted to streamline asset tracking and management, offering a centralized approach for organizations aiming to keep a close watch on their valuable resources. Although the source lacks explicit details, the product is presented as a tool that simplifies operations while ensuring systematic oversight of assets. Its design appears to support a broad range of tracking requirements, from routine inventory checks to more strategic resource management tasks. In doing so, CHEQROOM positions itself as a potentially reliable option for prospective customers seeking an efficient and user-friendly asset tracking software solution.

Key Features of CHEQROOM
  • Centralized Management
  • Mobile-Friendly Interface
  • Check-Out and Check-In Features
  • Equipment Reservations
  • Equipment Maintenance Tracking
  • Geo-Positioning
  • Reporting and Analytics
  • Customizable Notifications
Price of CHEQROOM

For asset tracking, CHEQROOM provides flexible pricing options. The Basic Plan costs $1,200 per year and delivers a single location, unlimited users, streamlined inventory control, perpetual asset assignment, mobile app support, and robust SSO integrations. The Core, Business, and Enterprise plans have more intricate structures and advanced features, including additional locations, reservation functionality, comprehensive tracking, and advanced reporting. Although exact prices are not disclosed, a free trial is available. Prospective customers can contact CHEQROOM to obtain tailored pricing details that suit varying organizational needs. Call now for more specific inquiries.

Read more about Fishbowl Inventory

Fishbowl Inventory stands as an inventory control solution designed to simplify and enhance the process of tracking goods and managing stock for businesses. Its overall framework is tailored to meet the demands of companies seeking reliable software that can integrate seamlessly within existing operational infrastructures. By focusing on core inventory tracking and streamlining day-to-day processes, Fishbowl Inventory emerges as a noteworthy option for those evaluating solutions in the Inventory Control Software category.

Key Features of Fishbowl Inventory
  • Centralized Inventory Database
  • Real-Time Inventory Tracking
  • Multi-Location Management
  • Automated Stock Counts
  • Low Stock Notifications
  • Barcode Scanning
  • Order Fulfillment Management
  • Purchasing Management
Price of Fishbowl Inventory

Fishbowl Inventory offers two pricing plans designed to accommodate distinct operational needs. The Fishbowl Drive plan begins at $349.00 per month for two full access users, providing a cloud-based inventory and warehousing solution with integrated hosting, business intelligence, accounting software integration, mobile access, and unlimited support. In comparison, the Fishbowl Advanced plan starts at $399.00 per month for two users, featuring comprehensive on-premises capabilities alongside hosted features, robust manufacturing support, and an integration option of choice. No free trial information is currently available for either plan. Contact Fishbowl for details.

Read more about Infraspeak

Infraspeak is presented as a comprehensive digital solution tailored to streamline the intricacies of facility management, addressing the challenges that modern operations face every day. The platform is designed with an emphasis on simplifying maintenance workflows and providing an intuitive structure to oversee asset management and repair tasks. Its approach appears to center on creating a fluid environment where complex processes become markedly more manageable, potentially making it an attractive option for organizations intent on boosting operational efficiency. Overall, Infraspeak positions itself as a promising candidate in the evolving landscape of facility management software, aiming to support teams in maintaining optimized and effective work environments.

Key Features of Infraspeak
  • Efficient Preventive and Reactive Scheduling
  • Seamless Real-Time Facility Inventory Management
  • User-Friendly Streamlined Service Request Portal
  • Intelligent Reporting and Analytics Dashboards
  • Robust Mobile Field Access App
  • Optimized Multi-Site Facility Operations Management
  • Customizable Workflows for Efficient Processes
  • Integrated Vendor and Procurement Management
Price of Infraspeak

Infraspeak’s pricing details for its facility management software remain undisclosed, and the vendor does not offer publicly available rate information. While the platform’s pricing structure might consider factors such as user count or specific usage parameters, no concrete figures are provided. Interested customers are encouraged to contact Infraspeak directly to discuss their company’s needs and obtain customized pricing details. Testing the solution through its free trial may also shed light on how Infraspeak can be tailored to support facility management goals. For more information, please inquire now.

13

4.15 / 5

Read more about Wrike

Wrike emerges in the realm of project collaboration software as a solution designed with teams in mind, promising an environment that supports streamlined coordination and efficient project management. Although the available source details remain sparse, Wrike's brief positioning hints at an underlying framework aimed at optimizing collaborative workflows for varying project scales. Its general profile suggests that it caters to teams seeking a central hub for managing project tasks and enhancing communication. For prospective customers exploring project collaboration options, Wrike presents itself as a candidate worthy of further investigation to clarify its full range of capabilities.

Key Features of Wrike
  • Task Management for effective teams
  • Robust Project Planning with Kanban
  • Collaboration Tools via shared workspaces
  • Real-Time Reporting for instant visibility
  • Mobile Access for on-the-go teams
  • Integrations with over 400 applications
  • Automation to streamline repetitive tasks
  • Custom Dashboards for key insights
Price of Wrike

Wrike offers flexible pricing plans. The Free Plan is ideal for small teams with a simple task list at zero cost. The Team Plan, priced at $10 per user monthly, delivers unlimited projects and effective Gantt charts. At $24.80 per user monthly, the Business Plan extends features with nested projects and advanced reporting. The Enterprise and Pinnacle Plans require direct inquiries, offering superior security and management capabilities designed for large organizations. Experience all premium functionalities risk-free with a 14-day trial that does not require a credit card. Contact vendor.

14

Odessa Platform

3.8 / 5

Read more about Odessa Platform

Odessa Platform is a unique solution designed to streamline the complex world of asset leasing, making management and administration more accessible for organizations of all sizes. Its flexible architecture empowers clients to navigate various leasing challenges, highlighting ease of use and adaptability as core benefits. At its heart, Odessa Platform offers a comprehensive approach that aligns with the demands of modern asset leasing, ensuring that prospective customers can confidently manage their assets while achieving enhanced operational efficiency. This innovative solution, tailored for the asset leasing sector, stands out by addressing the evolving needs of today's dynamic business environment.

Key Features of Odessa Platform
  • Asset-Based Portfolio Management and Analysis
  • Unified End-to-End Asset Finance Platform
  • Streamlined Loan Origination Module
  • Automated Core Servicing Processes
  • Advanced Remarketing and Recovery Tools
  • Integrated Advanced Analytics, Insights, and Reporting
  • Fully Customizable Reporting and Interactive Dashboards
  • Robust Compliance Monitoring and Controls
Price of Odessa Platform

Pricing information for the Odessa Platform remains undisclosed, with details provided only upon request. The vendor utilizes a custom, quote-based structure that adjusts to the unique needs of each organization. For those considering asset leasing software requirements, Odessa’s pricing may depend on factors such as usage scale, number of users, and additional services required. Prospective customers seeking specific details should contact Odessa directly to receive tailored quotes designed to address their business needs and operational context. The approach ensures flexibility and bespoke solutions for every client. Accurate pricing awaits inquiry.

Read more about EZOfficeInventory

EZOfficeInventory emerges as a promising asset tracking solution designed to streamline the management of company resources and equipment. It offers a centralized approach, allowing organizations to monitor and oversee their assets with greater clarity and efficiency. While detailed specifications are not outlined here, the platform is positioned to support businesses with a dynamic tool that simplifies the complexities of asset oversight. For prospective customers looking into asset tracking software solutions, EZOfficeInventory represents a compelling option to enhance inventory transparency and control.

Key Features of EZOfficeInventory
  • EZOfficeInventory Centralized Inventory Database Solution
  • EZOfficeInventory Asset Tracking Platform System
  • EZOfficeInventory RFID Asset Tracking Solution
  • EZOfficeInventory GPS Location Tracking Solution
  • EZOfficeInventory Mobile Asset Management Apps
  • EZOfficeInventory Quick Check-in Check-out Feature
  • EZOfficeInventory Asset Register Tracking Module
  • EZOfficeInventory Flexible Customization Options Module
Price of EZOfficeInventory

EZOfficeInventory pricing includes four flexible options. The Essential Plan at $40 per month serves small teams beginning asset tracking. The Advanced Plan at $55 per month introduces scheduled services, detailed reporting, and enhanced integration for growing organizations. The Premium Plan at $65 per month offers superior control features and additional integrations ideal for collaborative management. There is also an Enterprise option with custom pricing for unique needs. Each plan supports a baseline of 250 items with scalable costs for extra assets, and a free 15-day trial provides risk-free evaluation today.

Trends For 20 Best Public Records Management Software For 2025

In the era of the Internet of Things, more governments move to electronic record-keeping. Public records management software, therefore, becomes essential. These tools streamline request intake and completion and help agencies index electronic records for faster access. Due to the high volume of paper records and human error, old record systems are time-consuming and difficult to manage. Records requests would take weeks to process, and the audit trail is prone to mistakes.

As part of public sector software tools, consider public records management software that creates multiple public records request forms, customizes workflow assignments, provides communication tools, stores public records electronically, and complies with FedRAMP, CJIS, and HIPAA to protect government data.

This guide helps you decide which is the best public records management software for your organization. It gives you the trends and benefits that could help underpin your decision as well as a list of software worth considering. Additionally, it sheds light on the key features of the listed software for business and research.

COVID-19 forced local governments and the top payroll companies to digitize records. Where CIOs spent years trying, a pandemic reduced paper use immediately. This difficulty has created opportunities, with governance, security, innovation, procurement, and retention benefiting most from automating records and the creation of solutions that streamline workflows like project management and tax automation software. As municipal governments migrate to a remote labor paradigm, implementing record governance is more important than ever.

The following trends will help guide you in your decision to choose the best public records software solution for your organization.

Enhanced Transparency

Crime rates are high, even juvenile or student crimes. Somehow, access to public information may seem a viable means for people to protect themselves. However, unregulated access to public records could be dangerous.

The 2020 protests in Portland, where many arrestees were doxed and harassed after their photos were released, triggered the enactment of the law prohibiting the release of mugshots except in emergency situations and to other law enforcement agencies. As such, governments are advancing transparency while continuing to protect individual rights. The main concern is what information can be made available to the public. (Granicus, 2022)

Data Security

Married to the initiatives of enhancing transparency are the risks of data breaches. Over 1.1 billion records were lost in India’s national ID database Aadhaar in early 2018. This included iris and fingerprint scans that could be used to open bank accounts and receive financial aid. Meanwhile, a 2014 Yahoo hack affected at least 500 million user accounts. Just this May of 2022, the United States Department of Defense was duped into paying a phishing actor $23.5 million. (Toulas, 2022) These are only a few of the biggest hacks that data scientists had to deal with, but data breaches continue to be a problem today.

As the world enters the digital age, corporations and governments rely more on technology to collect, analyze, and store personal data. This has led to a rise in cyber-crimes. The year 2019 saw 1,506 data breaches in the U.S. while in 2018, cyber-crime exposed 471 million personal records nationwide. According to the Identity Theft Resource Center (2022), after a record-setting 2021, data breaches are off to a rapid start in 2022; more than 90% are cyberattacks.

Globally, a single data breach cost nearly $4 million in 2020. Each leak cost the healthcare industry $7.13 million. Energy and finance followed. Each breach cost $6 million, $2 million more than the global average. (IBM Security, 2021) As cybercriminals become more skilled and digital attacks become more common, organizations are spending more on cyber security to prevent breaches. As a result, global spending on cyber security and insurance has risen from 75.6 billion in 2015 to 124 billion in 2019. (Marsh & Microsoft, 2019)

Rising Number of Litigations

GovOA notes an increase in the number of litigations that also raises the number of records requests. (Granicus, 2022) This is no surprise as U.S. courts reported increases in the filing of cases at the Court of Appeals (5%) alone. There were also increases in civil (16%) and criminal (3%) and pre-trial cases (5%) in district courts. Lawyers, the public, and even the top law schools contribute to the rising records request rates.

Increased Fundings

The American Rescue Plan Act (ARPA) funds were a big deal in 2021, especially in the public record space. Organizations were being asked what they’re spending that money on and how they plan to spend the money on public records requests and their overall process. Many organizations were encouraged to use their funds for digitizing records request management processes. (Granicus, 2022)

Meanwhile, IT funds for government agencies have also increased. The 2022 civilian federal agency IT budget is roughly $58.44 million. The 2022 budget projections exclude the Department of Defense, which received $38,815 in 2021. As leadership and government goals change, IT budgets are reallocated. The Health and Human Services IT budget climbed to $6.9 million in 2022 from $6.4 million in 2021. (US Office of Management and Budget, 2020) This has led government branches to increase the use of tech platforms from HR software providers and other software developers.

What challenges can hinder successful implementation of public records management software?

Agencies may encounter obstacles ranging from legacy system integration issues and high implementation costs to extensive staff training requirements and data migration complications. Additionally, meeting evolving cybersecurity standards and compliance mandates demands continuous investment in secure infrastructure and change management. Organizations must assess vendor support and system scalability to ensure long-term efficiency and user adaptability. For further digital transition insights, review the best webinar platforms.

What are the benefits of implementation of public records management Software?

Benefits of Public Records Management Software

The best public records management software connects you to the requested information. First, akin to the best bookkeeping software, the platform stores your physical and electronic documents and data in a single digital location. With your information in one location, you can search quickly and deliver results digitally. The solution gathers papers and uploads them online for speedy delivery.

The following are the benefits of implementing public records management software.

  • Save Time. Finding records can take time. As you take longer, requesters can grow more anxious. Time-saving public records software allows you to digitally search files and offer online requests for self-service. Such speed and attentiveness boost public trust and happiness.
  • Reduce Costs. Public records management software also saves money. It reduces shipping, paper, and printing costs. Public records request solutions also aid in timely fulfillment while also lower compliance fees and fines.
  • Streamline Processes. User-friendly reports help identify bottlenecks and track requests. Workflows can notify employees of pending approvals and deadlines, allowing you to prioritize.
  • Provide Control Over Records. Open, transparent government and administration require accessible public records. As demand for public records like those provided by the best government procurement software rises, governments must acquire control over request management.

Like with inventory management software solutions, the market abounds with public records management software. While each one offers unique features, the best public records management software would be one that meets your organization’s needs at the price most reasonable to you. Below are some examples of software that you can compare to find what matches your needs best.

How can public records management software improve user accessibility?

User accessibility is critical in public records management, ensuring that constituents and stakeholders can quickly access needed information. Here’s how public records management software enhances accessibility:

  • Centralized Digital Repository: Stores both electronic and digitized paper records in a single location, allowing users to access records remotely and reducing the time required to locate documents.
  • Mobile Access: Many platforms are optimized for mobile use, enabling users to retrieve records and request information from any device, supporting flexible access.
  • Self-Service Portals: Public-facing portals allow users to submit requests, track status, and receive records without staff intervention, providing 24/7 accessibility.
  • Customizable Interfaces: Many platforms offer adaptable layouts and features like screen readers, aiding users with visual impairments or other accessibility needs.
  • Automated Notifications: Users receive updates on their requests, helping them stay informed without needing to repeatedly contact agency staff for progress checks.

List of Best Public Records Management Software for 2025

1. GovPilot: Promotes Digital Transformation

Designed for all types of local governments, GovPilot is an affordable, all-in-one software that helps modify, automate, and unify all operations and services and invites constituents to be more engaged. This software allows local governments to be more receptive to the community’s needs, ensuring satisfaction with its services.

Features

  • 125+ solutions for all departments
  • Task assignment
  • GIS mapping
  • Event-based triggers
  • Project tracking
  • Workflow management and alerts
  • Mobile accessibility
  • Automated services and processes
  • Unified platform

Pricing

  • Book a consultation to know more about its four packages.

2. Everlaw: Simplifies Complex Legal Work

Everlaw is a cloud-based technology that enables litigation and investigation teams to work together more effectively. The robust yet user-friendly litigation solution helps firms increase profits and give a competitive edge. At the same time, it satisfies the particular requirements of federal, state, and municipal investigative and legal departments.

Features

  • Powerful litigation solution
  • Efficient and cost-effective corporate solutions
  • Secure and scalable features that increase collaboration
  • Value-driven federal solutions
  • Fastest review speed
  • All-in-one legal software
  • Storybuilder that organizes case timelines
  • Smart search capabilities
  • Fast data delivery
  • Cloud storage
  • Quick deployment of legal holds
  • Supports native file types
  • Provides resources to journalists, law students, and pro-bono lawyers

Pricing

  • Pricing per request through the Everlaw website.

3. ZyLAB ONE: Encourages Ediscovery Automation

ZyLAB ONE is an eDiscovery platform that makes data importation uncomplicated, accelerates quality control, and eases legal data assessment. Powered by AI, ZyLAB ONE provides legal discovery solutions for every need. It complies with the highest security standards, making the platform safe and secure.

Features

  • Conducts internal investigations with minimal risks
  • Safeguards regulated data and ensures compliance
  • Easy-to-master eDiscovery platform
  • Simplified freedom of instruction with auto redactions
  • Cost-efficient DSAR
  • GDPR compliance check

Pricing

  • Request for a quote

4. Relativity: Aids in Faster and More Relevant Investigations

On top of organizing data, Relativity aims to help users to unearth the truth and act accordingly. The platform helps manage massive amounts of data and identify key issues fast during investigations and litigations. It is a powerful SaaS with proactive security that rivals those found in standalone information management software tools.

Features

  • End-to-end discovery solution
  • Centralized workplace
  • Powerful data privacy solution
  • Streamlined early case assessment
  • Faster and more relevant investigations
  • FedRAMP authorized software
  • Effective legal hold management
  • Industry-led patent search and analytics
  • Complete coverage on surveillance and reduced errors
  • Automated trade reconstruction
  • App Hub
  • Information management risk reduction
  • Fast and reliable data transfers
  • Mitigated risk in InfoGovernance

Pricing

  • Contact Relativity for pricing.

5. JustFOIA: Streamlines Email Request Management

JustFOIA promises to be the easiest data management solution by providing end-to-end services designed for law enforcement, K-12 education, and higher education. Carrying some of the best email automation software features, it keeps the records requests process streamlined by delivering requests directly to the right person on time. At the same time, it guarantees compliance with state and local laws and collects and invoices payments securely. It is considered as one of the best FOIA software in the business.

Features

  • Simplified email requests management
  • Optimized public portal
  • Streamlined requests management
  • Automated workflow process
  • Centralized communication
  • Customizable redaction feature
  • Easy and secure payment gateways
  • Laserfiche integration
  • Enhanced internet security
  • Single sign-on capability
  • Transparent reporting
  • Robust learning management platform

Pricing

  • Reach out to JustFOIA for pricing

6. Arkase: Facilitates Complaint Case Management Customization

ArkCase is an open standard platform that delivers adaptability, expansion, and resilience. This platform speeds up the deployment of case management systems by facilitating the expansion of the modular features (i.e., Enterprise Content Management, Customer Relationship Management, and Business Process Management).

Features

  • Customizable complaint case management
  • Efficient correspondence management solution
  • Powerful yet easy-to-use FOIA management software features
  • AI-infused legal case management solution
  • Reliable ROI management

Pricing

  • Offers free account
  • Enterprise Gold starts at $60 per user per month
  • Request Enterprise Platinum quote

7. eCase: Bolsters End-to-End PQ Management

eCase is an easy, public records online software with an end-to-end case management system created especially for the United Kingdom’s public sector. eCase assists with all facets of case management in the U.K. public sector, including central and local government, independent organizations, and agencies like police departments and hospital trusts efficiently and consistently.

Features

  • End-to-end PQ management
  • Simplified Freedom of Information (FOI) requests, Environmental Information Requests (EIR), and Data
  • Protection (DPA)/Subject Access Requests (SAR) management
  • Specially-designed Ministerial Correspondence (MC) and MP Correspondence process
  • Time-efficient case management for private offices and special advisers
  • All-in-one case management system
  • Secured management of Freedom of Information (FOI) requests and Data Protection (DPA) / Subject Access
  • Requests (SAR), CRU referrals, and other correspondence for the police force and the local government

Pricing

  • Price starts at £24,938 per year for 5,000 cases per year
  • contact eCase for eCase Premium pricing

8. NextRequest: Boosts Open Records Request Workflow

NextRequest is a records request platform that enables government agencies of all sizes to work asynchronously and remotely together. Public records specialists created their FOIA request management software to improve and transform the way governments handle records requests with its streamlined and automated features. It is also known for its extensive records management software for government features.

Features

  • Simplified open records software request workflow
  • Roles & Permissions
  • Audit Trails
  • Request Diversion
  • Tasks
  • Automated Routing
  • Customizable FAQs
  • Email Bridge
  • Due Date Tracking
  • Multi-Departmental Tools
  • Centralized & Decentralized
  • Message Templates
  • Email Automation
  • Time-Tracking
  • Document Workflow

Pricing

  • Contact sales department.

9. GovOS: Eases Digitization of Government Services

GovOS is a government software for public records that enables local governments to automate and simplify processes. Get easy access to resources and information and cutting-edge digital services. It enhances government efficiency, transparency, and constituent participation. This software benefits business, individuals, and agencies using several cloud-based solutions.

Features

  • Transformative records management systems solutions
  • Streamlined business licensing and tax compliance
  • Enhanced community engagement solution
  • Digitized government services
  • Transparent public data management
  • Predictive government
  • Government document management tools
  • Public records request software solutions

Pricing

  • Contact GovOS for pricing

10. Tyler Records Management Software: Maintains Multiple Records Retrieval

Tyler Records Management Software is a fully-integrated land and official records solution. It provides an all-in-one record management software that lets you create better, more efficient procedures for managing official records. Because of its adaptability, you can set up the system to best suit your needs and those of your constituents.

Features

  • Customizable records management solution that allows multiple retrievals of records
  • Streamlined integration with outside title companies and third-party software
  • Automated scanning and indexing features
  • Quick and painless retrieval of records
  • Efficient records management that promises ease and security
  • Integrated public administration solutions

Pricing

  • Contact Tyler Technologies.

11. Libria MSF&W: Allows Flexible, Intuitive, and Configurable Workflow

Libria MSF&W provides a comprehensive FOIA solution that promptly delivers the appropriate information to the appropriate individuals. It manages the FOIA lifecycle, including request capture, tracking, document gathering, correspondence, fulfillment, preservation, and reporting.

Features

  • Flexible, intuitive, and configurable workflow
  • Enhanced security features
  • Commendable technical support
  • Monitored compliance with FOIA requirements
  • Public records tracking software tools

Pricing

  • Annual subscription
  • Implementation fee

12. Accela: Provides Automated Citizen Portal

Accela provides a robust, cloud-based government software to enhance productivity, boost public involvement, and foster the growth of vibrant communities. It helps to minimize costs and addresses emerging challenges through digital government services. It creates an ecosystem that provides a better government experience to all.

Features

  • Quick and easy approval of building permits and inspections
  • Automated citizen portal
  • Improved service request management
  • Self-serve license application and automated routing
  • Convenient occupational licensing
  • Simplified alcoholic beverage regulation
  • High compliance with short-term rental regulation
  • Safe, efficient, and transparent cannabis regulation
  • Leveraged COVID-19 response solutions
  • Complete fire prevention solution
  • Streamlined public health solution

Pricing

  • Contact Accela for pricing

13. Exterro: Consolidates Privacy Compliance Processes

Exterro is a comprehensive legal GRC software platform that automates the intricate relationships between privacy, legal operations, digital investigations, cybersecurity response, compliance, and information governance. Thousands of legal teams, trust corporations, law firms, governments, and law enforcement organizations use the app to manage their risks and provide more successful results.

Features

  • Optimized and unified eDiscovery software
  • Streamlined GDPR, CCPA, and other privacy compliance processes
  • Gold Standard in Digital Forensics
  • Comprehensive Legal GRC Platform
  • AI-driven Legal GRC
  • Comprehensive risk management and compliance solution

Pricing

  • Contact Exterro for pricing

14. MyGov: Enables Access to Assets and Features on a Map

MyGov is a GIS data mapping software that offers a plethora of information that helps save time, efficiently plan projects, decide on emergency management strategies, and improve communication between government agencies and the general public. It also offers Permits, Code Enforcement, Work Orders, and Asset Management solutions.

Features

  • Creates and edits custom map features and attributes
  • Allows for easy access to assets and features on the map
  • Lets users plot activity lists on the map.
  • Accessible location information
  • Connects GIS mapping to other MyGov modules
  • Sets zoom levels to show or hide layers

Pricing

  • Contact Sales

15. Vuelio FOI Case Management: Records New Cases Automatically

Vuelio FOI Case Management streamlines your approach to FOIA requests and centralizes management of the entire procedure. Vuelio maintains a complete audit record of all actions made within the system and provides proof of the process of handling inquiries. Its end-to-end service ensures timely delivery and accurate responses.

Features

  • Record new cases automatically
  • Send acknowledgment emails automatically
  • Access cases easily
  • Record pauses and delays for requests
  • Customize communication, requests, and exemptions
  • Engage subject matter experts
  • Categorize cases
  • Do root cause analysis and KPI reporting
  • Track status of cases
  • Generate FOI-compliant deadlines for timely responses

Pricing

  • Get pricing through Vuelio.

16. eFORCE Software Suite: Helps Improve Public Safety

eFORCE Software Suite is a records management system that collects and analyzes data and tracks cases. It provides a streamlined process for records requests and management. Its advanced tools and functionalities will save you tons of hours, making the whole process efficient and of the best value.

Features

  • Case Management
  • Dispatching
  • Compliance Management
  • Scheduling
  • Incident Management
  • Ticket Management
  • Vehicle Tracking
  • Incident Reporting
  • Computer-Aided Dispatch
  • Emergency Dispatch
  • Reporting & Statistics
  • Data Collection
  • Equipment Tracking
  • Field Reporting
  • Incident Mapping
  • Dispatch Monitoring

Pricing

  • Contact eFORCE for a quote.

17. Hyland: Brings Efficient System Integrations

Hyland is a records request solution that simplifies requesting and delivering records with its comprehensive tool. It leverages the services of over 19,000 lifetime clients with its services, including half of the Fortune 100 companies, with their new ideas and diverse perspective. In Hyland, they are committed to innovation and creativity to help the community.

Features

  • Optimized and easy-to-use user interface
  • Efficient integration of internal and external systems
  • Automated processes that eliminate errors
  • Low code rapid application development
  • Modernized data security tools
  • Industry, privacy, and security regulations compliant
  • Dependable and secure cloud-hosting
  • Scalable content services platform

Pricing

  • Contact Hyland for pricing information

18. AIRLIFT: Aids in Seamless Migration to the Cloud

AIRLIFT, also known as cloud PWR, is a modern software solution that enhances content management and collaboration and exceeds security standards. It guarantees a streamlined legacy workflow and case management system using industry-leading technology created by industry experts.

Features

  • Seamless migration from legacy to cloud
  • Automated business processing solution
  • Efficient case, public records, digital content, and change management
  • Electronic forms, workflow, and Signature
  • Integration of discovery and governance
  • Digital Modernization
  • Strict Regulatory Compliance

Pricing

  • Contact sales for pricing

19. Edmunds GovTech: Enhances Compliance with Local Regulations

Edmunds GovTech provides a first-in-class solution that increases productivity and community satisfaction. It guarantees tools that exceed expectations, thereby providing better solutions to local government such as optimizing payroll and HR processes, and effective inventory control, among others, in its 50 years of service. Simply put, the platform makes life easy for their clients.

Features

  • Continuity, standardization, and transparency across departments
  • Boost stakeholder empowerment
  • Increase citizen engagement
  • Easy access to KPIs and other pertinent reports
  • Scalability
  • Full integration of internal systems
  • Streamlined residents access
  • Compliance with local regulations
  • Cloud hosting
  • Improved cybersecurity

Pricing

  • Chat with sales for pricing

20. Digital WarRoom: Helps with Legal Document Management

Digital WarRoom is a flexible eDiscovery platform that expedites document processing, case assessments, and data management for legal institutions like law firms, government agencies, and corporate legal teams. With cloud-based and on-premise options, this software aids legal experts in smoothly managing electronic documents within a comprehensive platform that unifies data and provides deep search options.

Features

  • Automatic Document Processing
  • Advanced Filtering & Keyword Searching
  • Right Click And Mark Documents
  • Privilege Log
  • Redactions
  • Email Thread Visualizer
  • OCR Searching Images and PDFs
  • Producing Documents
  • Hosting Opposing Party and Third Party Productions
  • Deduping
  • Cost-effective litigation solutions
  • Streamlined early case assessment

Pricing

  • Contact sales for pricing

Emerging Technologies TransForming Public Records Management

Public records management is evolving with cutting-edge technologies, offering unprecedented efficiency, security, and accessibility. These advancements are reshaping how organizations handle and protect sensitive information while ensuring compliance with regulatory requirements.

1. Artificial Intelligence (AI): AI-powered solutions streamline document categorization and retrieval, reducing human error and processing time. Tools leveraging AI can automatically redact sensitive information, ensuring compliance with privacy laws.

2. Blockchain Technology: Blockchain introduces transparency and tamper-proof records management, creating a verifiable trail of document changes. Governments and organizations are increasingly adopting blockchain to enhance trust in record authenticity.

3. Cloud Computing: Cloud-based platforms enable secure, remote access to records while offering scalable storage solutions. This technology supports disaster recovery plans, ensuring data remains accessible even during unexpected events.

4. Internet of Things (IoT): IoT devices can automatically collect and transmit data, aiding real-time record creation and updates. For instance, environmental monitoring systems can log and store data directly into digital repositories.

5. Integration with Inventory Management Systems: Public records software is increasingly integrated with tools like inventory management systems, ensuring a seamless flow of information across organizational departments. This holistic approach enhances operational efficiency and reduces redundancy. Discover the best inventory management system to complement your public records management solution.

These emerging technologies empower organizations to stay ahead in managing public records, fostering innovation and trust while addressing challenges like data security and accessibility. Embracing these advancements ensures your systems remain robust and future-proof.

Leveraging Public Records Management Software

With digital transformation leading the way to the future of records management, public records management software becomes inevitable for governments. Such software helps government agencies archive, manage, and digitize public records, such as land records, marriage licenses, birth and death certificates, and legal contracts. 

Besides governments, lawyers, investigators, journalists, and even academic institutions benefit from a public records management software. More importantly, with governments focusing on transparency, even the public can benefit from easier retrieval of information, but under proper regulation.

Overall,  the best public records management software solutions make data management easy for government agencies and accessible to their constituents. 

Key Insights

  • Accelerated Digitization: The COVID-19 pandemic has significantly accelerated the digitization of public records, with local governments swiftly adopting electronic records management to replace outdated paper-based systems.
  • Enhanced Transparency: Modern public records management software promotes transparency by allowing regulated access to public records, helping protect individual rights while making information more accessible.
  • Data Security Concerns: With the rise in digitization, data security has become a critical issue. Public records management systems must comply with stringent security standards to protect sensitive information from cyber threats and breaches.
  • Increased Funding: Government funding for IT and digitization projects has increased, encouraging more organizations to invest in advanced public records management solutions.
  • Rising Litigation and Records Requests: The number of litigations and records requests is on the rise, necessitating efficient and reliable public records management software to handle the increased demand.
  • Automation and Efficiency: Public records management software streamlines the process of indexing, searching, and retrieving records, saving time and reducing human error.
  • Compliance and Regulation: Effective public records management software ensures compliance with federal and state regulations, such as FedRAMP, CJIS, and HIPAA, ensuring the security and legality of data management practices.

FAQ

  1. What is public records management software? Public records management software is a digital tool that helps government agencies and organizations manage, store, and retrieve public records efficiently. It streamlines the process of handling records requests, ensuring compliance with regulations and improving accessibility and transparency.
  2. Why is public records management software important? Public records management software is important because it helps organizations save time, reduce costs, streamline processes, and provide better control over records. It ensures compliance with legal standards and enhances transparency and data security.
  3. What are the key trends in public records management? Key trends in public records management include enhanced transparency, increased data security measures, rising litigation and records requests, increased funding for IT projects, and the adoption of automation and AI technologies to streamline processes.
  4. How does public records management software enhance data security? Public records management software enhances data security by implementing robust security protocols, such as encryption, access controls, and compliance with federal regulations like FedRAMP, CJIS, and HIPAA. These measures protect sensitive information from cyber threats and unauthorized access.
  5. What are the benefits of using public records management software? Benefits include saving time in retrieving and managing records, reducing costs associated with paper and printing, streamlining workflows and processes, improving public trust through transparency, and ensuring compliance with legal regulations.
  6. How has the COVID-19 pandemic affected public records management? The COVID-19 pandemic has accelerated the digitization of public records as remote work became more prevalent. This shift has driven the adoption of digital solutions for records management, making the process more efficient and reducing reliance on paper-based systems.
  7. What should organizations consider when choosing public records management software? Organizations should consider factors such as compliance with legal standards, data security features, ease of use, scalability, cost, and the ability to integrate with existing systems. It is also important to evaluate the software’s ability to handle the specific needs and volume of records of the organization.
  8. How does automation improve public records management? Automation improves public records management by reducing manual efforts, minimizing errors, and speeding up the process of indexing, searching, and retrieving records. It allows for efficient workflow management and ensures timely responses to records requests.
  9. What role does transparency play in public records management? Transparency is crucial in public records management as it builds public trust and ensures accountability. Modern public records management software facilitates transparency by making information accessible to the public while protecting sensitive data through regulated access.
  10. Can public records management software handle both electronic and physical records? Yes, many public records management software solutions are designed to handle both electronic and physical records. They provide tools for digitizing physical records, indexing them, and storing them in a centralized digital repository for easy access and management.

References:

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20 Best Public Records Management Software for 2025 thumbnail
AUG 6, 2025

20 Best Public Records Management Software for 2025

by Imed Bouchrika, Phd
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