Freedom of Information (FOI) Helpa AI Agent

Freedom of Information (FOI) requests can be overwhelming for public sector organisations and local authorities. Managing and responding to these requests in a timely and efficient manner is critical for maintaining transparency and trust with the public. However, the sheer volume of requests can place significant strain on resources.

Our AI-powered FOI request Helpa Agent can reduce FOI queries by up to 75% and is designed to streamline and simplify the process of handling these requests. By automating key aspects of FOI management, your administrative burden is reduced and response times improved.

And, just like all our solutions, this is part of our comprehensive, end-to-end Safe and Effortless Rules-Based AI offering, which ensures maximum efficiency at every step.

Why Choose Our FOI Request Solution?

  • Automated Response Handling:
    Our Rules-Based Helpa Agent automates the categorisation and initial response to common FOI requests, significantly reducing the workload of public sector employees. Frequently asked questions or simple requests can be answered instantly by the AI, providing a fast, efficient resolution.

  • Intelligent Request Management:
    Helpas assess each FOI request, classify its complexity, and route it to the appropriate department or team. Complex requests are flagged for human review, while routine ones are addressed automatically.

  • Data Privacy and Compliance:
    Helpas ensure that all responses comply with FOI laws and data protection regulations, safeguarding sensitive information while maintaining full transparency.

  • Efficient Request Tracking:
    The system provides an easy-to-use platform for tracking FOI requests in real time, allowing public sector teams to stay on top of deadlines and ensure timely responses to requests.

  • Reduction in Inbound Requests:
    Through intelligent self-service options and automated responses, our solution helps reduce the number of inbound requests by up to 75%. By providing citizens with easy access to information, the need for formal FOI requests decreases significantly.

Industries We Serve

Our FOI request solution is specifically designed for public sector organisations and local authorities that need to efficiently manage the volume of requests they receive while ensuring compliance and transparency. We work with a variety of sectors, including:

  • Local Authorities:
    Helping councils handle requests for public records, meeting minutes, and other public documents efficiently.
  • Government Agencies:
    Assisting departments in managing citizen requests and ensuring compliance with government transparency regulations.
  • Public Health Organisations:
    Facilitating the management of requests related to health data, research studies, and policy documents.
  • Education:
    Helping schools and universities handle requests for academic records, administrative files, and policy documents.

No matter the sector, our FOI request solution ensures that you can streamline the process, reduce administrative strain, and maintain compliance with FOI laws.

How It Works

Our solution simplifies FOI request handling through intelligent automation, reducing the workload for your team and speeding up the process for citizens. Here’s how it works:

  1. Capture Incoming Requests:
    FOI requests are received via email, web forms, or other communication channels, and are automatically captured by the AI system.

  2. Automated Categorisation:
    The AI assesses the nature of the request, categorising it as a routine or complex inquiry. Simple requests are automatically responded to with predefined answers or information from the public database, such as common forms, meeting minutes, or annual reports.

  3. Intelligent Routing:
    For more complex requests that require human intervention, the system routes them to the appropriate department or staff member for review and response. The system tracks each request to ensure timely responses, minimising delays.

  4. Self-Service Information Portal:
    Our solution includes a self-service portal where citizens can access public information directly, significantly reducing the need for formal FOI requests. By empowering users to find information independently, you can reduce the volume of requests by up to 75%.

  5. Full Compliance with FOI Regulations:
    We ensure that all responses are fully compliant with FOI legislation and data protection laws. Our AI system can cross-check responses against guidelines, ensuring that sensitive information is protected and that responses meet the necessary legal standards.

Illustration of Our FOI Request Solution

Let’s take an example of a local government council that receives a high volume of FOI requests related to public meetings, budget reports, and planning applications. By using our AI-powered FOI solution:

  • Self-Service Portal:
    Citizens can access meeting minutes, planning applications, and other public records directly through an easy-to-use portal, reducing the need for formal requests.

  • Automated Response Handling:
    When an FOI request is submitted, the AI system automatically checks whether the requested information is available in the public domain. If so, the system sends an immediate response with a link to the relevant document or data.

  • Efficient Routing for Complex Requests:
    If the request requires human review—such as a request for sensitive information—the AI routes the request to the relevant department, ensuring that the response is reviewed and processed in a timely manner.

As a result, this local authority can significantly reduce the number of inbound requests, saving valuable resources and time. The automated process helps improve efficiency, while citizens still receive timely, accurate responses.

Reducing the Burden, Improving Efficiency

FOI requests don’t need to be a bottleneck. With our intelligent AI-powered solution, you can streamline the process, reduce the number of requests, and ensure timely, accurate responses. Whether you're dealing with routine inquiries or more complex requests, we help you handle everything with ease.

Get Started with Effortless FOI Request Management

Are you ready to streamline your FOI request management? Our solution can help you automate and optimize the entire process, reducing the administrative burden while ensuring compliance and transparency.

Contact us today to learn how we can help you manage FOI requests more effectively and reduce inbound requests by up to 75%.